21 Mar The 8 Keys to a Successful HRIS Implementation
For Human Resources (HR) to be effective, it needs to be able to spend time on what matters: people. A more familiar situation, however, is one where HR spends most of its time dealing with tedious inquiries from employees – vacation requests, insurance-related issues, benefit changes, etc. HRIS
While important, addressing these granular issues distracts from the broader role that HR should play related to internal strategy and employee retention. Technology is at the core of this issue. Most companies today are using outdated systems to manage their HR processes, making simple tasks more complicated than necessary, whereas new platforms make it easy for both employees and HR to address HR-related pain points.
While Human Resource Information Systems (HRIS) are readily available and continue to improve over time, adoption is not yet widespread, largely because such a change seems daunting. Companies recognize the value of a comprehensive HRIS system, but they continue to use outdated platforms, workarounds, and piecemeal solutions to get the job done – albeit at the cost of efficiency and strategic decision making.
Implementing an HRIS does require a change, but it will ultimately make life easier for everyone in your organization. It will streamline processes and increase productivity, and it will also enable your employees to have greater control over their own HR-related activities.
The Key Factors for a Successful HRIS Implementation
Again, the benefits of an HRIS implementation far outweigh the reasons to continue with your current system. If the process seems overwhelming, here’s what you can do to facilitate a successful transition:
1. Get executive sponsorship and leadership buy-in. Ideally, this will come from the C-suite. Sponsorship and buy-in will enable a more seamless transition, making communication and resource planning easier and setting the tone for the rest of the organization, who will be more likely to support a change that comes from the top.
2. Plan ahead. If you’re thinking about an HRIS implementation, start planning now! Our clients who have experienced the most success begin the planning process early, communicating with other departments, identifying potential issues and pain points, and getting everyone excited about the benefits of a cohesive and robust HR system.
3. Implement the new software in phases. A phased implementation helps to mitigate the impact of the change and allows you to tailor the change to best fit your schedule. For instance, if Open Enrollment for health insurance is in November, you may decide to begin with that piece of the implementation to meet the deadline, while holding off on other pieces of the system that aren’t as much of an immediate priority. This helps to manage the pressure on your resources and it ensures that each phase receives the attention it needs to be as successful as possible.
4. Create an implementation team. The internal members of this team should include a cohort of HR representatives, as well as a team member from each department affected by the change. External team members are likely to include an implementation representative or team from the platform you choose, available to help guide the configuration of the actual system, as well as a partner like Navigate, who can serve as a project manager and change agent.
5. Optimize the rollout. Essentially, this means that you should strategically test the implementation with key user groups to gather their feedback and make as-needed adjustments before releasing it to the greater organization. This will help to ensure greater adoption and buy-in over time.
6. Create enthusiasm and excitement. An implementation of this nature takes time. It’s important to let people know what benefits they should expect once complete, and then make sure to celebrate quick wins so that your team feels valued and supported.
7. Respond to feedback and keep communication open. A robust change management plan will establish regular communication with all stakeholders to set expectations and share updates. Make sure to consider the channels you’re using to reach people and ask for feedback – and make sure to use that feedback to improve the implementation.
8. Consider your team. Put yourself in their shoes. Your new platform may be amazing, but overlooking how the implementation will affect your team can make or break overall success. Help them to understand the value of the implementation but also explain the day-to-day changes it will require them to make. Have a change agent who is responsible for talking to your team and understanding and sharing their challenges and pain points. Then, be flexible! You may need to make changes to help drive adoption and get a return on your investment.
Continued use of disparate and antiquated HR systems will prevent your organization from achieving optimal performance and capitalizing on emerging trends in the industry. An HRIS implementation based on a clear vision and reasonable timeline will lead to an immediate and continued return on investment. To learn more about how your organization can get started with an HRIS implementation, from technology selection to execution, please reach out to me at [email protected] or 484.383.0606.