Congratulations, you did it! You finally completed that long-delayed and dreaded payroll conversion. Now, you can sit back and let the payroll provider work their magic. But you still can’t get those questions out of your head: what if something goes wrong? Do I still talk to implementation or someone else? What if I call my provider, and they connect me with someone unfamiliar with my account?
While these questions may be a little scary, they’re definitely important. At Payday HCM, we’ve handled numerous payroll conversions and have fielded many of these questions repeatedly once the process has reached its end. It’s a long process, and we want to ensure that every client of ours is cared for before, during, and after the process is completed.
In this article, we’ll go over what exactly happens after a payroll conversion. We’ll look at the different steps that go into crafting a successful payroll conversion and what your provider can do to ensure that your mind is at ease.
In this article, you will learn about:
- Making a smooth transition between implementation and customer service
- Having a dedicated team that knows your account
- A phone number and email to quickly reach your provider
Making a Smooth Transition Between Implementation and Customer Service
Arguably the most important step, ensuring the transition between your provider’s implementation team and their customer service team is crucial. Luckily, there are steps both you and your provider can take to make the transition clean and straightforward.
Communication is Key
Right off the bat, clear communication between you and your provider must be maintained. While you’ve likely retained a strong chain of communication throughout the conversion, that was with the implementation team—you’ll have to rebuild that chain with an entirely new team.
Toward the end of the conversion process, ask your provider to set up a meeting between their implementation and customer service teams. It’s important to ensure everyone is on the same page so that the transition process goes as smoothly as possible.
Always Ask Questions
It’s always important to ask questions, especially when you’re in the throes of a payroll conversion. You want to feel like your problems are being addressed and that nothing is being left on the table.
Don’t be afraid to ask your questions. It’s almost certain that your provider has heard them before and will be able to point you in the right direction. Simultaneously, don't be afraid to hold your provider accountable if you feel that you’re asking questions but aren’t receiving answers.
Having a Dedicated Team That Knows Your Account
Depending on which payroll provider you choose, you could be working with a smaller local company or a much larger global organization. Either way, it’s vital that you establish with your provider a team of individuals who are the experts on your business’s payroll.
Security and Peace of Mind
Your payroll can involve a lot of sensitive information about your company and your employees. Ensuring this information is safe and secure with your payroll provider will quiet a lot of anxiety—having a small dedicated team for your account is a great step.
You’ll be able to rest easy knowing that your information is only in the hands of a select group of people. Not only that, but this will streamline the process of needing to send over any sensitive documents to your provider in the future.
A More Personal Solution for Your Business
Working with your payroll provider to build out a small team of knowledgeable individuals on your account will help to create a more personalized solution for your needs. After all, you may not need access to certain things that other businesses do.
A dedicated team can help innovate and improve your business's payroll solutions. Your business is always adapting and changing, and it’s important that your payroll provider is able to keep up with that.
Keep in Touch with an Email and Phone Number
Nobody wants to talk to a robot, and nobody wants to feel ignored. Establishing a solid through-line of communication with your provider via email and phone will ensure nothing slips through the cracks and no one feels unheard.
Get Quick Answers Over the Phone
Sometimes, things can wait. When it comes to people’s paychecks, though, oftentimes it can’t. It’s important for you to know that your payroll provider will be there for you to answer those quick and urgent questions that may come up on a day-to-day basis.
Establishing a dedicated phone number to reach your provider whenever important questions come up will help streamline the conversion process. This is especially important right as you’re finishing up your conversion, as people may have questions about any new systems or processes that have been implemented.
In-Depth Answers Through Email
Not everything can be answered over the phone. Sometimes, certain questions require more explanation than can be provided over the phone. You may even need to include files or screenshots. Establishing an email through which you can reach your provider can help to take care of these issues.
Email will also help to keep your provider from feeling overwhelmed. Conversions can be stressful for both parties, so emailing with your more complicated questions will allow them to provide in-depth and accurate answers to your questions.
Conversions Made Easy
A payroll conversion can cost you a lot of time and unnecessary stress if you’re not careful. When it’s all said and done, you need somewhere that you can direct your questions and your concerns so that problems don’t start to build up. Taking the steps outlined in this article with your provider can help eliminate any stress around your newly completed conversion.
Here at Payday HCM, we’re here to remove any stress about converting your payroll. Ensuring satisfaction for our current and future clients is our top priority. Learn more about what you need to know about payroll conversions.
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