How a UK Geotechnics Group Reduced Admin Time (and Improved Completion Rates) by Moving Appraisals Online

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CASE STUDY

From paper-based appraisals to Employee Self Service:

How a UK-wide geotechnics and foundation engineering group modernised performance reviews for 1,200+ employees using the People Inc. Employee Self Service (ESS) Appraisal Module.

Delivered by PeopleFirstHR — UK HR software implementation specialists

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Results at a glance

Replaced paper appraisal forms across a 1,200+ employee workforce

Reduced the admin overhead of running appraisals for HR, managers, and employees

Enabled real-time tracking of appraisal progress (previously not possible with paper)

Improved appraisal completion rates compared to prior years

Automated reminders and stage-by-stage notifications to keep reviews moving

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BACKGROUND

Client snapshot

Sector: Modern geotechnics & foundation engineering (global organisation)

UK footprint: Multiple sites across the UK

Headcount: 1,200+ employees

Previous approach: Paper-based appraisals and manual tracking

Existing HR platform: People Inc. HR + Employee Self Service (implemented the previous year)

Objective: Reduce time and cost of appraisals and improve completion

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THE CHALLENGE

Appraisals at scale were creating a heavy admin burden

For any organisation, appraisals can be time-consuming. But when you’re running a paper-based process for over 1,200 employees across multiple UK sites, the admin effort multiplies quickly.

The impact wasn’t limited to HR. A paper-based appraisal cycle creates friction for everyone involved:

• HR teams spend time chasing forms, organising paperwork, and manually tracking progress
• Managers lose time coordinating reviews and following up across multiple steps
• Employees experience delays and uncertainty about what’s required and when

The client wanted a more efficient process that could:

• Reduce the operational overhead of managing appraisals
• Standardise and simplify the experience for employees and managers
• Improve completion rates through clearer workflow and structured prompts
• Give HR visibility on progress without relying on manual check-ins

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THE SOLUTION

Move appraisals into People Inc. Employee Self Service (ESS)

Twelve months after implementing People Inc. HR and Employee Self Service (ESS), the client identified a clear next step: take another high-effort process (appraisals) and modernise it the same way.

They implemented the People Inc. ESS Appraisal Module add-on, replacing paper forms with an online, workflow-based system.

What the People Inc. Appraisal Module enabled

• Online Q&A-based appraisals (easy for employees and managers to complete)
• Different question sets by role type, so reviews stayed relevant and consistent
• Automatic assignment of questions based on job title
• Stage-by-stage email notifications, keeping the process moving without manual chasing
• Real-time status tracking from the People Inc. HR console

The system was rolled out in phases across the organisation’s two main UK divisions, making it easier to manage adoption while maintaining control and oversight.

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IMPLEMENTATION

Structured rollout with visibility from day one

Because the client already had People Inc. HR and ESS in place, the appraisal module could be introduced as a focused upgrade — improving one specific process with minimal disruption.

What changed operationally

• HR teams could launch appraisal cycles and monitor progress centrally
• Managers and employees completed their input online, without paper handling
• The business gained an auditable process with clearer accountability at each stage

The key operational difference

With the legacy paper-based approach, HR couldn’t easily see how many appraisals were complete, stalled, or still in progress — and that lack of visibility increased chasing and delays.

With ESS appraisals, HR could track completion in real time, making the whole cycle easier to manage.

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IMPACT

Less admin, better completion, and a smoother experience

By replacing paper-based appraisals with the People Inc. ESS Appraisal Module, the client achieved exactly what they set out to do:

Significant reduction in admin time

The appraisal cycle moved from a manual, paper-heavy task to a structured online workflow — reducing admin effort for HR and lowering the burden on managers and employees too.

Higher completion rates

With clearer steps, automated notifications, and easier access, the organisation saw a major increase in appraisal completion rates compared to previous years.

Better oversight and control

HR gained real-time visibility over the process from the People Inc. console — improving reporting, follow-up, and overall confidence in the process.

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Ready to make your appraisals more efficient?

If your organisation is still using paper-based or spreadsheet-driven appraisals, moving performance reviews online is one of the fastest ways to reduce admin and improve completion.

Talk to PeopleFirstHR about implementing People Inc. HR and Employee Self Service Appraisals:

☎ 0330 223 6180

✉ enquiries@peoplefirsthr.co.uk

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FAQ’s

How do online appraisals reduce HR admin time?

Online appraisal workflows remove paper handling, manual chasing, and spreadsheet tracking. Automated prompts and structured stages mean fewer delays and less follow-up work for HR.

Can different roles have different appraisal questions?

Yes. The People Inc. ESS Appraisal Module supports different question sets based on role type, helping ensure appraisal content is relevant and consistent.

How do you track appraisal completion in real time?

HR teams can view appraisal status centrally in the People Inc. HR console — making it easy to identify which reviews are complete, in progress, or stalled.

Is this suitable for multi-site organisations?

Yes. Online appraisals are particularly effective for multi-site organisations because employees and managers can complete reviews from different locations without relying on physical paperwork.