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Going paperless takes the hassle out of hiring

When Portland’s Three Degrees restaurant moved their hiring process and employee resources online, they found that it made life easier for both staff and applicants. It also saved time, reduced printing costs and cut paper use by over 9,600 pages per year.

Interview with Ashley Frias, Three Degrees restaurant

Three Degrees restaurant is part of the RiverPlace Hotel, located on Portland’s west-side esplanade, overlooking the Willamette River. The restaurant and hotel are part of the Kimpton Hotels & Restaurants group.

Beet salad  Front of restaurant  Dinner

Why go paperless?

The initiative came from our parent company, Kimpton Hotels & Restaurants. They wanted to move all of their properties – 65+ hotels and 75+ restaurants – to a paperless online employee system.

Kimpton already had sustainability initiatives in place for paper; they required all paper have 35% recycled content and that soy inks be used for printing. But they saw reducing paper as an opportunity to push their sustainability goals further. 

Paper reams

The amount of paper printed, per year, before the switch to an online employee system. 

What switched from hard copy to digital?

Job applications Applicants now apply through online forms. If an applicant is hired, their information is automatically transferred to their New Hire forms, and a manager helps them get set up in the Kimpton online employee system. In the old paper system, they had to fill out two sets of paper work – once when applying and again when they were hired.

New hire paperwork Personal information like social security and checking account numbers are now entered by the employee into a secure online system, rather than in paper form. Our New Employee Handbook – which is 72 pages long – used to be printed for each employee. Every time the handbook was updated, we’d give printed copies to all staff. Now the handbook is online, and staff can log on to the website to read the handbook and sign-off electronically that they’ve seen the information.

We've reduced our paper by 130 pages per new hire. That's about 800 pages per month.

Paychecks Unless an employee requests a paper paycheck, they're set up for automatic deposit and digital paystubs. Employees can also download W4s and W2s from the online employee system.

Employee benefits Each employee has their own log in to the Kimpton online employee system, where they can request time off and review their benefits and performance reviews.

Staff scheduling Scheduling for restaurant staff is now available online, making it more convenient for staff to check their work schedules.

Three Degrees bar menuMenus for staff review Whenever the menu changes, staff are provided detailed information about new items. This information used to be printed, but now PDF versions are emailed to staff.

How long did it take?

It took two years of planning and we made the switch in December (2014). It took time to learn the new system, but now everyone’s used to it, and it’s working really well.

Any tips or take-aways?

We have a computer onsite for employees who don't have easy online access outside of work. Managers help employees get set up in the online system and continue to be a resource if they need help.

The online system is available in Spanish and French, so employees can access information in whichever language they're most comfortable with. We're hoping to make more languages available in the future.

It's great to have everything in one place. Employees can access information on their own, rather than having to go through different people to track it down.

The online system automated many of the administrative processes related to hiring and HR, saving time as well as paper and printing costs.

Which software do you use?

We use Vantage through ADP.

 Log in page  Employee handbook

Employee login page and PDF of employee handbook, available through the online employee system.

What’s next?

Kimpton is looking into moving from a paper to a digital system for conveying restaurant orders to the kitchen staff.