HRIS projects are often referred to as mechanical steps, like selection, implementation and maintenance. However, it is extremely important to manage the human side of the HRIS equation for the sake of success. A HRIS can be the best on the market and may function flawlessly, but it is worthless if the employees refuse to use it or do not understand how it works.
Foster Engagement from the Start
In order to get all employees on board, it’s crucial that each departments’ stake in the HRIS be considered.
It may be worthwhile to include an employee from each major department in the project team. Or, it may be wise to call all (or all relevant) employees to a meeting so that they can discuss what to look for in a HR software system. Making employees feel included before a system has even been selected can drum up excitement and pave the way for a smoother experience.
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Address All Employee Concerns
Throughout the project, employees are bound to voice their concerns and challenges. While they may experience hectic periods at certain phases of the project, it is critical that all employees’ concerns are addressed.
If employees feel they are being ignored or cannot overcome challenges in system use, they may become frustrated. This frustration may diminish the system’s effectiveness.
Train Employees Well
A lack of training can cripple a HRIS project. Preparing employees for any changes that the HRIS will cause is crucial. The training program should be established well ahead of time and followed as much as possible.
A support team or at the very least specific managers that are highly knowledgeable with the HRIS should be designated to assist employees with any complications that arise while using or learning the HRIS.
Following a HRIS implementation, there are sure to be many changes in processes and sometimes even the daily tasks that are carried out. Cultural changes should also be considered when managing change. Managing the change during each phase may assist with moving the project along at a steady pace.
First, employees must be prepared for any changes regarding written communications that can be referenced later. Next, employees should be walked through the newly modified systems and processes; this step is best handled as part of training. Finally, all modifications should be reinforced by reviewing feedback and supporting employees through any changes made to help the system work better for the organization.
Continually Work to Refresh Interest
With today’s technology, there is no need to let employees lose interest or become dissatisfied with their HRIS. Simple updates to designs and configurations can assist with making software systems more appealing and may also renew excitement. Gamifying applications can increase employee system use relating to development, succession planning, and other productivity drivers.
Communicating with employees on a consistent basis can help companies reap the greatest rewards from HR systems. Integrating HRIS functions into daily activities will likely increase empowerment, while autonomy can also help in maintaining employee engagement. By managing change throughout HRIS implementation and working to ensure continued engagement with a system, companies can show employees that they care about how the change affects them.
Authored by: Dave Rietsema