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Scaling a business isn’t just about hiring more people—it’s about ensuring that knowledge is effectively captured and transferred. Shine People Solutions, a specialist recruitment firm for Aboriginal and Torres Strait Islander professionals, faced this exact challenge. For years, their expertise was locked in the minds of their founders, limiting growth. When demand for their services surged, they needed a structured, scalable way to train new hires. That’s when they discovered Waybook.
With growing demand, Shine People Solutions needed to expand. But without a structured way to transfer knowledge and train new hires, scaling felt impossible. Critical roadblocks like inconsistent onboarding, scattered documentation, and reliance on verbal training slowed their progress. To keep up with demand and maintain their high-quality service, they needed a solution that would centralize knowledge and streamline operations.
For a decade, Shine People Solutions remained a tight-knit operation, unable to expand because Teagan’s expertise was irreplaceable. Without a structured system to transfer her knowledge, training new employees was slow and inefficient.
As demand for Shine People Solutions grew, so did the urgency for structured training. Their previous method—manual Word documents—was unwieldy and ineffective. Employees struggled to locate critical information, leading to inconsistencies in service delivery.
Before Waybook, training new hires required excessive hands-on guidance, delaying productivity. It took up to four months for new employees to reach full effectiveness, impacting both operational efficiency and revenue generation.
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"One of our biggest challenges in expanding the business was the lack of a proper system to document our processes and create standardized operating procedures. Without these in place, it was difficult to replicate our success and scale effectively."
Shine People Solutions needed a tool that would simplify training, standardize operations, and reduce their reliance on one-on-one knowledge transfer. Waybook provided the perfect solution—an intuitive platform that made it easy to document, organize, and share essential business processes. With Waybook, Shine People Solutions finally had a scalable way to capture expertise and ensure every team member had access to the same high-quality training.
Waybook revolutionized Shine People Solutions’ operations. By structuring Teagan’s expertise into a digital, easily accessible system, they eliminated the dependency on verbal training and scattered documents.
Waybook’s Learning Paths allowed Shine People Solutions to automate and standardize their onboarding process. New hires could now train at their own pace, reducing reliance on senior staff while ensuring consistent knowledge transfer.
With Waybook, every employee receives the same high-quality training, ensuring uniformity in service delivery. The search and Ask AI features provide instant access to information, eliminating inefficiencies.
"Waybook is our central source of knowledge, housing all our standard operating procedures in one place. If anyone has a question, they know exactly where to go. And if they can’t find it, they just use Ask AI to get the answer instantly."
Shine People Solutions implemented Waybook with ease, thanks to its intuitive interface and ready-to-use templates. They began by transferring their existing Word-based SOPs into Waybook, structuring them into clear, easy-to-follow learning paths. This process allowed them to digitize years of institutional knowledge efficiently, ensuring it was accessible to every team member. The transition was quick, with new hires able to engage with structured training materials from day one.
"The hardest thing for me in the beginning was actually trying to decide how I wanted to structure my standard operating procedures. But once I started, it became very easy, and the rest of the team was able to follow the process as well."
Waybook delivered immediate results. By automating training and centralizing knowledge, Shine People Solutions significantly cut onboarding time, improved team efficiency, and freed up leadership to focus on growth. With documented processes in place, they no longer struggled with inconsistencies or wasted time searching for information—allowing them to operate like a much larger organization while maintaining their personalized approach.
Since implementing Waybook, Shine People Solutions has slashed new hire ramp-up time from four months to three, allowing employees to contribute to revenue generation a month earlier.
With SOPs centralized in Waybook, the team no longer wastes time searching for documents or clarifying procedures. This efficiency allows leadership to focus on business growth rather than daily operations.
By standardizing processes, Greg and his partner have freed up time to focus on strategic initiatives, such as implementing AI-driven solutions.
"Because we've got Waybook as the central source of knowledge and our standard operating procedures all documented, it allows us time away from doing that role personally and ensuring that we have the culture being passed on to the staff. It allows us to work on the business rather than in the business, which as small business owners, is so important."
The impact of Waybook was transformational. What was once an unstructured and time-consuming onboarding process is now streamlined, consistent, and scalable. Leadership now has more time to focus on strategic initiatives, while new hires can quickly become productive without constant oversight. With Waybook, Shine People Solutions is no longer limited by inefficiencies—it’s positioned for sustained growth.
"Leveraging Waybook has freed up time for my co-director, Teagan, and me to focus on developing new products and refining business processes. It has given us the ability to operate with the efficiency of a much larger company while maintaining our personalized approach."
Shine People Solutions aims to grow to a 12-recruiter team while maintaining their high service standards. With Waybook as their backbone, they have the confidence to scale without compromising quality.
"Waybook has ensured that all our processes are documented, giving every team member clear procedures to follow. There’s no ambiguity—everyone knows exactly how things should be done, maintaining consistency and quality across the business."
By leveraging Waybook’s powerful knowledge management and training tools, Shine People Solutions has successfully transitioned from a small team to a scalable, efficient business—without losing the personalized service that sets them apart.
