How you can ensure a successful deployment to your new HR System

One of the biggest challenges of a new HR system is often to get people to actually use it. People generally do not like change and often complain that “the old method worked perfectly” or that they “don’t have time” to deal with the new automated approach.

The problem is generally that employees feel that a new HR system is being imposed on them regardless of their own needs. A report by the Commission for Workers and Technology found that workers generally feel excluded from the discussion on digitization in the workplace and feel that they do not have enough influence on how new technologies are used.

So if your company has a new HR system in sight, how can you best involve employees in the conversation and actively involve them in the success of your new system?

Start the conversation early

The frontline employees who will be using the system are often in the best position to help you determine what is needed, what works well, and what is likely to cause problems. Getting end users involved as early as possible saves a lot of time and energy. Ask supervisors to tell you which HR management processes take too long and what they find useful for automation. Employees will also be able to advise on what they find most frustrating about current processes and how digitization could improve their experience. Setting up an employee forum at an early stage also means you have a pre-built pilot group that can help you test the system and remove wrinkles before it goes live.

Feedback on progress made

There is nothing more frustrating than being invited to express your thoughts and ideas about a new system – and then never heard anything again. If you want to consult people, you need to keep them informed of the latest plans in the system and explain how their ideas have been integrated. If it has not been possible to put forward suggestions that people have obviously liked very much, you must explain why – otherwise people will feel that you have made them beautiful promises.

Identify Early Adopters and Quick Wins

Each team will have its own digital enthusiasts and its own digital dinosaurs. Once the system is up and running, identify the people who support the technology and make them internal champions of the new system. That they are first trained and ready to solve problems in their own teams, help reluctant users get involved, and provide support and encouragement to those who might have trouble. Focusing on rapid success is another good way to get early support. One of the biggest things people have at work is not being able to get quick answers about how much vacation they still have and when they can take it. If you can focus on using the absence module first, people will see how easy – and useful – it is to adopt the wider capabilities of the system and be more receptive to its use.

Focus on WIFM (What’s in it for me)

While the benefits of a new, more automated and networked approach for HR and employees are obvious, you must formulate it explicitly. Identify some characteristics that employees and their managers appreciate – and shout from the rooftops. If you have an internal communication team, let them be involved in planning an ongoing communication campaign that raises awareness and acceptance of the system.

Create a link

It is difficult to refer to a “system”, so why not choose a name that makes it a more humane feeling and an extension of your HR team?

It is also worthwhile to plan the initial interaction of employees with your new system. Can you send a message that encourages employee engagement, such as a welcome message or a reminder of an upcoming social event? This allows employees to realize early on that the new system is not just about filling out forms and managing data.

Just start with

Try not to overburden employees during the first days or weeks of using the new system. Perhaps you can give them a few simple tasks, such as uploading their image or creating a short biography, to familiarize them with the new software and start adopting their own data. Provide a chit sheet indicating where to go and what to do so they don’t have to worry about not “getting” it – and always ask for feedback. So you know early whether something is hindering success – and yours.

Share success

If employees continue to brainstorm, identify departments with high participation rates and encourage them to scream about their successes. Supervisors can share stories, such as how much time the new system has saved them, or how useful it is to have a team calendar view when planning projects and allocating resources. Any employee can be encouraged to talk about the benefits of accessing and managing their personal information in one place, whether traveling or teleworking. Such war stories are also ideal for global deployments or when you are extending the use of the system to companies you have acquired or merged with.

Be Tough

Sometimes you have to be cruel to be friendly. Your superiors will knock on your door and ask you to provide them with the information they can easily access themselves because they are “too busy”. Individuals will claim that they have not been told how to use the system and that you are asking them to update their Human Resource information for them. You must take a firm stance and reject these demands. Show people how to use the system themselves (even if you’ve already shown them) and don’t fall into the trap of doing it for them. If you are persistent, they will eventually receive the message.

Below are some of the best HR Systems which you can easily deploy and use in your organization.

TribePad

TribePad is an Award-winning recruitment software with features such as candidate tracking system, video interview, integration, job boards, and contractor management. It helps reduce recruitment costs and time to hire and quickly find the best candidates. This integration software helps you effectively manage the employee integration process so that you can view finished policies and documents and the new employee feels integrated. Job boards are customizable and optimized for search engines and mobile phones. Subcontractor management makes it easier to manage freelancers and subcontractors, so you can see employee availability at a glance, create time sheets, and check policy execution.

TribePad is a modern, truly international candidate tracking system with enterprise-level functionality. It helps multiple companies and organizations around the world improve their hiring strategy and engagement, capture positive trends by researching their talent pools, and organize the employment process according to their current workflows. The same system can be used to analyze opportunities and threats and is based on an open API infrastructure that allows developers to connect to third-party advertising applications. Pricing is per budget, meaning each user receives a package tailored to their needs. Please note that TribePad is also OFCCP compliant and meets the highest security standards to protect your information and the personal information of your candidates and employees.

Key Features of TribePad

• Candidate Management
• Job Requisition and Posting
• Background Screening
• Interview Management
• Onboarding

PeopleSoft

If you are looking for a truly experienced and reputable human resources provider, Oracle PeopleSoft is the perfect place for you. The HR platform is one of the first in the industry and has been continuously improved over the years to meet all the needs and requirements of its customers. Therefore, it has become a global HCM system with a set of valuable features that increase productivity, optimize business efficiency and reduce operating costs. In addition to core competencies in human resource management, monitoring, and service delivery, PeopleSoft offers a unique solution for the planning and implementation of human resource programs and surveys, as well as for the realization of ready-to-use overtime, legal and regulatory deadlines and labor standards. You can model, test, and implement new or updated work and time policy rules by integrating Oracle Policy Automation.

Key Features of PeopleSoft

• CRM & Sales Reports
• Email Marketing / SMS Marketing
• Marketing Automation
• Project Management
• Opportunity Management
• Call Center Management
• Team Management
• Quotes Management
• Case Management

OrangeHRM

OrangeHRM software is a robust and scalable system with configurable workflows, customized reports, advanced rule-based engines, and excellent customer support. This means that the shared infrastructure functions as a utility, so you can only pay for what you need, and the clouds are very secure and your data is safe. OrangeHRM is one of the few compact HR suites with basic HCM functionality available for free. To help beginners and small HR teams, Orange requires no downloading, configuration or maintenance effort and allows you to manage your operations from mobile devices. What is really interesting about OrangeHRM is that it invites you to literally customize everything, including the language, and the ability to develop your own modules in collaboration with experts. You can also contact the team for implementation, configuration and training assistance, and purchase technical support at any time, even as an open source user. For business users, OrangeHRM updates the central human resources management suite with payroll features and benefits, all carefully presented in flexible packages and quoted prices.

Key Features of OrangeHRM

• Employee Self Service Management
• HR & Payroll
• Performance Management
• Time & Attendance Management
• Mobile App
• Workflow Management
• MIS Reports
• On-Boarding
• Appraisal Management
• Email Integration
• Expense Management
• Payroll Management
• Reimbursement Management
• Training Management
• Leave Management
• Dashboard
• Reporting
• Salary Information & History
• Talent Management

Cezanne HR

Cezanne is a British provider of recruitment software for professional users and growing international teams. Their customizable and cost-effective approach to HR management is designed to keep you in control, allowing you to add an unlimited number of users, offices or countries, enter your own rules and approval paths in multiple ways, and integrate any number of work schedules, absence types and HR portals. International teams in particular, will benefit from a modular structure that allows them to select the necessary functions, as well as a wide range of specialist translations and global functions. Finally, Cezanne HR relies on an independent cloud-based SaaS HR platform to ensure the security of your data.

Key features of Cezanne HR

• Email Integration
• Expense Management
• Payroll Management
• Project Management
• Reimbursement Management
• Time & Attendance Management
• Leave Management
• Workflow Management
• People Management
• Document Management
• Employee Self Service Management
• HR & Payroll
• Performance Management
• Recruitment Management
• Statutory Compliances
• Employee Data Base
• Application Security
• MIS Reports

IceHrm

IceHrm is a Human resource management system for small and medium-sized organizations. This HRM software centralizes employee data and allows only one authorized person to access it, providing a high level of security. The presence module monitors employee time based on information about insertion and perforation. It covers all the basic HRM needs of a company such as leave management, time management, Recruitment management and handling employee information.

Unlike the other popular HRM software, you can use one system for all HRM functions. As the other HRM functions are designed for different HRM functions separately, using IceHrm will benefit you to utilize all HRM functions in one software. There are three different editions in IceHrm. Each edition has different features. You have a choice to select which edition will suit your organization according to your HR requirements in the organization. Also, you can purchase the IceHrm software based on the number of employees in your organization.

Key Features of IceHrm

• Document Management
• Employee Self Service Management
• Performance Management
• Time & Attendance Management
• Performance Appraisal
• Benefits Management
• Attendance management
• Email Integration
• Payroll Management
• Project Management
• Workflow Management
• Dashboard
• Employee Lifecycle Management

In case you want to learn more about how you can use the IceHrm software for your HR responsibilities, you can easily sign up for a free trial here.