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Implementing a HR system is a long-term corporation together with the supplier. There are a lot of different systems on the market, and therefore it can be a challenge to know where to start. To make it a little bit easier for you, we have collected some practical tips when implementing a HR system.
Create a “must have” and a “could have” wish list – based on needs and not functionality
Why do you need a HR system? Firstly, you need to start identify the basic needs.Brainstorm within your project group and write down everything and concrete your current processes and identify your biggest bottlenecks. From there you have to discuss what you want to achieve and not how to achieve it. Do prepare yourself that the digitalization will change your manual processes and some of your tasks will be changes, removed or become automated.
Create a project group, discuss roles and distribute responsibilities
Start thinking about who should be involved in the project; HR, IT, payroll, managers and employees that can support you, in the management team.
All of you doesn’t have to be included in all of the steps, and using excellence within certain areas, there will be fewer wrong decisions made.
Here are some suggestions of different areas of responsibilities
- IT – integrations and IT related questions
- Payroll – compensation, salary review and benefits
- Lifecycle processes (hiring, onboarding, job changes, absence and exit)
- Talent and performance
- Training and course management
Limit the steering group
The steering group shouldn’t be more than 3-4 persons. Usually you want to include as many persons as possible, but that is ineffective in the long run. Both because it can be a challenge to set aside time for more than 4 persons that leads to delayed decisions but also the more people involved in the steering group, the harder it is to agree. The “must have” and “could have” wish list will be too big if there are more people involved.
Standard processes or customizations – or both?
Freely customizing and configuring is a common desire from our customers and using standard processes has its benefits. The processes are produced form practical experience and is already successfully used by existing customers. That is also a good start and template to use when the new processes are going to be implemented, and what is going to happen, when it’s happening and who should be involved. However, you should ask the question “is it the way you’d like to work, or would you rather have some customizations made?”
Let the implementation process take some time – it pays off in the long run
Don’t rush it when choosing modules, functions and processes. All companies are unique with their needs and limits, and therefore it’s important that the steering group to have full understanding of how the functionality is working and inactivate the things you won’t use. Even though a lot of functionality is desirable we recommend you start at a smaller scale, and then add functionality to the system and implement more functionality and new ways to work when your internal organization is mature for changes. This is one of our best practical tip when implementing a HR-system.
Test groups – appoint ambassadors
Employees can be more or less susceptible to learn new ways of work and new digital processes. Therefore, we do recommend involving employees in an early step and why not appoint some ambassadors to help testing the system and give some inputs to what can be changed, what’s good and so on? You’ll receive direct feedback from the user perspective and the employees who can spread awareness, positivity and calm worried colleagues.
Communication and training
The intern change is crucial to have a successful implementation, regardless if there is a new system or a new working process. It’s important to start in time, involve the employees with news and updates, share success stories, share statistics and create a forum for feedback. Book training sessions and be available for questions and support.
Hope you liked our practical tips when implementing a HR-system. If you would like to know more about Verismo HR works with it, please drop your email below!