Based in Esher, Surrey, The Oakwood is a ‘community clubhouse’ offering adventure sports, fitness, wellness, skiing, parties and events. Formerly known as Sandown Sports, it was acquired in 2023 by Louise and Bill Saville. It employs 99 staff across its gym, skywalk, ski, party, holiday clubs, bar and clubhouse.
The challenge
When the business was acquired, the new owners discovered that all staff had varying contracts ranging from zero hours to fixed. In addition, rotas were managed through multiple Excel spreadsheets and WhatsApp groups. All files and contracts were stored on Dropbox and not easily accessible to staff or management.
Working with Bespoke HR, the team quickly identified the need for a more efficient rota management system and to be able to access documentation easily. The new owners needed access to information in one place to make informed decisions and continue to grow the business.
The solution
Nicky Mori, Managing Consultant at Bespoke HR worked with the team to conduct an HR audit. This identified where the gaps were in the existing HR set-up and where efficiencies could be made. She audited all the processes and systems which led her to recommend the Planday HR system, renowned for efficient rota scheduling and cost-effective for smaller businesses. Nicky then worked to implement and onboard the system, including training the team on its use.
The Planday system at The Oakwood includes:
- Holiday booking systems.
- Rota management.
- Staff communication channels.
- Absence management
- All staff contracts and paperwork.
Outcomes
Planday is accessed via an app so the team and staff can now communicate with each other without relying on multiple WhatsApp messages. Rotas are no longer confusing, and the process has been sped up due to the efficient scheduling tools in the HR system. Contracts are aligned, which has made it easier to process payroll avoiding potential pay errors or miscalculations.
One of the main advantages of outsourcing our HR, as opposed to hiring an HR Manager, is that we’ve benefitted from the expertise of multiple consultants.
I found the support from Bespoke HR invaluable at the time, as I didn’t have an HR team around me and had to build up the function from scratch. … For anyone seeking a professional HR service, I highly recommend them
We are a small team and Bespoke HR has supported us by reviewing our documentation and helped with recruitment as we grow our team. Everyone we have worked with is professional, enthusiastic and helpful. Highly recommended.
I have always been really impressed with every single member of Bespoke HR I have dealt with. They are kind, helpful and always go above and beyond.
We cannot recommend Alison and Bespoke HR highly enough. … Having them as a trusted HR partner has made a real difference to how we manage our team.
Whether it’s managing our full HR function or providing ad-hoc advice, their guidance is always clear, practical and effective. … They take the time to truly understand your business, and their solutions feel tailored rather than “off-the-shelf.”
If you would like help with implementing an HR system, get in touch with the team.
