A Case Study - iTandCoffee helping small businesses ...
Wandin Valley Farms is a family-run business that grows and packs premium cherries, operating 3 farms in Victoria and Tasmania and a new state-of-the-art packing facility in Victoria's Yarra Valley.
The business employs around 30 staff year-round (many part-time), and up to 200 seasonal staff for about 3.5 months of the year.
They have recently experienced rapid growth, and recognised the need for some new technology solutions to meet this growth.
Time for new solutions
The business had previously employed a completely manual system for recruiting its seasonal casual workforce of around 150 people.
People seeking employment sent email enquiries about the prospect of work, a PDF application file was sent by return email, manually completed applications were returned via email or snail mail, then paper versions of applications were compared and sorted through to find the successful applicants.
Onboarding of the chosen workforce involved a huge amount of paperwork - packs for each person containing a wad of papers that were signed, returned, and filed in massive binders. The first weeks involve a huge amount of data entry using information provided by applicants on day 1.
The business was keen to utilise technology to improve this recruitment process - without breaking the bank!
There was an outdated network file server at Head Office, with no ability for their other 3 remote locations to access this server. Email and paper were relied on for sending and receiving files, and individuals were having to store vital information locally on PC’s and not in a central location.
The email service that the business was using was over its storage capacity, and a new solution for their business emails was needed urgently.
They had a time clock system that had failed during the previous season, and needed a replacement option that was scaleable, with data able to be accessed immediately from a number of devices and that could interface with their payroll system.
The business website did not reflect the Premium product that this business provides. It was dated, did not have up to date information, and was not easily modified.
And, last but not least (for now!), the business had identified that it needed a Visitor Registration system so that they could keep track of who was on site at any point in time.
Here's what iTandCoffee did for this client.
New website
iTandCoffee provided Wandin Valley Farms with a brand new website, one that provided the flexibility for dynamic changes - including new online forms for gathering queries from potential employees, suppliers, customers and potential business partners.
This has been widely praised as offering a major improvement over the company’s previous, dated website. And it has been so easy to add all sort of content and updates in a timely fashion.
Office 365
Given that the business was using Windows and Microsoft Office apps at all locations, the perfect solution to the file storage and mail issues was to
This has offered massive improvements to the flow of, and access to, information in the business.
Time Clock and Visitor Registration systems
iTandCoffee investigated options for cost effective ‘time clock’ solutions that used a ‘swipe card’ clocking-on device. After trialling several options, a solution was recommended and the purchased clocks set up.
Configuration and instructions for use were provided to the business - who have now been successfully using the news clocks/system for several months. The flow of data from time clock system to the accounting system is so straightforward – especially when compared to manual effort required in previous seasons.
When the need for an automated Visitor Registration system was identified, iTandCoffee again investigated options and, within a few days, provided a system for the business to trial.
This trial system was found to be the right solution - registering visitors and printing name tags, and storing this data ‘in the cloud’ so that it can be accessed from anywhere.
Automation of employee application/onboarding process
This was a biggie!
The process of accepting applications for employees, then selecting and on-boarding employees for the company’s seasonal work normally runs for about 6 weeks, from the start of September.
All of the work below occurred started just before the start of September, and was completed over a 7 week period.
Solutions were able to be provided quickly as requirements were identified - using amazing tools that allow dynamic system development for little or no cost.
Registration via website
iTandCoffee provided a central page on the client’s website, where applicants could see when applications were open and pre-register to be notified that applications had opened.
All those who pre-registered were automatically added to a mailing list, set up by iTandCoffee in a bulk email tool, so that they could be quickly and easily notified.
Sophisticated online forms
An online Application Form (based on their previous ‘paper’ application form) was then developed by iTandCoffee and added to the website.
From here applicants could provide full application details, including a photos of themselves, their Work Visa, and passport (for OS workers).
Bulk email notifications
When applications opened in early September, the bulk emailing tool was used to quickly notify all those who pre-registered, providing a link to the online application form. (Social media was also used to advise of the opening of applications.)
This new online application process resulted in 2-3 times the number of applications compared to the previous season, and was able to gather information not previously gathered - allowing a more informed selection process to occur.
Automatic updating of data between different systems
Every application submitted via the online form was then automatically sent to an Excel spreadsheet that was stored in the client’s Sharepoint (ie in their 'cloud') and therefore accessible on all the office staff computers).
This was done using a fantastic tool that integrates the data from diverse systems and services, one that iTandCoffee uses internally to keep systems 'aligned'
An amazing tool for quickly developing Apps
iTandCoffee developed an application (called the Casual Applicants App) to sit 'in front of' that applicants spreadsheet, allowing the applicants to be easily sorted, reviewed and categorised. Photos were easily viewed within this system – something not possible in Excel.
The provision of this app meant that the staff involved in this review did not need Excel skills to undertake the task. It also meant that printing of applications was not required, since all information could easily be viewed in different ways.
Not only does that app work on a computer - it also provides a mobile version that can be used on any tablet or smartphone. Even better, calling, texting or emailing an applicant from the app involves simply tapping a phone or text symbol on any screen!
Developing Apps ‘on the fly’ is made easy
The Casual Applicants app was extended to include a view that summarised the categories/priorities allocated to potential employees, allowing staff to easily see how many people had been allocated to each category/priority.
Other fields required to categorise applicants were added dynamically and easily - often within minutes.
Automation of previously manual processes
Those applicants who were given the top priority were then notified (iTandCoffee did this via the bulk emailing too) that they were successful, and were given a link to a new online form.
The Casual Employment Details form, which had been created by iTandCoffee and added to the website, was based on and replaced the paper version of the same form used in previous seasons. This form was normally given in paper form to the employee on day 1 of employment.
Online induction and Quiz
Not only did this online form gather all the remaining details required to ‘onboard’ the successful applicant (eg bank account, super and TFN details) in advance of the season, but it also showed the new employee an induction video and information sheets, and included quiz questions about this video.
The aim of this quiz was to identify whether applicants had watched the video and clearly understood key induction information, and to identify where further training would be required when they commenced. It was also aimed at ‘short-cutting’ the induction process that would normally apply on day 1.
Separate online forms magically combined into a single spreadsheet
Each online form completed by the successful applicants was again automatically sent to the central ‘applicants’ spreadsheet.
The new data added to the spreadsheet was linked to the originally provided data using an Applicant number which was provided in all email communications with the applicant. (This Applicant Number was then also used in the Payroll system as the Payroll Number, thereby tying all the information together.)
The Casual Applicants App was extended by iTandCoffee to include a new view that allowed the review of the ‘casual employment details’, so that staff could easily see who had replied to their offer of employment and to view the provided details - including fully checking the visa details uploaded by the applicant.
The provided data was then used by staff to update the payroll and other systems. (We will look at automating the uploads to these systems for next year.)
This gave office staff a huge head-start on the season - avoiding the load of entering all this data for a large number of people in the first weeks of the packing season.
Communications - and records of communications - made easy
Once a start date for the packing season was known, those staff who had completed the Casual Employment Details form needed to be notified of the start date and provided with their job description - which needed to be signed and returned.
However, different dates would apply for the first and subsequent groups of applicants - so iTandCoffee added the capability to specify each applicant’s ‘group’ in the Casual Applicants App. Group 1 would start on day 1, group 2 at a later date, etc.
Another ‘view’ was added to the app, so that staff could see how many people they had put into each group.
Seeing that there would be the need for easy emailing of selected applicants, iTandCoffee then quickly extended the Casual Applicants App to including the capability to send standard emails to people directly from the app - making this process much quicker than if emails needed to be created manually.
This gave the business the choice of the 'bulk emailing' service that has been set up, or just using the app’s built-in emailing feature, for quickly contacting a range of people.
The app was then extended to shows the list of emails sent to any given applicant, including what was sent and when.
Automation of paper checklists
A final addition to the Casual Applicants App was a new ‘view’ and some additional data fields to allow staff to use an iPad (or computer) to view
• List of casuals by group
• What forms had/hadn’t been returned
• Whether they got any induction questions wrong
• Whether their data had been entered into the various system
This provided a quick visual check of anything outstanding for each person.
After the start of the season, the ‘Onboarding Checklist’ then allowed office staff to record whether the casual passed induction (determined after seeing them ‘on the job’ for a couple of days) and, if they failed, whether they passed a subsequent induction.
For anyone terminated or who left, details could also be recorded.
And more
iTandCoffee also helped with installation of Wi-Fi access points to various locations in their large operation, to provide newly set up iPads with internet access throughout the facility.
Another app, one that allows customer queries about availability of stock to be recorded, was developed. It provides a way that customers can be easily contacted when stock is available. This app runs on tablets and smartphones, as well as on the computer, and took only a few hours to create.
An app for recording quality control information about batches of cherries was also developed. This only took 2 days to develop, from the time of meeting with the business, to it being used during the packing process.
Training was provided to staff on Office 365, OneDrive and Sharepoint. A presentation about 'Online Safety' was also given to all staff.
And there has been lots of day-to-day support, over the phone and by email, during this process.
Generally, only 1 day per week was spent at the client’s premises.
So, we achieved a lot for this client in a short amount of time - something that iTandCoffee is are very proud of.
We can help you too!
We hope that the above gives you an idea of ‘possibilities’ in your own business.
iTandCoffee would love to help you make those possibilities into realities that deliver huge benefits to your business.
Call iTandCoffee on 1300 885 420 or email us at [email protected]. Or you can request and appointment online - click here.
The business employs around 30 staff year-round (many part-time), and up to 200 seasonal staff for about 3.5 months of the year.
They have recently experienced rapid growth, and recognised the need for some new technology solutions to meet this growth.
Time for new solutions
The business had previously employed a completely manual system for recruiting its seasonal casual workforce of around 150 people.
People seeking employment sent email enquiries about the prospect of work, a PDF application file was sent by return email, manually completed applications were returned via email or snail mail, then paper versions of applications were compared and sorted through to find the successful applicants.
Onboarding of the chosen workforce involved a huge amount of paperwork - packs for each person containing a wad of papers that were signed, returned, and filed in massive binders. The first weeks involve a huge amount of data entry using information provided by applicants on day 1.
The business was keen to utilise technology to improve this recruitment process - without breaking the bank!
There was an outdated network file server at Head Office, with no ability for their other 3 remote locations to access this server. Email and paper were relied on for sending and receiving files, and individuals were having to store vital information locally on PC’s and not in a central location.
The email service that the business was using was over its storage capacity, and a new solution for their business emails was needed urgently.
They had a time clock system that had failed during the previous season, and needed a replacement option that was scaleable, with data able to be accessed immediately from a number of devices and that could interface with their payroll system.
The business website did not reflect the Premium product that this business provides. It was dated, did not have up to date information, and was not easily modified.
And, last but not least (for now!), the business had identified that it needed a Visitor Registration system so that they could keep track of who was on site at any point in time.
Here's what iTandCoffee did for this client.
New website
iTandCoffee provided Wandin Valley Farms with a brand new website, one that provided the flexibility for dynamic changes - including new online forms for gathering queries from potential employees, suppliers, customers and potential business partners.
This has been widely praised as offering a major improvement over the company’s previous, dated website. And it has been so easy to add all sort of content and updates in a timely fashion.
Office 365
Given that the business was using Windows and Microsoft Office apps at all locations, the perfect solution to the file storage and mail issues was to
- migrate the business to Office 365/Exchange for their email (involving migration and setup of about 20 user mailboxes and a range of shared mailboxes)
- use OneDrive/Sharepoint to provide the business with ‘cloud-based’ storage for all their business files and
- set up the various ‘groups’ and Sharepoint sites required to control access to company files and information.
This has offered massive improvements to the flow of, and access to, information in the business.
Time Clock and Visitor Registration systems
iTandCoffee investigated options for cost effective ‘time clock’ solutions that used a ‘swipe card’ clocking-on device. After trialling several options, a solution was recommended and the purchased clocks set up.
Configuration and instructions for use were provided to the business - who have now been successfully using the news clocks/system for several months. The flow of data from time clock system to the accounting system is so straightforward – especially when compared to manual effort required in previous seasons.
When the need for an automated Visitor Registration system was identified, iTandCoffee again investigated options and, within a few days, provided a system for the business to trial.
This trial system was found to be the right solution - registering visitors and printing name tags, and storing this data ‘in the cloud’ so that it can be accessed from anywhere.
Automation of employee application/onboarding process
This was a biggie!
The process of accepting applications for employees, then selecting and on-boarding employees for the company’s seasonal work normally runs for about 6 weeks, from the start of September.
All of the work below occurred started just before the start of September, and was completed over a 7 week period.
Solutions were able to be provided quickly as requirements were identified - using amazing tools that allow dynamic system development for little or no cost.
Registration via website
iTandCoffee provided a central page on the client’s website, where applicants could see when applications were open and pre-register to be notified that applications had opened.
All those who pre-registered were automatically added to a mailing list, set up by iTandCoffee in a bulk email tool, so that they could be quickly and easily notified.
Sophisticated online forms
An online Application Form (based on their previous ‘paper’ application form) was then developed by iTandCoffee and added to the website.
From here applicants could provide full application details, including a photos of themselves, their Work Visa, and passport (for OS workers).
Bulk email notifications
When applications opened in early September, the bulk emailing tool was used to quickly notify all those who pre-registered, providing a link to the online application form. (Social media was also used to advise of the opening of applications.)
This new online application process resulted in 2-3 times the number of applications compared to the previous season, and was able to gather information not previously gathered - allowing a more informed selection process to occur.
Automatic updating of data between different systems
Every application submitted via the online form was then automatically sent to an Excel spreadsheet that was stored in the client’s Sharepoint (ie in their 'cloud') and therefore accessible on all the office staff computers).
This was done using a fantastic tool that integrates the data from diverse systems and services, one that iTandCoffee uses internally to keep systems 'aligned'
An amazing tool for quickly developing Apps
iTandCoffee developed an application (called the Casual Applicants App) to sit 'in front of' that applicants spreadsheet, allowing the applicants to be easily sorted, reviewed and categorised. Photos were easily viewed within this system – something not possible in Excel.
The provision of this app meant that the staff involved in this review did not need Excel skills to undertake the task. It also meant that printing of applications was not required, since all information could easily be viewed in different ways.
Not only does that app work on a computer - it also provides a mobile version that can be used on any tablet or smartphone. Even better, calling, texting or emailing an applicant from the app involves simply tapping a phone or text symbol on any screen!
Developing Apps ‘on the fly’ is made easy
The Casual Applicants app was extended to include a view that summarised the categories/priorities allocated to potential employees, allowing staff to easily see how many people had been allocated to each category/priority.
Other fields required to categorise applicants were added dynamically and easily - often within minutes.
Automation of previously manual processes
Those applicants who were given the top priority were then notified (iTandCoffee did this via the bulk emailing too) that they were successful, and were given a link to a new online form.
The Casual Employment Details form, which had been created by iTandCoffee and added to the website, was based on and replaced the paper version of the same form used in previous seasons. This form was normally given in paper form to the employee on day 1 of employment.
Online induction and Quiz
Not only did this online form gather all the remaining details required to ‘onboard’ the successful applicant (eg bank account, super and TFN details) in advance of the season, but it also showed the new employee an induction video and information sheets, and included quiz questions about this video.
The aim of this quiz was to identify whether applicants had watched the video and clearly understood key induction information, and to identify where further training would be required when they commenced. It was also aimed at ‘short-cutting’ the induction process that would normally apply on day 1.
Separate online forms magically combined into a single spreadsheet
Each online form completed by the successful applicants was again automatically sent to the central ‘applicants’ spreadsheet.
The new data added to the spreadsheet was linked to the originally provided data using an Applicant number which was provided in all email communications with the applicant. (This Applicant Number was then also used in the Payroll system as the Payroll Number, thereby tying all the information together.)
The Casual Applicants App was extended by iTandCoffee to include a new view that allowed the review of the ‘casual employment details’, so that staff could easily see who had replied to their offer of employment and to view the provided details - including fully checking the visa details uploaded by the applicant.
The provided data was then used by staff to update the payroll and other systems. (We will look at automating the uploads to these systems for next year.)
This gave office staff a huge head-start on the season - avoiding the load of entering all this data for a large number of people in the first weeks of the packing season.
Communications - and records of communications - made easy
Once a start date for the packing season was known, those staff who had completed the Casual Employment Details form needed to be notified of the start date and provided with their job description - which needed to be signed and returned.
However, different dates would apply for the first and subsequent groups of applicants - so iTandCoffee added the capability to specify each applicant’s ‘group’ in the Casual Applicants App. Group 1 would start on day 1, group 2 at a later date, etc.
Another ‘view’ was added to the app, so that staff could see how many people they had put into each group.
Seeing that there would be the need for easy emailing of selected applicants, iTandCoffee then quickly extended the Casual Applicants App to including the capability to send standard emails to people directly from the app - making this process much quicker than if emails needed to be created manually.
This gave the business the choice of the 'bulk emailing' service that has been set up, or just using the app’s built-in emailing feature, for quickly contacting a range of people.
The app was then extended to shows the list of emails sent to any given applicant, including what was sent and when.
Automation of paper checklists
A final addition to the Casual Applicants App was a new ‘view’ and some additional data fields to allow staff to use an iPad (or computer) to view
• List of casuals by group
• What forms had/hadn’t been returned
• Whether they got any induction questions wrong
• Whether their data had been entered into the various system
This provided a quick visual check of anything outstanding for each person.
After the start of the season, the ‘Onboarding Checklist’ then allowed office staff to record whether the casual passed induction (determined after seeing them ‘on the job’ for a couple of days) and, if they failed, whether they passed a subsequent induction.
For anyone terminated or who left, details could also be recorded.
And more
iTandCoffee also helped with installation of Wi-Fi access points to various locations in their large operation, to provide newly set up iPads with internet access throughout the facility.
Another app, one that allows customer queries about availability of stock to be recorded, was developed. It provides a way that customers can be easily contacted when stock is available. This app runs on tablets and smartphones, as well as on the computer, and took only a few hours to create.
An app for recording quality control information about batches of cherries was also developed. This only took 2 days to develop, from the time of meeting with the business, to it being used during the packing process.
Training was provided to staff on Office 365, OneDrive and Sharepoint. A presentation about 'Online Safety' was also given to all staff.
And there has been lots of day-to-day support, over the phone and by email, during this process.
Generally, only 1 day per week was spent at the client’s premises.
So, we achieved a lot for this client in a short amount of time - something that iTandCoffee is are very proud of.
We can help you too!
We hope that the above gives you an idea of ‘possibilities’ in your own business.
iTandCoffee would love to help you make those possibilities into realities that deliver huge benefits to your business.
Call iTandCoffee on 1300 885 420 or email us at [email protected]. Or you can request and appointment online - click here.
27 Sycamore St, Camberwell, Victoria Australia
(also located in Daylesford)
(also located in Daylesford)
Call +61 444 532 161 or 1300 885 420
to book an appointment or class, or to enquire about our services and products
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