Unlocking the Power of Customisation: Why Worksmatic Outshines Off-the-Shelf Solutions

Overview Smiths Group, a multi-division engineering and manufacturing enterprise with over 500 employees across nine divisions, embarked on a digital transformation journey to streamline operations, enhance compliance, and modernise workforce management. Worksmatic partnered with Smiths Group as their dedicated digital transformation and software consultancy partner. Together, we launched a tailored, multi-phase rollout of our platform to centralise operations, digitise compliance, and drive efficiency — all while maintaining business continuity and aligning with Smiths’ unique workflows. Phase 1: Understanding the Business – Needs Analysis & Strategic Planning Our journey began with an in-depth needs analysis across Smith’s operations. We assessed: Existing operational processes Health & safety protocols Compliance management practices Current software ecosystem and gaps Key improvement areas identified by senior stakeholders The goal was clear: to build a centralised platform that connects people, processes, and priorities, tailored specifically to Smith’s needs. We followed this with a collaborative strategy session involving key stakeholders from across the organisation. Together, we: Defined critical business priorities Identified internal champions (“ambassadors”) to drive adoption Aligned our deployment roadmap with business goals Ensured continuity of operations throughout the transition Phase 2: Foundation First – Time & Attendance to Payroll Integration The initial rollout focused on the Time & Attendance to Payroll module, acting as the foundational layer that integrates all users, from full-time staff to subcontractors and external stakeholders. Key features delivered: Custom permissions trees, ensuring each user accesses only what they need Streamlined workflows for document sharing, communication, and task approvals A unified user base to plug into future modules with minimal friction This phase was deployed over 2–3 months, running in tandem with existing processes to avoid disruption. Configuration was done in real time, adapting to Smith’s evolving needs. A major focus was payroll — with over 600 employees across six divisions, Smiths required a highly customised system. We worked closely with the accounts team to: Map out complex payroll rules and sub-rules Address exceptions and edge cases for various employment types Build a reliable, scalable payroll engine within the platform “Worksmatic allowed us to design the system around how we already operate, not the other way around.” — James Cross, Group Operations Manager Early Wins & Measurable Impact X% reduction in payroll processing time X hours/week saved in administrative workflows X% adoption rate within the first 8 weeks Improved visibility across teams and compliance functions Phase 3: Health & Safety Module – Compliance Made Smart With people management in place, we deployed the Health & Safety module. In partnership with Smiths’ SHEQ team, we migrated and rebuilt: Preferred audit templates and safety documentation Risk assessments, COSHH records, policies, and communication workflows Training materials and site-specific requirements Our approach ensured that Smiths’ safety culture wasn’t just preserved — it was enhanced through smarter workflows and digital access. We also rolled out in-person training, carefully coordinated with internal ambassadors and site visits across locations. This hands-on, face-to-face engagement was key to: Driving adoption and confidence Building trust across diverse teams Demonstrating real-world use of the system ''The support and on-site training made a real difference — it helped us bring our teams with us on this journey.” — Russell Robinson, Health & Safety Coordinator Challenges Tackled Head-On Every transformation has its hurdles. A few key challenges we solved: Mapping multi-division payroll rules across 600+ employees Migrating legacy documentation without disrupting workflows Driving user engagement across multiple sites and business units Keeping operations live while digitising core systems Timeline of Key Milestones Month 1–2: Needs Analysis & Strategic Planning Month 3–5: Time & Attendance to Payroll Module Month 6–7: Health & Safety System Launch Month 8–10: Training Rollout & Continuous Optimisation Future Milestones: Asset Management, Digital Training & Induction, Custom Workflows Looking Ahead: A Long-Term Partnership This is just the beginning of our journey with Smiths Group. Over the coming months, we’ll continue to roll out: Asset management solutions Training and induction digitisation Custom-built workflows tailored to division-specific needs As an IOSH-accredited partner, we also support Smiths with expert input into health & safety strategy, ensuring their systems aren’t just compliant — they’re industry-leading. We’re proud to be more than a vendor — we’re a technology partner and digital consultant, evolving alongside the business and delivering continuous value. Conclusion Smiths Group chose Worksmatic not just for software, but for a partner who understands their business, listens to their needs, and builds technology around how they work. As this collaboration continues to grow, one thing is clear: Smiths Group is future-ready, and Worksmatic is right beside them, every step of the way.