Case study

SmartPatient x Bee Talents

51-100

company size

10 miesięcy

project duration

21

hires made

16%

lower costs

SmartPatient Case Study: How to build 3 teams, from scratch, in less than a year.

SmartPatient is an international team behind MyTherapy – an app that helps patients all over the world monitor their health.

Founded by three med-tech enthusiasts, SmartPatient currently has over 100 employees working from their offices in Munich (Business Development) and Warsaw or remotely from Poland (Product Development).

The Challenge

SmartPatient was founded in 2012 in Munich, Germany. They have quickly decided to grow their tech hub in Poland, expanding to Warsaw as their second location.

Initially trying their own luck in recruitment, they soon decided to hand the key recruitment processes over to IT Recruitment Agencies – and Bee Talents was their choice.

Our early cooperation was based on traditional outsourcing agreements built in the Retainer Fee/Success Fee (RF/SF) model. However, the faster their product was being developed, the bigger their recruitment needs were growing.

The initial goal has shifted – they now needed to build 2-3 more teams as fast as they can, which meant hiring over 15 people as soon as possible. With such rapid growth, someone needed to take care of the recruitment process, employer branding, and even the onboarding process. That is why the founders of SmartPatients opted for the Recruitment Process Outsourcing (RPO) model with Marta Lachowicz as the dedicated consultant.

These were our priorities:

  1. Conducting quick and effective recruitment in line with the company’s core values;
  2. Promoting the brand within the Warsaw IT community;
  3. Auditing and identifying improvements for recruitment and onboarding processes;
  4. Implementing an ATS;
  5. Conducting internal trainings and creating a knowledge base, including topics such as proper ways to deliver feedback to the candidates or even team members.

The Solution

In Q4 of 2019 when the RPO cooperation began, SmartPatient was mainly looking forward to building their team onsite (in Warsaw). With Marta being able to meet the team and learn about internal processes, work culture, and values that SmartPatient lives by, the RPO model has shown some strong upsides:

  • At any given time, SmartPatient could use Marta’s knowledge and expertise regarding building and improving recruitment and candidate selection processes;
  • It provided additional time that could be used for researching tools that would support those processes – implementing an internal ATS was the first goal;
  • The access to LinkedIn RPS and an additional ATS that Bee Talents guaranteed allowed for one person to supervise multiple recruitment channels within the same process;
  • Being a full-fledged member of client’s HR Team, Marta was more impactful when designing the recruitment strategy;
  • Thanks to the strong foundations and trust built at the beginning of our cooperation as well as constant evaluating and consulting on SmartPatient’s needs, implementing any changes was always met with enthusiasm and client’s engagement.

RPO has shown that recruitment is not only about reaching out and hiring the candidates, but also about the internal HR processes and EB activities. As an HR Consultant, Marta ensured that the client’s brand is recognised within the Warsaw IT community.

When recruiting, we decided to focus both on inbound (SmartPatient’s career website, Bee Talents’ website, job ads and Google Ads campaign) and active sourcing – reaching the passive candidates through either Google Ads or LinkedIn Recruitment Professional Services.

21

this is how many people we have hired over 10 months of cooperation.

16%

this is how cheaper the RPO model was compared to the Success Fee.

With so many new people on board, we needed to introduce changes in our initial plan and take a closer look at the existing HR processes. We started with an audit of the onboarding process, after which we swiftly implemented identified improvements.

We then conducted an in-depth analysis of the feedback culture and standards. As a result, we created a Guide Book and organised trainings with a Q&A session regarding feedback. Marta took the mantle as a Project Owner for a group comprising client’s HR team.

  • Analysing needs
  • Consulting solutions
  • Establishing the process
  • Guide Book
  • Internal trainings with the Q&A session
  • Individual consultations.

The Result

  1. Through shared effort, we have fulfilled all the recruitment needs, even surpassing the initial hiring plan and hiring the total of 21 people – a Scrum Master, Release Test Lead, Testers, SysOps Engineer, User Support Manager, iOS Developers, Android Developers, Python Developers – which allowed us to build 3 complete product teams and opened the path to building new ones.
  2. We have updated the onboarding process, introducing Buddies and the Guide Book.
  3. We improved the recruitment process through implementing an ATS and reviewing the process stages.
  4. We have audited the feedback culture within the organisation and established the new standard for its delivery.
  5. We have supported SmartPatient in planning and organising Employer Branding events through collaborating with meetups, recruitment marketing, or a newsletter of technical blog posts that supported SmartPatient programmers in building their personal brand.

SmartPatient went with the model that made best use of both Marta’s extensive experience and advanced sourcing tools provided by Bee Talents. Marta made sure to share her knowledge by closely working with the business side as well as the client’s HR department.

The set monthly fee allowed Marta to focus 100% of her time on helping SmartPatient, which resulted in highly effective recruitment and HR activities.

The key factor was also SmartPatient’s willingness to onboard Marta as if she was a member of their internal team.

Moreover, with such a high volume of hirings, RPO turned out to be a more cost- effective option than the traditional Retainer fee / Success fee model.

Our cooperation with SmartPatient continues till this day, allowing us to quickly react to the constantly shifting growth dynamic of SmartPatient’s team, who accomplishes subsequent business objectives. Since March of 2021, Ewa Miształ joined Marta as the second RPO recruiter there.

Julian Weddige

Founder and Managing Director w SmartPatient

It was a pleasure to work with Marta – our dedicated RPO consultant. Her excellent communication and peoples skills helped us grow our Development, User Support and QA teams, and on top of that, she helped us find a great Scrum Master. The RPO cooperation with Bee Talents worked for us perfectly, having a great impact on scaling our team. We highly recommend Bee Talents as a recruiting partner!

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