Modern companies face a growing gap between how fast the market moves and how work actually gets done. External pressure demands speed, innovation, and constant change. Internally, scattered tools and disconnected workflows slow teams down and dilute focus.

Personio, a fast‑growing HR software company based in Germany, felt this tension firsthand. The company set an ambitious goal: improve the working lives of four million people by 2026. To support that mission, Personio scaled rapidly to nearly 2,000 employees. As the organization grew, its collaboration tools and ways of working struggled to keep pace.

To restore clarity and momentum, Personio unified its teams on Atlassian’s Teamwork Collection. By bringing Jira, Confluence, and Loom together into a single collaboration backbone, powered by Rovo, Personio created a shared system for how work is planned, documented, and communicated across the business.

Teams overwhelmed by paperwork and urgent, unstructured work.

The Collaboration Challenges Holding Personio Back

Before adopting Atlassian Teamwork Collection, Personio reached a point where growth began to expose cracks in how teams worked together. The company was moving fast, but its collaboration setup lacked structure. Tools multiplied, ownership blurred, and information became harder to trust. What once felt flexible started to slow execution and introduce risk.

Below are the core challenges Personio faced as scale increased.

1. Fragmented Collaboration Across Too Many Tools

As teams grew, collaboration spread across many platforms without a clear system of record. Each tool solved a local problem, but together they created friction.

Knowledge, decisions, and plans were scattered across Google Docs, Confluence, Jira, Slides, Notion, Miro, and other tools. Teams documented work wherever it felt easiest at the time. Over time, this made it unclear where final decisions lived or which document reflected the latest state.

Employees spent a large part of their day switching between tools. This constant context switching reduced focus and slowed progress. Simple tasks, like understanding a decision or catching up on a project, required opening multiple links and comparing versions.

Finding reliable information became difficult. Even when content existed, employees could not be sure it was current, approved, or complete. The lack of a single source of truth increased misalignment and led to repeated conversations and rework.

2. Lack of Standardization and Governance

Without shared standards, the collaboration environment became hard to manage and harder to scale.

Jira alone had more than 300 system administrators. This level of access made it difficult to enforce consistent practices or maintain control over configurations. Projects, workflows, and permissions varied widely across teams. There was little standardization across spaces, projects, and setups. Teams created their own structures, naming conventions, and workflows. While this supported short‑term autonomy, it created long‑term complexity and confusion.

Several tools overlapped in purpose. Multiple platforms were used for similar tasks, which led to duplicated work, data silos, and higher license and operational costs. IT teams had to support and integrate tools that did not work well together.

As one Atlassian expert supporting Personio explained, the lack of governance also created compliance challenges. Even without strict regulatory pressure, Personio still needed to audit usage, enforce internal policies, and ensure content accuracy. Inconsistent governance made this difficult.

Over time, these issues increased operational risk and slowed the organization down. At a stage where clarity, speed, and alignment were essential, the collaboration setup was working against the business instead of supporting it.

3. Security and Data Risk from Shadow IT

As collaboration tools spread across the organization, security and data protection became harder to manage. Teams often adopted tools on their own to move faster, but this created blind spots that security teams could not easily monitor or control.

Employees used free or individual accounts for tools such as Loom, outside of IT‑managed environments. These accounts operated without centralized policies, access controls, or consistent ownership. As a result, security teams had limited visibility into who was creating content, who could access it, and where that content was stored.

Shadow IT made auditing difficult. Without a complete view of tool usage, it was hard to track sensitive information or confirm that internal security practices were being followed. Content could be shared publicly without enterprise‑level controls, increasing the risk of accidental exposure or data leakage.

As the Atlassian expert continued to uncover concrete examples of duplicated work, unused licenses, and governance gaps, a pattern became clear. Adding more standalone tools would not solve the problem. It would increase complexity, deepen security risks, and further fragment how teams worked.

Personio’s Shift to Atlassian Teamwork Collection

Once the scope of fragmentation, governance gaps, and security risk was clear, Personio knew incremental fixes would not be enough. The company needed a single collaboration foundation that could scale with the business, reduce complexity, and bring teams back into a shared way of working. That decision led Personio to Atlassian Teamwork Collection.

By moving from standalone use of Jira, Confluence, and Loom to a fully integrated collaboration stack, Personio created a consistent system for how work is documented, discussed, and delivered across the organization.

1. Integrated Tooling and Clear Standards

As part of the transition, Personio consolidated its collaboration tools to reduce overlap and confusion. The company phased out Notion and migrated content and workflows into Confluence, establishing it as the primary system for documentation and knowledge sharing. At the same time, they began consolidating whiteboarding tools, with Confluence whiteboards emerging as a strong alternative to Miro for visual collaboration.

To standardize how knowledge is created and maintained, Personio built an internal Personio Hub in Confluence. This hub serves as a central source of truth for company knowledge. It is built on consistent templates, repeatable navigation patterns, and clearly defined ownership models. These standards make spaces easier to replicate, easier to govern, and easier for employees to use.

Personio also created a single entry point for daily work by developing a central landing page across Atlassian products. This page helps employees quickly orient themselves, access key tools, and find relevant content without jumping between platforms. Having one clear starting point reduced friction and improved alignment across teams.

2. Seamless Knowledge Management with Jira and Confluence

Personio’s redesigned People Workplace and IT hubs in Confluence demonstrate what structured knowledge management looks like at scale. These spaces are intentionally designed around the topics employees search for most, such as policies, how‑to guides, and internal processes. Scoped search ensures people find relevant information quickly, without being overwhelmed by unrelated content.

Usage analytics guide ongoing improvements by highlighting popular topics and shaping navigation. Strong content hygiene reinforces trust. Each page has a clear owner, regular review cycles, and defined standards, so employees can rely on the information being accurate and up to date.

On top of this knowledge foundation, Jira and Confluence are tightly connected to core operational workflows. Personio tracks OKRs and projects for People Workplace and IT using Atlassian Goals and Projects, giving teams clear visibility into priorities and progress. Legal service desks run on Jira handle both internal and customer‑facing requests, with carefully designed permission schemes to protect sensitive information.

Together, these changes turned Atlassian Teamwork Collection into more than a set of tools. It became the backbone for how Personio collaborates, manages knowledge, and scales work across the business.

3. AI and Automation Powered by Rovo

With a unified and well‑governed content foundation in place, Personio was able to unlock practical value from AI using Rovo. Instead of generic or unreliable results, employees can now ask natural‑language questions and receive answers grounded in trusted, up‑to‑date Confluence content. Each response reflects clear ownership, recent updates, and the right level of context, making knowledge discovery faster and more dependable.

Personio’s IT team extended this capability by building a Tier 1 support agent with Rovo. The agent handles common requests such as access issues and password resets without human intervention. It automatically searches the relevant knowledge base, responds with a clear answer, and includes a direct link to the supporting article. When documentation is missing, the agent creates a subtask for Tier 2 support, ensuring knowledge gaps are identified and addressed over time instead of being repeated.

Rovo is also delivering measurable time savings in more complex scenarios. In one case, a Personio platform engineer connected slides, Jira tickets, GitHub pull requests, and Confluence pages from the previous six months. Rovo used this connected context to generate a performance review draft in minutes, a task that would have taken hours to assemble manually.

As documentation quality improves and more systems are connected, the value of Rovo compounds. Employees trust the answers they receive, adoption increases, and teams become more comfortable delegating repetitive and administrative work to AI. This frees people to focus on problem‑solving, decision‑making, and higher‑impact work.

4. Stronger Asynchronous Collaboration with Loom

Loom played a key role in Personio’s shift toward more asynchronous ways of working. With teams distributed across time zones, the company aimed to reduce unnecessary meetings and make communication easier to consume on demand.

Guided by the principle, “If it can be async, it will be async,” Personio adopted an “effective meetings only” mindset. Many discussions that once required live calls moved to Loom recordings, followed by structured feedback in Confluence or Jira comments. This allowed people to engage on their own schedule while still preserving clarity and accountability.

Important updates and decisions no longer live in isolated slide decks. Instead, they are documented in Confluence pages and enriched with Loom videos that add visual and verbal context. This creates a durable record that is easy to revisit and share.

Loom AI strengthens this model by automatically generating written summaries and documentation from recordings. Employees who prefer reading or need to skim can quickly grasp the key points without watching the full video. By supporting both video and text from a single source, Personio accommodates different working styles without asking teams to duplicate effort.

Together, Rovo and Loom helped Personio reduce friction, cut down on meetings, and build a more flexible, scalable way of working that supports both speed and clarity.

5. Mitigating Security Risk with Loom Enterprise Controls

As part of the move to Atlassian Teamwork Collection, Loom shifted from an unmanaged Shadow IT tool to a secure, fully governed component of Personio’s collaboration environment. What had previously operated outside of IT oversight was brought under enterprise‑level control.

With Loom Enterprise, security teams gained clear visibility into how videos are created, shared, and accessed. Centralized administration allows them to audit sharing behavior, apply consistent privacy policies, and reduce the risk of sensitive information being exposed through public links. Controls around ownership and access also ensure that content is not lost when employees change roles or leave the company.

Scattered free and individual Loom accounts were replaced with centrally managed accounts tied to Personio’s Atlassian environment. This reduced uncontrolled sharing, eliminated account sprawl, and aligned Loom governance with existing Jira and Confluence policies. As a result, asynchronous communication could scale safely without increasing security risk.

Loom moved from being a potential liability to a trusted, secure enabler of modern, async work.

The Impact of Atlassian Teamwork Collection on Personio

By consolidating collaboration on Atlassian Teamwork Collection, Personio achieved meaningful improvements across productivity, governance, security, and employee experience.

1. Clearer and Faster Collaboration

Teams now work from shared systems and standards. Knowledge, decisions, and project updates live in predictable places, reducing time spent searching for information and aligning on next steps. Async communication with Loom cuts down on unnecessary meetings while preserving context.

2. Stronger Governance and Lower Operational Risk

Standardized templates, ownership models, and permission schemes make it easier to audit usage, enforce policies, and maintain compliance. IT teams have regained control without slowing teams down.

3. Reduced Tool Sprawl and Costs

By phasing out overlapping tools and consolidating on Jira, Confluence, and Loom, Personio reduced duplication, integration overhead, and license waste. Fewer tools also mean simpler onboarding and support.

4. More Reliable Knowledge and Better AI Outcomes

Clean, well‑owned content in Confluence provides a strong foundation for Rovo. Employees trust AI‑generated answers because they are backed by current, governed documentation. Knowledge gaps are surfaced and closed over time instead of compounding.

5. Improved Employee Experience at Scale

A single entry point for work, consistent navigation, and smarter search help employees orient themselves quickly. New hires ramp faster, and existing teams spend more time executing and less time navigating systems.

6. Security Without Sacrificing Speed

Enterprise controls across the Teamwork Collection ensure sensitive information is protected while still enabling flexible, async collaboration. Security teams have visibility and control, and employees can work efficiently without workarounds.

For Personio, Atlassian Teamwork Collection became more than a set of connected tools. It became the foundation for how work happens across the company, supporting growth, reducing risk, and enabling teams to move faster with confidence.

From Fragmented Collaboration to a Scalable System of Work

Personio’s experience highlights a common turning point for growing companies. When tools, data, and ways of working are fragmented, productivity stalls and risk increases. By adopting Atlassian Teamwork Collection, Personio replaced disconnected practices with a shared system for planning work, managing knowledge, communicating asynchronously, and applying AI where it adds real value.

The result was not just better tooling, but a more scalable way of working. Teams gained clarity, IT regained control, security risks were reduced, and employees could focus on meaningful work instead of navigating systems. Teamwork Collection became the foundation that allowed Personio to grow with confidence.

The Role of Atlas Bench

Atlas Bench helps teams adopt Atlassian solutions in a way that supports how they actually work, today and as they scale.

As an Atlassian Platinum Solution Partner with deep Cloud specialization, we help organizations move from disconnected processes to a clear, governed Atlassian Cloud setup that delivers real business outcomes. This includes:

Migrating from Atlassian Data Center to Atlassian Cloud
Adopting Atlassian’s System of Work, including Teamwork Collection
Building secure permission models and governance frameworks
Creating scalable knowledge architectures and operating hubs
Enabling AI‑ready environments where automation and search are reliable

Our focus is practical and outcome‑driven. We help teams simplify their collaboration stack, reduce risk, and get full value from Atlassian Cloud without adding process overhead.

Interested in learning more? Contact Atlas Bench to book a complimentary consultation with our Certified Atlassian Experts.

Explore Atlassian’s Teamwork Collection and see how fast, connected, AI-powered teamwork gets done.

Atlas Bench is an Atlassian Platinum Solution Partner with deep Cloud Specialization, helping Data Center customers move beyond migration and fully transform on the Atlassian Cloud Platform. We deliver Atlassian’s System of Work end to end through four collections: Strategy, Teamwork, Service, and Software, connecting planning to execution, aligning teams around outcomes, modernizing service delivery, and accelerating software development.

We are also recognized as an Atlassian World Class Software Development Partner of the Year (Americas), and we bring AI leadership to every engagement. By leveraging Rovo for automation and purpose built agents, we reduce manual work, unlock knowledge across tools, and speed up decision making so organizations realize measurable value faster in cloud.

How Personio Boosted Productivity with Atlassian's Teamwork Collection