Rhoni Group
The Rhoni Group has sped up its employment contract management processes with an online signature solution
Based in Brignais, in the Rhône region of France, the Rhoni Group offers facility management services by relying on selected service providers to meet the needs of its corporate clients. The Rhoni Group’s business lines include hygiene services, maintenance, and industrial cleaning (under the Rhonis brand), as well as secondary construction and energy renovation (Rhonibat). The third company in the group, Rhon-concept, acts as a general contractor and engineering design office.
For several years now, the Rhoni Group has been committed to fully digitising its business processes. The group relies on an integrated system (Sage) to perform the vast majority of its day-to-day operations when it comes to accounting, billing, human resources management, and payroll. But one essential component was missing to fully complete that transformation… paperless employment contracts. Now, the Oodrive Sign electronic signature solution has made that possible.
For Philippe Galera, Chief Executive Officer of the Rhoni Group, the Oodrive Sign solution has enabled the group to fully realise its ambition to digitise its business processes in a post-Covid context where the rules have changed… with no turning back.
Read on to see what prompted the Rhoni Group’s decision to opt for Oodrive Sign, and how the process of implementing the new system went.
“Oodrive Sign is the last step in our transformation process: it is mainly used within Rhonis for the moment, but we plan to roll it out throughout the whole group very soon. Considering the advantages of this new tool, one thing is certain... we could not go back to the old way of doing things.”
Philippe Galera ,
CEO, Rhoni Group
The headache of managing employment contracts remotely
In the facility management business, the fact that the employees do their work at numerous remote locations makes the digitised management of their contracts a major challenge. In the Rhoni Group, mobility is the norm, and most communication is done remotely between the head office and the various sites. Those sites are numerous (220 in the Rhône administrative department) and spread out over a large area. The meticulous administrative processes put in place to ensure the proper management of employment contracts are very time-consuming for the human resources department. And since the other administrative documents had already been switched over to a paperless format—client contracts, quotations, invoices, payroll—it made sense to do the same with the group’s employment contracts.
With that objective in mind, Philippe Galera went in search of an electronic signature application that would meet the group’s needs. “The only point that we insisted on was that the software must include an SMS-based notification system. That is because we need to be able to easily send notifications to employees who do not have an e-mail address, or who, for whatever reason, prefer not to provide their e-mail address.” Just as he was starting to evaluate the various products available on the market, he was contacted by Oodrive. “A salesperson approached me at the very moment when I was checking out the various software packages available for purchase. That’s what I call good timing!”
Oodrive Sign helps speed up signature processes by integrating them into workflows, while ensuring the security of signed documents and guaranteeing the probative value of the signatures (in compliance with data protection regulations), within a reliable infrastructure and protected from external interference. The Oodrive Sign solution optimises business processes, saves time with industry-specific workflows, and keeps costs to a minimum. It is also the only software on the market that includes a must-have feature for the Rhoni Group: SMS-based notifications.
A quick set-up
Oodrive Sign was set up in the Rhoni Group within a very short space of time. It took just a few weeks in January 2022. Philippe Galera came back to the matter of timing: “We had originally planned to set up an e-signature system in 2021 during the post-Covid period, but for organisational reasons, that had to be postponed. By the beginning of 2022, it had become imperative for us to get an e-signature system up and running as soon as possible.”
From 14 January, Oodrive’s Customer Success Management team started organising training sessions to show the users how to use the software. Those sessions were attended by CEO Philippe Galera, HR Manager Géraldine Royer, and Operations Manager Jérémy Pierron. Then came the biggest challenge: making sure the end-users adopted the software… and actually used it from day to day! In that respect, the users encountered some teething problems during the initial tests: it took them a while to get the hang of the interface, and some configuration hiccups made it necessary to redo the layout of the employment contracts. Fortunately, the CSM team’s training skills and capacity to promptly find solutions enabled the users to quickly get over the learning curve.
“When it comes to setting up a new software system, there are bound to be a few hiccups on the end-user side,” says Philippe Galera. “It took longer than expected to set up the Smartfields [automatically filled data entry fields embedded in the documents]. But once the system was set up and some final adjustments were made, Oodrive’s support helped the Rhoni Group staff quickly get the hang of their new software. And today, Géraldine [Royer] swears that she would be lost without it!”
“With Oodrive Sign, we get the benefit of faster and more secure electronic management of employment contracts. For us, we use this software for about 30 contracts every month.”
Philippe Galera ,
CEO, Rhoni Group
A quick set-up
Oodrive Sign was set up in the Rhoni Group within a very short space of time. It took just a few weeks in January 2022. Philippe Galera came back to the matter of timing: “We had originally planned to set up an e-signature system in 2021 during the post-Covid period, but for organisational reasons, that had to be postponed. By the beginning of 2022, it had become imperative for us to get an e-signature system up and running as soon as possible.”
From 14 January, Oodrive’s Customer Success Management team started organising training sessions to show the users how to use the software. Those sessions were attended by CEO Philippe Galera, HR Manager Géraldine Royer, and Operations Manager Jérémy Pierron. Then came the biggest challenge: making sure the end-users adopted the software… and actually used it from day to day! In that respect, the users encountered some teething problems during the initial tests: it took them a while to get the hang of the interface, and some configuration hiccups made it necessary to redo the layout of the employment contracts. Fortunately, the CSM team’s training skills and capacity to promptly find solutions enabled the users to quickly get over the learning curve.
“When it comes to setting up a new software system, there are bound to be a few hiccups on the end-user side,” says Philippe Galera. “It took longer than expected to set up the Smartfields [automatically filled data entry fields embedded in the documents]. But once the system was set up and some final adjustments were made, Oodrive’s support helped the Rhoni Group staff quickly get the hang of their new software. And today, Géraldine [Royer] swears that she would be lost without it!”
Fast workflows
Using Oodrive Sign saves the HR teams valuable time in managing employment contracts. This software makes the process of finalising contracts faster and more secure.
Secure storage of records
Access to the Oodrive digital safe means the company’s internal documents can be archived in a secure space. The data are stored on servers located in France and subject to European data protection laws.
Traceability
All the actions carried out within Oodrive Sign (document distribution, amendments, annotations, signatures, etc.) are recorded and can be checked later. That level of traceability gives the HR teams total control over the entire process.
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