Transforming HR Efficiency: How Populous Leveraged DynaFile to Digitize, Automate, and Simplify Document Management.
The Blueprint for HR Success
Populous, a renowned global architectural and design firm, is celebrated for its iconic sports arenas, entertainment venues, and event spaces that bring people together. From designing world-famous stadiums to planning major events, Populous thrives on innovation and collaboration. But behind the scenes, their HR team faced a growing challenge: managing employee records with an outdated, paper-based system.
When the inefficiencies of paper files began to hinder productivity, particularly during remote work, Populous turned to DynaFile for a transformative solution. Here’s how DynaFile helped Populous streamline workflows, enhance accessibility, and achieve HR success.
The Challenge: Paper-Based Processes in a Modern World
As Populous grew, so did the inefficiencies of their paper-based document management system. Physical files not only consumed costly storage space but also made remote access impossible. HR tasks such as onboarding, audits, and document requests became time-consuming and error-prone.
When remote work became essential, the limitations of paper records became glaringly obvious. Populous needed a modern, scalable solution to support their dynamic and growing workforce.
The Solution: Going Digital with DynaFile
Populous chose DynaFile to digitize their document management system, seamlessly integrating it with their existing ADP platform. This powerful combination allowed Populous to:
- Digitize Records: Transition from bulky paper files to streamlined electronic filing.
- Enhance Remote Access: Enable HR teams to access documents anytime, anywhere.
- Automate Workflows: Integrate with ADP for real-time data synchronization and reduce manual tasks.
- Boost Sustainability: Align with company goals to reduce their environmental footprint.
Empowering Sustainability, Productivity, and Seamless Onboarding
With DynaFile, our team was able to easily transfer all our paper files into a digital format —aligning with our company’s goals of sustainability and reducing our environmental footprint. As a result, this solution has improved remote accessibility, productivity, and seamless onboarding of new employees.
Lori Schaaf, HR Generalist, Populous
The Results: A Game-Changer for HR Operations
The implementation of DynaFile modernized Populous’ document management processes, delivering measurable results across key areas:
1. Remote Accessibility
DynaFile empowered HR teams to retrieve and share documents securely from anywhere. This seamless accessibility improved collaboration and ensured continuity during remote work.
2. Centralized Electronic Filing
Replacing physical files with a digital repository eliminated the need for costly storage space. Documents could now be located in seconds, not hours.
3. ADP Integration
By integrating with ADP, Populous automated the syncing of employee records, ensuring up-to-date, accurate information while saving time on manual data entry.
4. Improved Compliance
Organized and secure records made audits stress-free. The HR team could easily prepare and respond to compliance requirements, mitigating risks.
5. Enhanced Productivity
Streamlined workflows allowed HR teams to focus on strategic initiatives rather than paperwork. Automated onboarding processes also improved the new hire experience.
Key Takeaways for Businesses
The success Populous achieved with DynaFile demonstrates the transformative power of digital HR document management. Whether your business is in architecture, education, or any other industry, these lessons apply universally:
- Remote Work Preparedness: Ensure your teams have access to the tools they need, wherever they are.
- Automation for Efficiency: Integrate digital solutions to eliminate repetitive tasks and improve accuracy.
- Compliance Confidence: Simplify audits and meet regulatory requirements with organized digital records.
Ready to Transform Your HR Workflows?
Populous’ story is proof that the right technology can drive efficiency, sustainability, and growth. If your organization is ready to modernize its HR processes, DynaFile is here to help.
Schedule a customized demo today to see how DynaFile can revolutionize your document management system.
Don’t let outdated processes hold your team back—embrace the future of HR with DynaFile!
