How one growing organization reduced digital friction to unlock €900,000 in annual value
When employees can quickly find what they need, get answers themselves, and onboard faster, the business spends less time managing complexity and more time growing.
Growth creates opportunity. It also creates complexity.
For this organization, every acquisition, new location, and new employee increases the amount of work needed to connect people with the right information, processes, and support.
The company already has the content and systems employees need, including Microsoft 365, SharePoint, Teams, Viva Engage, Typo3, SAP/Loga, HR platforms, and local solutions.
The problem is that employees don’t always know where to start.
Information is spread across different systems, processes, and contacts. New employees spend time searching for documents, mandatory information, and the right people to speak to. HR teams answer the same questions repeatedly. Frontline employees are hard to reach. Following acquisitions, important knowledge can remain dependent on local teams and informal networks.
This creates three connected business problems:
- Slower integration: Newly acquired teams can take longer to adopt shared processes, knowledge, and ways of working
- Longer time to productivity: New employees spend valuable time finding information and getting oriented
- Growing administrative effort: HR teams and managers face more questions, manual coordination, and duplicated work as the organization expands
Doing nothing does not avoid the cost – it only allows the friction to continue growing.
The company estimates that 8,000 recurring HR inquiries consume around 4,000 hours each year. At an assumed hourly cost of €35 to €50, that represents a direct annual cost pool of approximately €140,000 to €200,000. That’s before accounting for wider search time and administrative effort.
The solution
The organization evaluated Haiilo not as another communication channel, but as a central starting point for employees.
Haiilo sits above existing tech, helping employees find relevant information, processes, contacts, onboarding content, and self-service resources without first needing to know which underlying system holds them.
Microsoft 365, SharePoint, Teams, SAP/Loga, and other systems remain important. Haiilo’s role is to make those systems easier for employees to navigate and use, particularly for decentralized, mobile, and operational teams.
The solution focuses on three practical use cases.
1. Faster employee and M&A integration
A common employee entry point helps newly acquired companies and employees find shared processes, governance information, and organizational knowledge more quickly.
The result is faster integration, less reliance on local workarounds, and a lower risk of lost productivity and early employee turnover.
2. Better onboarding and knowledge access
New hires receive easier access to onboarding materials, mandatory information, processes, and relevant contacts from their first day.
The business case assumes only a small benefit per new employee. But together, the saving is significant. At roughly €40 per hour, the value is equivalent to avoiding around 30 to 45 minutes of search, orientation, HR, or manager time for each new hire.
3. More efficient HR self-service
Clearer access to trusted HR information and services reduces repetitive questions, search time, and manual coordination.
This is the largest value lever, helping the organization support continued growth without increasing administrative capacity at the same rate.
ROI
The base business case estimates a total annual value contribution of approximately €900,000 in the base case – and as much as €1.8 million in the upside case.
The base case consists of approximately:
- €123,000 from improved M&A and employee integration
- €150,000 from onboarding and knowledge access
- €650,000 from HR self-service and organizational efficiency
Against an annual license investment and a one-time implementation cost, the €900,000 base case suggests:
- Approximately €530,000 in first-year net value
- Around 143% indicative first-year ROI
- Approximately €650,000 in recurring annual net value after the first year
- Around 260% indicative recurring annual ROI
For the organization, the opportunity is bigger than adding another internal platform. It’s about giving every employee one clear place to begin, making existing technology more useful, and creating an employee experience that can scale with the business.
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