Client
Owl Insight HR, specialist Human Resources Consulting firm, Canada
Challenge
- Compliance Risk: Static documents caused version control issues and missed legislative updates.
- CEO Bottlenecks: Routine administrative approvals distracted the CEO from strategic work.
- Manual Overload: HR wasted excessive time manually “chasing” staff for policy sign-offs.
Results
- Reclaimed Executive Time: Automated delegation freed the CEO from routine administrative bottlenecks.
- Eliminated Manual “Chasing”: Replaced manual follow-ups with automated policy sign-off requests.
- Ensured Perpetual Compliance: Automated notifications prevent missed legislative updates and compliance gaps.
- Empowered Staff Self-Service: Enabled staff to instantly access live, up-to-date information without relying on HR.
- Streamlined Operations: Transformed static documents into interactive checklists for consistent execution and record-keeping.
The Challenge: The “Static Document” Trap
Before implementing a digital operating system, Owl Insight HR relied on static Word documents stored on shared drives. This “ad hoc” approach created significant operational friction for both the leadership and the consulting team.
- CEO Distraction & Bottlenecks: CEO Lisa Isaac was constantly bombarded with routine operational requests — such as time-off approvals and professional development sign-offs — distracting her from high-level strategic work.
- Policy Sign-Off Overload: The team spent excessive time chasing staff to confirm they had read updated policies. This constant “nagging” caused staff to avoid the HR team, negatively impacting engagement on other initiatives.
- Compliance & Version Control Risks: HR Consultant Ellen Brown noted that maintaining version control was “near impossible.” This led to duplicated or lost documents and a high risk of “dropping the ball” on legislative updates, leaving the business vulnerable to non-compliance.
- Staff Confusion: Without a single source of truth, employees were often unsure of behavioral expectations, leading to inconsistent processes.
“The resistance often stemmed from the process having just too many steps for staff to keep track of, leading to internal friction and inefficiency.”
— Lisa Isaac, CEO
The Solution: A Living, Interactive Digital Platform
Owl Insight HR transitioned from static files to Way We Do, creating a centralized, interactive digital handbook. The solution offered more than just storage; it provided an active operating system for the business.
Centralized “Source of Truth”
All policies and procedures were moved to a single digital location. This eliminated version control issues, ensuring that the information available to staff is always the current, approved version.
Delegated Authority & Automated Workflows
Specific roles were assigned within the platform to handle approvals. Routine requests (like leave or training) are now automatically routed to the correct manager, bypassing the CEO unless necessary.
Activated Checklists
Standard Operating Procedures (SOPs) were transformed into interactive checklists. This was particularly effective for recurring tasks like Health & Safety Inspections, allowing staff to upload photos and notes in real-time.
Automated Compliance Tracking
The platform manages the “chasing.” Automated reminders notify staff of policy reviews or required sign-offs, and the system tracks acceptance automatically.
The Results: Efficiency, Empowerment, and Peace of Mind
The implementation delivered immediate ROI by returning valuable time to the executive team and reducing the administrative burden on consultants.
- Time Management: Automated reviews and sign-offs eliminate the need to “chase” staff.
- CEO Efficiency: Delegated authority ensures only high-level approvals reach the CEO.
- Risk & Compliance: Automated notifications ensure perpetual compliance with legislative schedules.
- Staff Culture & Empowerment: Staff go “right to Way We Do” to answer their own questions.
Feature Spotlight: Health & Safety Inspections
The shift of monthly workplace safety inspections to an Activated Checklist exemplifies the Way We Do platform’s power:
- Engagement: Team members are automatically assigned inspections where they can take photos and tell the “full story.”
- Automation: Upon completion, the Safety Representative is notified immediately.
- Audit Trail: The completed checklist is automatically saved as a PDF record, effortlessly ensuring compliance.
For Owl Insight HR, Way We Do has done more than organize documents; it has clarified roles, reduced stress, and automated critical compliance functions. Both leadership and staff now operate with confidence, knowing their processes are consistent, compliant, and efficient.
“Way We Do streamlines the time and energy that goes into maintaining policies… and it makes a process that was once daunting and exhausting easier, smoother, and more consistent.”
— Ellen Brown, HR Consultant
“I can tell you I would never manage a policy in Word ever again. The return on investment is the time that I get back.”
— Lisa Isaac, CEO
