A single app and three clicks is all it takes!

Wellbeing in the workplace – A key ingredient for success

When you speak to Hemsö’s HR and Payroll Administrator, Belsam Djehiche, it’s clear that creating environments where people thrive and have flexibility isn’t something just reserved for clients.

When talking about the company’s staff, wellbeing, clarity and simplicity are also important for making sure that everyone thrives and the company does well. The same applied when it came time to introduce electronic driver’s logs for all company cars. And the focus was on simplicity for both drivers and administrators.

" We are delighted that the system we chose is essentially self-explanatory. "

– Belsam Djehiche, HR and Payroll Administrator, Hemsö

We saw for ourselves just how easy it really was

How did the idea to connect up your company cars first arise?

“It all started when we changed our company vehicle policy and switched from Volvo to the Volkswagen Passat. Changing from one make of vehicle to another meant we also lost our access Volvo on-call, so we had to make a new choice regarding how we were going to manage all our driver’s logs for our company cars in the best way possible. And we absolutely needed digital tools to do that.”

How did you go about selecting suppliers?
“Before selecting a supplier, we took great care to look at all the options available on the market. We spoke to several stakeholders with similar services and functions. But we felt that other systems weren’t quite as flexible or as easy to work with.

“So, we went for the Infobric Fleet solution since we both felt and saw that everything really was simple. That’s what was most important to us since don’t want or have the capabilities to provide daily support to all our users,” says Belsam. “With Infobric’s solution, we also didn’t feel like we were stuck with just a few standard functions. We also have the option of adding or removing different services whenever we feel there’s a need.”

Anders Winter, Account Manager for Infobric Fleet, adds,

“We don’t want to just throw our offer at any old customer. Instead, we always listen to them. We always try to make it easy for the customer to make a decision. What I think is even more positive is that we are so flexible and don’t tie customers down for specific periods of time because who knows what can happen over time.”

An end to nagging at Hemsö

Were there any issues you had before that you wanted to improve on?

“Before we started working with electronic driver’s logs, our staff would send analog driver’s journals to Payroll in Excel format. There was very little in the way of standard processes,” says Belsam. “The reports would come in however people liked. Which in turn meant that we couldn’t close out the month as we wanted to, but that’s all in the past now. Now, it’s super easy for our staff – one app, three clicks and the month is done.”

What are staff saying, how are they finding this digitization?

“We were very clear that we don’t want to monitor our staff. We see no use in that whatsoever. Our decision to introduce electronic driver’s logs was purely about streamlining and making everyday life easier for both staff and management. Before we launched, we had a test group of staff who got to be involved in evaluating which of the suppliers we should choose. Now, our receptionists are providing internal support to drivers to make it easy for them to get started. We in management, meanwhile, don’t have to worry about anything, and then there’s Infobric’s customer service team who are always available.

" We are grateful that Infobric Fleet were really on the ball and that they made sure that integration with our Flex payroll system went as smoothly as it did. "

– Belsam Djehiche, HR and Payroll Administrator, Hemsö

The aim: A sustainable vehicle fleet

Which processes were simplified in particular?

Reporting travel with the driver’s logs and the congestion tax. Today, everything’s managed fully automatically, and we don’t have to go over some 50 files. Instead, we approve one list per month for everybody’s travel. Now that we’ve completed integration with our payroll system and the right payroll codes, we’re saving so much time on admin.

Is there anything else you want to develop, to make even better?

We want to streamline the use of our vehicles. We know that there is data in the system, but we need to be better at picking out reports and analyzing our usage. So, the next stage for our fully integrated vehicle fleet is to look at the environment and sustainability.

We know that the system records all our vehicles and also carbon emissions. We are going to start monitoring this to see how we can adapt the use of our vehicles, and how we can offset our carbon in a smart way. This is something that is fully a part of our values here at Hemsö Fastigheter.

We are about to finish the interview, when we get a spontaneous comment:
“It’s really great having such a simple system,” concludes Belsam.

About Hemsö

Hemsö is Sweden’s leading owner of properties for public use, managing and developing properties for retirement homes, education, healthcare and the legal system. They have properties in Sweden, Finland and Germany. Hemsö’s job is to create facilities suitable for providing healthcare, education, elder care and legal services. Hemsö aims to offer flexibility and to create environments where people thrive. By understanding and accommodating our tenants’ needs, we create mutual trust that forms the basis for good and long-term customer relationships.