Ah, the joys of implementing a new system. Whether it be a new timekeeping software, a point-of-service system, or maybe even a new email platform, software rollouts can often be times of great confusion. Not only does everyone have questions about how to use the new software, but the ones in charge of teaching people how the software works are often still learning how to use it themselves. Without the proper preparation and guidance on implementing any new system, these processes can often run awry with issues.
At Payday HCM, we’re no strangers to the issues that can arise when implementing a new system. Even with as much experience in the business as we have, things do still happen. Not only that, but we’ve had numerous clients approach us with their own horror stories of new software implementation that’s terrifying enough to make any business professional’s skin crawl.
In this article, we’ll go over everything you need to know about human resource information systems (HRIS) and the possible roadblocks your company might face when implementing a new one. We’ll go over the problems that you can expect to see when switching your system and the solutions you can use to avoid the common pitfalls. The most common roadblocks when implementing a new HRIS are:
By the end of this article, you’ll have all the tools you need to implement your organization’s new HRIS with ease.
Resistance To Change
Change is hard and when it comes to learning an entirely new system, change becomes even harder. This can serve as a massive roadblock for implementing a new HRIS.
Hesitation and Lack of Leadership Buy-In
Employees and managers may hesitate to adopt a new HRIS, fearing it will disrupt workflows or add unnecessary complexity. This resistance can stem from a lack of understanding or perceived threats to job roles.
On top of that, without enthusiastic support from leadership, employees may view the new HRIS as a low-priority or optional initiative. Both of these things can hinder the rollout of a new HRIS as both leadership and employees may not see the new system as being advantageous to the organization and its goals.
Communication and Reassurance
To overcome these challenges, you’ll want to explain the purpose and benefits of the HRIS to employees at all levels. You’ll want to tailor these messages to show how the system addresses specific pain points. Remember: there was probably a reason for migrating systems—don’t be afraid to communicate those.
When it comes to leadership buy-in, you’ll want to include leadership in the selection and planning process to create a sense of ownership over the new system. Encourage leaders to model the use of the system in their daily work not only to help them feel more comfortable with the system but to encourage organization-wide support.
Technological Issues
As with any new system, you’re bound to run into any number of technical issues. Some of these issues can be prevented, though.
Data Migration and System Integration Issues
Transferring data from legacy systems to a new HRIS can be complicated. Errors or inconsistencies in data migration can disrupt operations and erode trust in the system. The HRIS may also need to integrate with existing tools, such as payroll software or enterprise resource planning systems. Compatibility issues can lead to inefficiencies or data silos.
On top of all of this, you’ll also need to teach people how to use the new system. If a proper training regiment isn’t planned out in advance, this can also prove a timely and tricky process.
Conduct Tests and Plan Ahead
It's important to plan ahead to prevent some of these technical issues. Run multiple test migrations to ensure accuracy and identify issues before they become issues. You’ll want to collaborate with your HRIS provider or an experienced consultant to manage the technical aspects of data migration.
On the training front, it’s important to provide diverse learning options, such as in-person workshops, recorded tutorials, and step-by-step guides. You’ll also want to establish a helpdesk or dedicated point of contact for troubleshooting during and after the rollout.
Organizational Compatibility
If you’re searching for a new HRIS, it’s likely that the one you’re currently using isn’t a good fit. However, you don’t want to just trade one bad fit for another.
Misalignment and Budgetary Constraints
Before you find a new HRIS, you’ll want to be sure you perform thorough research not only on why another HRIS might be a better fit for your business but also on why your current one isn’t a good fit. If the HRIS isn’t tailored to the organization’s unique needs, it can feel like a mismatch, leading to low satisfaction and adoption rates.
You’ll also want to be sure your organization is financially in the right place to switch systems. Implementing an HRIS requires financial investment, and budget limitations can impact the scope or quality of the rollout.
Securing Alignment and Funding
As mentioned before, research is key. You want to ensure all of the proper research is being performed before jumping to a new HRIS. This can include thorough research of a potential HRIS’s features as well as interviewing employees within your organization to see what your current HRIS lacks.
Regarding budget, it’s essential to demonstrate the ROI of a new HRIS by highlighting cost savings, improved efficiency, and strategic benefits. You can also spread costs over time by rolling out features in stages.
Level Up Your Organization With A New HRIS
Change is hard, but changing a system that your entire organization uses and relies on? Now, that sounds next to impossible. And, if you’ve read through this article, it’s likely you’ve found yourself in this situation before. Endless IT support tickets, heated morning meetings, never-ending email chains—these things can all add unnecessary stress to a process that is already stressful. With the tips provided in this article, though, you can be sure your organization will side-step these common mistakes and make this big change with confidence.
And of course, choosing the right HRIS is arguably the most crucial step of the process. From hiring and onboarding to performance management, learn more about Payday HCM’s comprehensive HR services.
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