How to Successfully Embed your HRIS System

Our handy pointers on how to successfully embed your HRIS system into your organisation....

1. Engage your users early in the buying process

Nothing encourages users buy in more than when you get their input at an early stage. Allow them to express their opinion of the functionality of the HRIS system and its key attributes. Gather both their positive and negative feedback and suggestions. This will also help with addressing potential issues with your Implementation partner so you can embed your HRIS system with less hassle.

This early interaction will help users understand what it is that the business is looking to achieve and help them to adapt more quickly to the new HRIS system.

2. Create a plan to introduce the new technology

Develop a plan of how to train all employees so that they know how the new system works. Whilst cloud based HRIS system, like Fairsail, does make adding new absences or holiday requests, simple to administer you still need to cater for all levels of technical ability and remember that change can be daunting for some users.

Apply various training approaches to reach all users, from classroom training, to coaching, video's or virtual webinars. Also, provide reference material and don't forget about new starters training. The aim should be to get them into the habit of using the new system regularly.

We find it useful to select key change agents to help engage end users and gather feedback for you.

3. Highlight the benefits for users answer i.e. "What's in it for me"

Focus on the ways that the new system will save users time and improve performance. Also, drip feed users tips and insight about the system functionality. This needs to start as soon as possible, not at the implementation stage. These positive messages will help to build excitement about the new system.

4. Continuous learning and improvement

Remember that coaching / training your employees to use your HR system is not a one time learning experience. You need to constantly update your employee's knowledge. Use system reports to see how the various processes are being utilised and where there are gaps (e.g. where performance reviews are not being completed). Then use the data to drive awareness and coaching sessions.

Use the employee self-service functionality to engage and communicate with staff about new or improved features to the system or connect systems (e.g. payroll, time & attendance, expenses, etc.)

5. Make top notch technical support available when its needed

Create a support network to ensure users can get issues sorted out as soon as possible. Firstly have manual guides that contain enough information to make your employees feel safe handling the system. This avoids having to resort to technical support whenever a problem arises. Try to find a permanent solution for common problems.

Secondly, consider having one or two well-trained super-users who are your internal go-to people for first line support. This will speed up the issue resolution process and help improve the system set-up based on users' feedback.

6. Reward users for engagement

We find that a competition and reward get greater system engagement. For instance, at the outset you could have a fun naming contest amongst employees or during the training do run quizzes. Similarly based on things like number of login's or general usage of the system consider recognising users who shine. Finally, some systems like Sage People offer functionality to run snap polls to gain quick feedback about areas of the business, or even the system itself - this feedback can improve HR process and system set up.

7. K.I.S.S.

Remember less is more so only include the most needed features. The simpler the system and processes are, the easier it will be to train your employees and improve user adoption. In addition, the adaptation process will be easier if you limit yourself to include only those functions essential to achieving your immediate company goals.

This will also make maintaining the system going forward and adapting to changes in the company that need to be applied to the system (e.g. a company restructure).

8. It you don't measure it you can't manage / improve it

Lastly, do not forget to measure the success of your efforts. Run reports to see how well the system is being used and which aspects are maintained as required and which aren't (e.g. gaps in data, late or no entries, etc.)

Run short polls to determine the general feelings towards aspects of the system, but best of all, go out and gauge the mood and get employee's opinions by speaking to them.

If you would to discuss how to embed your HRIS System call HRIS implementation specialists Tugela People on 01327 317701 or via the website.