Whether this is your very first HRIS or an upgrade, it’s important to effectively manage change during the process.
The way HR operates is changing. Research shows over a third of HR leaders have already adopted new ways of working such as flexible working, data-driven decision making, and continuous performance management. 80% expect to adopt modern People processes within the next two years.
These five tips can help you make sure the implementation of your new system is as smooth as possible.
1. Ensure everyone is engaged with the HRIS
Implementing a HR system is often mistakenly viewed as a change that affects HR alone. This is far from true as the new system will collect and analyse information for employees across the board. It may help with payroll and scheduling, as well as the administration of benefits in your organisation. All of these tasks affect employees, so the new system should be important to everyone.
That’s why you need to foster engagement with the new system from the very start. Introduce the new HRIS to everyone, in all departments. Inform them about how the new system will improve their day-to-day lives and the way they interact with HR.
2. Offer Training
Once employees understand what the new system means for them, it’s time to make sure everyone is trained to use it. Some employees will need to know virtually everything about how the system operates whilst others will have minimal interaction with the human resource information system, so they’ll need less training.
Be sure to offer extensive training for those who need it. Ongoing training and support when the new system is finally implemented will help employees as they continue to adjust.
3. Address Employee Concerns
Some employees may have questions about the system or they might wonder why the change is required. Others may be unconvinced about the benefits of the new system.
Be sure to address employee questions and concerns about the new system before it goes live, preferably in an open forum such as a workshop or road show. Explaining why the HRIS helps and how it works can go a long way to getting more buy-in.
4. Consider Culture at Every Step
When you’re implementing a new system, you likely think about the changes to processes and procedures in your organisation. You may think less about the cultural impacts of the changes.
Managing change involves addressing every aspect of it. How does your privacy policy need to change with respect to data collection after you adopt a new system? The procedure may need to change, but company policies about privacy, data collection, and data storage might also need to change. Attitudes towards confidential information may also change. Even something as simple as adding a self-service portal can cause cultural change.
These are all important aspects of change management and should be taken into consideration.
5. The evolving System
Once the new human resource information system is implemented, you might think you’re done with change management. The truth is every time you update or change the configuration of the HRIS, you need to manage change.
This also means you need to work to keep employees engaged and trained. Offer ongoing support, and communicate about changes to the system. If you can, offer training in the form of games or quizzes to increase engagement.
Change management is an ongoing process, especially when it comes to a task like HRIS implementation.
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