HR Software Implementation Made Easy: Key Strategies And Tips
Implementing a new HR software is a big to do, but with the right approach, it can be a smooth and rewarding process.
This guide will walk you through key strategies and tips to ensure your HR software implementation is a success.
How Does HR Software Implementation Work?
HR software implementation is the process of integrating a new HR system into your organization’s existing workflows and processes. The goal is to streamline HR operations, improve data accuracy, and enhance overall efficiency.
Working closely with HR software providers during implementation is crucial to ensure a smooth transition and effective use of the system.
There is a wide variety of HR software available to organizations today.
Take a quick glance at the HR software market and you’ll quickly realize this isn’t likely to change either. But for the purposes of this article, let’s just assume we’re talking about implementing an HRIS, HRMS or HCM solution.
The implementation process for any of these involves thorough research and trial phases to select an option that aligns with business requirements.
Here’s a look at the various factors you’ll need to account for in a HR software implementation.
- Who: HR professionals, IT staff, department heads, and a dedicated implementation team.
- What: An implementation process involves installing the software, configuring settings, migrating data, and training employees.
- When: Typically scheduled during a less busy period to minimize disruption, often over a 6 week span or more.
- Where: Implementation occurs across the organization, but primarily in HR and IT departments.
- Why: To improve HR functions, ensure compliance, and enhance the employee experience through better data management and automated processes.
HRIS Implementation Checklist
Whether you’re going through an HRIS implementation, installing a new performance management system or experimenting with a new employee engagement platform, you’ll need to follow a clear step-by-step process to define the project scope and user training needs that will have to be met.
In this case, an HRIS implementation checklist is crucial to ensure all necessary aspects are covered during the implementation process. Here’s a basic overview of 10 things you need to be thinking about.
- Evaluate Needs: Assess your current HR processes and identify areas for improvement.
- Select Software: Choose an HR software that fits your organization’s needs.
- Budget Planning: Allocate funds for software not just for the software purchase, but also implementation, training, and ongoing support.
- Gather Data: Collect and clean all necessary employee data for migration.
- Create an Implementation Team: Include HR, IT, and key stakeholders.
- Develop a Project Plan: Outline the timeline, milestones, and tasks.
- Prepare Training Materials: Create guides and schedule training sessions.
- Conduct Testing: Run tests to ensure the software works correctly.
- Rollout: Gradually implement the software across the organization.
- Ongoing Support: Establish a support system for troubleshooting and updates.
Designing An Implementation Strategy
When creating an HRIS implementation strategy, consider the following factors to minimize disruption to regular business operations.
Stakeholder Engagement
Involve key stakeholders from the start to ensure buy-in and address concerns early.
"Getting your teams on board is the biggest challenge, particularly for those resistant to change," says Mike Kealey, Managing Director at Vero HR. "During implementation, engage with other areas of the business, and don’t feel that you need to do it all on your own. Understand their needs early, involving them from the start to get them on board, and identify any ‘quick wins’ such as a useful report for your finance team or an informative, high-level dashboard for the CEO."
How to: Identify and involve key stakeholders early in the process. This includes HR leaders, IT specialists, department heads, and end-users. Schedule initial meetings to gather their input and address any concerns they may have. Regularly update stakeholders on the progress and any changes to keep them engaged and committed.
Clear Communication
Maintain transparent communication throughout the process to keep everyone informed and aligned.
How-to: Develop a communication plan that outlines what information needs to be shared, with whom, and when. Use various communication channels such as emails, meetings, and project management tools to ensure everyone stays informed. Create a central repository of documents and updates accessible to all team members.
Phased Approach
Implement the software in phases to allow for adjustments and minimize impact on daily operations.
How-to: Break down the implementation into manageable phases. Start with a pilot phase to test the software with a small group before rolling it out to the entire organization. Use feedback from the pilot phase to make necessary adjustments. Plan each phase with clear timelines and milestones to monitor progress.
Training and Support
A software is only effective if it’s widely used and it can only be used properly if your teams receive training on how it impacts their jobs, what they should do with it in their roles and where they can go to get support if they hit a roadblock.
According to Kealey, it's best to customize your training so it holds maximum relevance to your organization.
"Don’t rely solely on generic support guides," he said. "Instead, dedicate specific time to training and launch. Consider customizing user guides to ensure every page is relevant to your staff and offer training sessions to each department with frequent ‘drop-in’ opportunities for post-launch."
How-to: Review user manuals, video tutorials, and quick reference guides to ensure content has relevance to different user groups. Schedule hands-on training sessions and provide ongoing support through a helpdesk or dedicated support team. Encourage a culture of continuous learning by offering refresher courses and updates on new features.
Ensure Adoption
One of the biggest hangups for HR software implementations is resistance to change. To overcome this, you’ll have to promote adoption of the software and outline its benefits and potential to make people’s jobs easier.
One way Kealey recommends overcoming this is involving managers at an early stage.
"Launch the system to managers first to give them a chance to familiarize themselves with the software. Their teams will come to them with questions as the first point of call, so you want to make sure they’re prepared."
How-to: To maximize software adoption, highlight how it will make employees’ work easier and more efficient and get buy in from their manager. Collect feedback regularly to address any issues or resistance.
Data Quality
Your software implementation is going to fail if data quality is poor. As the old saying goes, garbage in, garbage out. When it comes to data best practices, following a strict set of guidelines will yield the best results.
How to: Conduct thorough data cleansing and validation before migration. Implement data governance policies to maintain data integrity over time.
The Implementation Team
An effective implementation team doesn't just involve members of the HR department. Your team should include:
- HR Leaders: To provide insights into HR processes and requirements.
- IT Specialists: To handle technical aspects and integration.
- Project Manager: To oversee the project and ensure it stays on track.
- Department Representatives: To provide feedback and ensure the software meets the needs of different teams.
Preparing the Team
To ensure operational efficiency, you'll want to prep the project team. This might include some team building activities, but beyond that, here are some things to keep in mind.
- Define Roles and Responsibilities: This helps prevent overlap and ensures everyone knows their specific tasks and contributions.
- Provide Training: Ensure that all team members understand the new HR software and their role in the implementation process. Arrange training sessions on the software’s functionalities and best practices.
- Set Clear Expectations: Communicate the project goals, timelines, and expected outcomes to the team. Regularly update them on progress and any changes to keep everyone aligned.
- Foster Collaboration: Use project management tools to facilitate coordination and track progress.
The Project Plan
A comprehensive project plan is essential for a successful HR software implementation, particularly during the HRIS implementation process. The importance of planning and executing the roll-out phase cannot be overstated. The plan should include:
- Timeline: Define a realistic timeline with key milestones and deadlines.
- Tasks: Break down the implementation process into manageable tasks.
- Resources: Identify required resources, including personnel, budget, and tools.
- Risk Management: Plan for potential risks and develop mitigation strategies.
Data Migration
Data migration is a vital step in HR software implementation project and it's not often the simplest one. Matt Erhard, Managing Partner at Canadian recruitment firm Summit Search Group, recently experienced this.
While Erhard and his team expected a complex process, they didn’t anticipate just how much time and effort would be involved in transferring all of their data to the new interface. Things were complicated by the fact that Summit Search Group has multiple offices across Canada, each of which maintained its own internal systems prior to the implementation of the new system.
Testing
Thorough testing is essential before full rollout. Conduct multiple test runs to ensure the software functions correctly and integrates well with existing systems such as payroll or time tracking software.
You'll also want to test out its functionality for different employee populations and how to manage different types of use cases, according to Soumya Mahapatra, CEO of med tech regulatory information management startup Essenvia.
Rollout
Plan a phased rollout to gradually introduce the new system across the organization. This allows you to address any issues in smaller increments and make necessary adjustments before full implementation.
Upkeep
Post-implementation, regular upkeep is necessary to ensure the software remains effective. Schedule regular updates, conduct periodic audits, and provide ongoing training to keep up with new features and best practices.
Tips For Optimizing The Implementation Process
- Early Involvement: Involve key stakeholders early in the process to gain buy-in and address concerns.
- Clear Documentation: Maintain detailed documentation that outlines challenges faced, decisions that were made and actions that were taken.
- Regular Updates: Keep the team updated on progress and any changes to the plan.
- User Feedback: Collect and act on user feedback to continuously improve the new system.
- Flexible Planning: Be prepared to adjust the plan as needed based on testing and feedback.
- Continuous Learning: Encourage continuous learning and adaptation to new software features and updates.
Implementing HR software doesn’t have to be overwhelming. By following these strategies and tips, you can ensure a smooth and successful implementation that enhances your HR operations and supports your organization’s goals.
Choosing the right HR software is crucial as it can simplify employee management and improve efficiency.
Want more tips from experts and to pick the brains of other HR professionals experiencing the same challenges as you? Join the People Managing People community and gain access to a collaboration space for HR professionals across a variety of industries.