DigitalOcean’s People team had nine months to migrate from scattered HR tools to Workday, all while keeping up with daily demands.
DigitalOcean is making waves in the AI boom by providing cloud infrastructure to growing businesses. With demand surging, they’re growing their business fast, and hiring new teammates even faster.
That amazing momentum comes with a challenge. How do you build and scale processes that can keep up with your company’s growth?
Switching to a new HRIS was one way of future-proofing the most valuable part of their company — their people.
The People team had just 9 months to sunset the variety of HR tools DigitalOcean used and migrate all those processes, and all the people behind them, onto Workday. The clock was ticking fast.
To make things even trickier, their Workday environment is completely bespoke. The People team knew they couldn’t rely on ready-made documentation; they would have to define, document, and scale workflows as they were switching over to the new software. And they’d have to do it while still managing their daily responsibilities.
To get this massive, mission-critical software implementation done they needed to rethink the way they worked. Using Scribe, the People team overhauled their traditional documentation process and unlocked massive efficiency gains for their team, while still hitting their deadline.
DigitalOcean uses Scribe to quickly create visual guides and embed them in Confluence, keeping critical knowledge easy to access and always up to date.
With Scribe, the People team can effortlessly document and scale knowledge across the organization, ensuring everyone knows the best ways to use Workday.
Previously, the People team had spent hours writing out documentation themselves, a painful process that left no time to add screenshots, which made it hard for end users to follow along. They knew that these manual methods would not only put the rollout behind schedule, but the lack of supporting visuals would lead to employee confusion and errors.
With Scribe, they were able to create beautiful, step-by-step guides in minutes, complete with screenshots, descriptions, and consistent formatting.
Once a Scribe guide is ready, the People team embeds them in high-traffic resource centers like Confluence, making it easy for anyone to find the answers they need. This access to critical information sped up the software rollout even more and massively increased end-user adoption.
Workday is a beast of a tool, and DigitalOcean continues to make the most of it, rolling out additional functionality even after the initial implementation. What would have been a huge headache for manual documentation is a breeze for teams using Scribe. Any updates they make are automatically reflected everywhere the Scribe is embedded — zero change management needed.
With easy updates that automatically push anywhere the Scribe has been shared, their teams can rest easy knowing their documentation is always up-to-date and no outdated versions are still being accessed.
With automatically generated guides and a single source of truth for training content, the DigitalOcean crew sailed smoothly toward a successful, on-time Workday rollout.
Time savings
reduction in documentation time
Successful software implementation
on-time implementation of Workday
Scribe enabled a successful Workday launch and has since become essential to DigitalOcean’s strategy for implementing new tools and supporting employees.
DigitalOcean did the impossible and made a global Workday implementation look easy. They fully migrated from a disparate set of HR systems, used by teams all around the world, to Workday — in just 9 months. These rollouts can take years, not months, and cause an endless number of logistical headaches.
With Scribe, DigitalOcean avoided all the classic pitfalls of a global software implementation. It used to take DigitalOcean 2-3 hours to make a guide. With Scribe, they’ve cut that time down to 15-30 minutes. This not only allowed the team to create important documentation quickly, but also paved a new way to implement and adopt software.
Scribe helped employees onboard onto Workday, providing easy-to-follow, up-to-date resources. Instead of scrubbing through hours-long training videos or reading long text instructions, DigitalOcean teammates have easy access to guides that address their questions directly.
Before Scribe, DigitalOcean’s globally distributed team might have to wait for a scheduled training session, or the next free block of time on a subject matter expert’s calendar just to get a question answered. With Scribe, those answers are just a few clicks away, always on, and available no matter what time zone you’re in.
Scribe has become DigitalOcean’s not-so-secret weapon for training and documentation, and it’s now the standard for rolling out new tools across the company. They’ve since relied on Scribe for company-wide implementations of Coupa and Navan.
With a successful Workday implementation under their belt, the People team continues to use Scribe to reduce the number of support requests, answer tickets faster, and spend less time on live training. Scribe has helped them get some very well-deserved time back.
The Workday rollout may be complete, but DigitalOcean’s journey with Scribe is just getting started. As the company continues to grow, the People team is focused on equipping every new teammate for success. With Scribe, they’ve got the tools to help everyone hit the ground running.
