When your HR software finally goes live, it’s a good feeling. The evaluation, selection, and implementation processes can be tough, and go-live is a dependable end date for all of that work. Don’t make the mistake of thinking that go-live is the final date for improving and tweaking your HRIS, however.
After a new HRIS solution has been selected and implemented, employee feedback is likely to start rolling in. When your employees start using the new HRIS for self-service and your HR managers start using it for a million and one daily tasks, they are bound to encounter some issues. If there are any lags or hassles involved with using the new system, employees are sure to have a volley of both complaints and suggestions.
While it can be tempting to dismiss the criticism and assume that employees will “get used to” the system, there are many reasons that ignoring employee HRIS feedback may be a mistake. Set up a support system to help them get used to the system and make use of the important feedback that comes from their experiences.
Your Brand Perception Starts with Your Employees
Employees are both a company’s representatives and a company’s first “customers.” If employees can’t “buy in” to the company’s vision and goals, they will not be able to “sell” those things to customers, either. Simply acknowledging employee feedback on any company matter is important, but it is especially important when the feedback pertains to something that affects their daily working lives as much as an HRIS does.
User Adoption Rates May Suffer
If employees have difficulty using an HRIS to complete tasks, they are highly unlikely to use the system for those tasks if they can avoid it. Employees, including HR professionals, may fail to use the HRIS as it was intended and may revert to doing things manually or may just avoid doing certain things altogether. When employees fail to use the HRIS, the money invested in the system is going to waste.
Employees Provide Fresh Insights
Since employees and HR professionals are the ones that are (or should be) using the HRIS every day to complete tasks, they may uncover ways that the system can be improved that higher-level managers may not have noticed. Employees are also looking at the system from a different perspective than managers, which may allow for unique insights. Employee suggestions can sometimes be pure gold and can save employers the expense and trouble of hiring analysts to spot ways to improve the system.
Feedback Can Help Boost Productivity
Employees may not know everything about an HRIS when it is implemented, but they likely know a lot about their own jobs. HRIS can be a valuable tool that can help employees to boost productivity if used in the right ways, but employees must be allowed to experiment and provide feedback to see the greatest rewards from the system. When employee feedback is taken seriously and employers allow changes in the system accordingly, great gains may be made.
Employee Workarounds May Hurt the Company
If employees feel that an HRIS is increasing the amount of time or the hassle involved in completing tasks and no one is listening to their input about the system, they will likely find a way to work around the system, sometimes at great cost to the company. Employees may develop electronic or manual systems of their own that can be disorganized and cumbersome, possibly affecting communication, records, and sometimes even legal compliance. Simply acknowledging employee feedback and discussing how the system can be improved or explaining why the system does things in a certain way may help to prevent this type of issue.
Request Feedback Directly
If you don’t ask employees what they think of the new system, they may never tell you. Make it easy for employees to provide feedback, whether in person or through messaging channels. Assign deadlines for feedback so that employees view this as just another small job task that’s not optional.
Be Patient with Complaints
Change is not easy, especially when it affects the way that you complete your tasks at work on a daily basis. Employees may give you an earful about how much longer their job or certain tasks take at first. Be patient and compassionate when listening to their complaints, point them in the right direction when it comes to support, but put the brakes on when it comes to making changes to the system.
Keep Track of Feedback
As you gather feedback regarding your new HR software, keep track of it in a chart or other easy to view format. This will allow you to quickly spot recurring complaints and to earmark issues that must be fixed quickly. As you address concerns, you can also write notes or check things off to stay organized.
Figure Out What Can Be Changed Internally
Many of the factors identified by employees will likely relate to internal processes, rather than software or mechanical issues. You may find that it’s easier to address some complications by adjusting the way that you do things internally or by altering processes that you have control over, rather than by changing anything about the way the software operates. HR software feedback can bring to light inefficiencies that you may not have spotted otherwise.
Create a “Wish List”
As you work through the feedback, create a “wish list” of things that you believe could work better, but that you can’t change on your own. Some of the things on the list may be simple glitches and things that can be easily fixed by the vendor, but other items may point to future HR software accommodations beyond your current solution. By keeping track of these items, you make it easier to optimize the way that HR is handled within your organization in future years.
Contact the Vendor As Needed
After you have compiled your HRIS feedback and figured out what you can’t change, call the vendor to see what they can do. They may be able to send a representative out to assist with technical changes or to offer further training. In some cases, it may also make sense for you to purchase additional modules or functionality that compliments your existing solution.
We can assist you with finding a HRIS solution that fits your needs well, cutting down on the amount of work that you need to do after implementation. Visit our vendor match page so that we can help you with selection.
Authored by: Dave Rietsema