How to Hire and Manage a Distributed Team – a Proven Strategy
Companies expand into other regions for various reasons: to diversify markets, optimize production pipelines and costs, and many more. The company in this case study (under NDA) sought to gain expertise in the European region.In this case study, we show what challenges may occur when companies hire remote teams across several countries. And we showcase an actionable strategy and international workforce management solutions to manage distributed teams effectively.
Challenge:
A US-based CRM software leader sought to expand its IT team in Europe. The challenge was finding top developers and managing complex international teams across multiple countries.
The Client wanted to hire top developers and build a stable remote team across many countries that would align with the main company’s values and quality standards. They needed a single point of contact for hiring, managing, and paying developers in different countries across Europe.
Solution:
Juggl provided a full suite of HR services, from team recruitment to payroll. In the hiring phase, a team of recruiters and HRs provided fully outsourced recruitment services. In the setup phase, the Juggl team helped create and support infrastructure, negotiate and sign contracts, and organize salary payments.
Part of the services includes the Juggl international workforce management system, which combines payroll automation, employee self-service, and a productivity tracking system.
Challenge description
The Company, listed on NASDAQ and the Forbes Global 2000 lists, is an industry leader in CRM software, serving SMEs and large organizations worldwide to streamline their daily operations.
The company was looking to hire full-time employees in the European region. It preferred full-time employment over freelancers to ensure high motivation and protection of intellectual property for the developed products.
In the meantime, the company wanted to streamline payment procedures to pay the foreign team through a single point of contact that would be able to provide contextual answers when needed at a fast speed.
Taking into account that each location had its own laws, and the process of hiring and terminating was complex, the company was looking for full-cycle recruiting and HR services. As a large organization, the Client had unique corporate requirements. The company needed a flexible team that would handle the entire process, from recruiting staff to managing payroll and additional company assets, required for the foreign team to perform duties.
This is the remote workforce management solution Juggl staged for the Client
Issue
- The Client needed to hire top developers fast across multiple countries to create a remote team that would comply with the company’s and each location’s standards.
- The Client wanted to maintain correctly managed payrolls for each employee in different countries. The hiring terms had to comply with the taxation and labor laws in each location.
- The Client needed to set up secure and properly supported infrastructure, including the delivery of hardware from the Client’s headquarters.
- The client wanted to maintain high standards, fostering a sense of integration and satisfaction among employees. The company highlighted responsibility, independent thinking, and initiativeness as core values.
Solution
- Juggl provided comprehensive full-cycle HR support, including talent acquisition, payroll, benefits, and HR administration.
- The Juggl international workforce management software was introduced. The system automatically calculates personal working hours according to the agreed rates, calculates taxes, tracks sick leaves, bonuses, etc
- Juggl ensured secure internal communication for the international team by providing corporate emails, secure workflow systems, and data storage on AWS servers.
- To maintain a good employee culture, Juggl helped strategize on talent recruiting and developed a well-being program, including insurance, healthcare, work-related education and training, and visa support.
Results in numbers
How the recruitment phase was implemented
The Juggl team provided full-cycle recruiting services, from gathering a team of developers with relevant experience and cultural fit to onboarding.
Juggl assisted in building work infrastructure and delivering specific hardware to employees and ensured the secure return of equipment upon termination.
Client managers monitored and adjusted payroll based on monthly records provided by Juggl. Tracking requests for perks and bonuses are also implemented through Juggl’s international workforce management software.
The outcomes beat expectations:
- The roles for senior and middle developers were filled in approximately 30 days.
- The Juggl team exceeded the hiring industry benchmarks, outperforming the average market time of 5-7 weeks.
- The pursued hiring model enabled high retention rates, with an average employment duration of 3 years.
- With more than five years of cooperation as of now, the Client is not only satisfied with the international team but also hires more talents.
Success features inside the international workforce management software
Juggl supports the seamless flow of documents between HR specialists, financial analysts, and accountants in the full cycle from onboarding a new employee to forming a payroll:
First-hand experience:
— Alexandra Hilmanovich
How Juggl’s international workforce management software can optimize your business flow
Smooth payroll calculation
Streamlined invoicing
Easier worker data update
Seamless management
Better resource planning
Enhanced transparency
Frequently Asked Questions
1. What is international workforce management?
It is a set of guidelines and principles that create a structured approach to managing workers around the globe. It helps align workforce practices with a company’s business goals while meeting local conditions and compliance laws. Streamlined workforce management practices allow businesses to tap into the global pool of talents and ensure a sustainable business growth.
2. What WFM solutions do you provide for managing the international workforce?
The Juggl platform works as a single point of contact between HR, accounting, and financial departments, allowing them to implement smooth and fast operations, from hiring employees to forming payroll. The international WFM solution includes features such as payroll calculations, tracking timesheets, scheduling workforce (planned to release soon), storing contracts and employee information, maintaining organizational structure, the employee self-service portal, and much more.
3. Is WFM part of HR software?
Juggl’s workforce management software can work as a standalone solution or as part of a broader human resource information system (HRIS). It can be integrated with other financial and HR platforms, serving as a centralized storage for payroll, workforce, and contract data.
4. Who uses international WFM software?
Our international WFM solution is cut to fit the needs of small and midsize companies wishing to streamline their workforce operations. It will be particularly beneficial for companies with flexible and varied workforce management systems, such as shift-based or hourly workers, outsourced or geographically distributed teams. For expanding businesses, outsourcing or outstaffing their services, such solutions are a must have that simplifies and speeds up workforce management processes.
5. What are the benefits of the international WFM software?
The international workforce management software allows companies to automate repetitive processes like payroll calculations and invoicing. It allows tracking correctly work hours and overtime, preventing errors from calculating each employee’s timesheet information. The WFM solution unifies all employee-related data, such as timesheets, time-off calendar, contract terms and policies in one place, which enhances access to information and increases transparency.
Altogether, faster data retrieval and correct processing frees up international teams from routine tasks, allowing companies to focus more complex tasks, such as on higher-level, strategic analysis.
6. How can I see the WFM solutions you offer?
We provide a free personal demo. You can file your request through the contact form, and we’ll get back to you in 24 to 48 hours with a convenient time for your call.
A workforce management solution able to address your unique business needs
