Case Study: Royal Holloway, University of London

Although we started using OurPeople to bring communications in line with GDPR regulations, we soon realised its potential to solve staff cover problems quickly and efficiently.

Adam Nicholson - Sport Operations Manager

About the organisation

Organisation type: University

Student numbers: 10,000

Turnover: £175m+

The Problem

The Active Lifestyle & Sport Department at Royal Holloway became the first university department ever to adopt the OurPeople App in August 2018. Previously, it used a Facebook group for staff communications, supplemented by messaging platform WhatsApp.

However, conscious of the need for GDPR compliance and for a secure way to reach staff in real-time, the department was looking for a new communications tool.

Adam Nicholson, Sport Operations Manager at Royal Holloway, says: “Our primary goal was to find a means of communicating with staff without jeopardising the security of their personal details. We researched a number of options and found OurPeople ticked that crucial box.”

More than just privacy

After using the App for a few weeks, the department discovered tightening privacy was just one of many benefits. The most transformative was the way in which it streamlined the distribution of staff rotas and the recruitment of staff cover.

Adam says: “Although we started using OurPeople to bring communications in line with GDPR regulations, we soon realised its potential to solve staff cover problems quickly and efficiently. The App makes it simple to send a broadcast to all qualified teachers. It’s then easy for available staff to review the details and put themselves forward.

“The App has also become invaluable for making staff rotas accessible. In addition, we use it to store operational documents securely and to send updates to our team. Security is assured, as tags can be applied to every document uploaded, so that only relevant staff can view them.”

Enhanced staff learning

Twenty-five staff within the Active Lifestyle & Sport Department at Royal Holloway were the first to use the App and it has now been rolled out to a total of fifty.

The department plans to explore other features soon. Adam explains: “We are excited to use OurPeople’s ‘Learn’ feature for onboarding of new staff. We can provide training tools and resources like video through the App. New employees can progress through these modules, monitored by managers, at their own pace. We believe it will be a really great way to give our new recruits the support they need.”

Adam continues: “We have been very pleased with the way the App has secured and modernised our communications, and are recommending other departments within the university switch to OurPeople to experience the same benefits.”

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