You may have found the perfect HR software for your business. The functionality, deployment method, and integration, it’s doing everything you want it to be.
But, there’s still time to get it all wrong. How should you go about the implementation?
For starters, it can be a complete nightmare and not something you can do overnight. There are so many things to consider. Where should you start first?
Knowing where to focus and where to hold back until later can make all the difference in a successful implementation. These seven tips can help you avoid making any painful mistakes.
1. Set clear goals and objectives
A clear direction will help you define your expectations. Are you reducing the time spent on manual work and eliminating paperwork? Can the new system be seamlessly integrated into existing ATS or other HR, IT, and financial systems?
List down the issues the company is currently facing and how the new HR system can solve them. Understand your company’s budget, the future goals to be accomplished, and the exact way the HR system will affect these goals.
2. Win over the stakeholders
You have the direction set and framework ready. Now comes the part where no one wants to do — getting people prepared for change.
Whether it’s updating their employee records, introducing a new internal workflow, or submitting timesheets online, your stakeholders will not change if they don’t see the value of the new HR software.
Organise meetings or focus groups with those who are directly affected by the change. Understand how the new HR software will benefit them and the value it will bring to the organisation.
3. Create a perfect game plan
Nothing is as perfect as you can imagine it. The entire process is long and tedious; problems can arise before, during, and after HR software implementation.
In case any unforeseen circumstances come up, consider every aspect such as testing time, training sessions, or strategy building. Allow room for necessary adjustments so you can go live on time.
Don’t hold your head too high about setting the go-live date early. Make sure it’s realistic enough to complete the configuration and testing period. Otherwise, break down the process into manageable tasks. Assess how much time it will take, set milestones while following the timeline.
4. Determine who will be responsible for the project
Implementing new software is certainly not a solo effort. Put together a dedicated, small team of people to help communicate with vendors, interact with stakeholders, run tests throughout the process.
It will rarely be without a hiccup or two, no matter how good the vendor, the service, or the product itself. However, you want to avoid the “too many cooks in the kitchen” scenario.
When too many people are involved in a project, it can only bring more harm than good. Assign employees who will be spending a lot of time on the system in the project team and those who can act as authorities on software usage.
5. Mandating change from the top down
Change isn’t easy for most people, but it’s vital in the modern workforce. First, the motivation needs to come from the top management. They should lead by example by encouraging employees to support the change actively.
It will be a lot easier to accept if you tell your employees why you’re implementing a new software solution. And, crucially, you need to demonstrate how it’s going to make their lives easier.
Don’t just drop it on the day they meant to start using it. Employees need to see the value in the product. If not, they will not be motivated to use it.
6. Test, test, and test again
No implementation project is successful without a test phase. It is time to evaluate the software’s performance. But first, you need to invest in training for the end-users to make sure they know the software well.
Not just that, carefully consider not only the features you think you will need but also those you don’t use often. Keep in mind that bugs can happen anywhere along the way, so it’s best to identify them as soon as possible.
Get your vendor’s advice the moment you come across any challenges. The longer you drag the problems, the less effective the project will be.
7. Get ready to go live
It’s go time! Be prepared in case something goes wrong. Your IT team and vendor’s representative can come in handy to resolve any impending issues.
On a lighter note, celebrate the successful go-live with your team. They deserve recognition for their hard work. Recognise and reward them!
The real test begins after going live
Believe it or not, many of our customers suffer from the pitfalls of implementation, and the lack of engagement is one of them.
Your software vendor won’t leave you in the lurch after going live. Get in touch with them constantly for the ongoing support, training, and consultancy that can be value-adding when you start using the new software.
At TalearnX, we like to think we are in a long-term, committed relationship with our customers. We will check in on you if everything is okay, even if you stop emailing us. If you do reach out, we’re happy to help!