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    10 Best Practices for Successful HR Tech Implementation

    September 23, 2021

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    HR Tech implementation best practices
    Unmesh Lamture
    Written By
    Unmesh Lamture

    If you're looking for a Human Resource (HR) technology solution, you have a lot to consider. How do you find the right fit? What do you need to make the implementation a success?

    Companies looking to optimize productivity, results, cost, and effectiveness are the ones most in need of intelligent HR tech implementation. HR Tech implementation is being carried out worldwide by small, medium, and large organizations. While technology has improved, its implementation is an area that hasn’t always seen the desired success.

    More often than not, even with legacy players in the HR tech space, successful HR tech implementation can take years. Even in the case of players like Oracle or SAP, implementation can be unsuccessful.

    There are several different phases to HR tech implementation, and an HR tech partner who has streamlined the implementation process and identified what works best is who you want. Find a partner who has learned from implementation experience and can integrate those learnings into implementing HR tech in your organization.

    What are the best practices for successful HR Tech implementation?

    1.  Understand what your organization needs

    Businesses tend to rush into obtaining the latest tech to ensure they maintain a competitive edge. The first step in the process is to collate the relevant data and then map the entire process. 

    This will give you insights into what areas your organization needs more support in from the HRM software.  Understand what areas need to be optimized in your organization before you choose the HRMS software. 

    Take some time to analyze what could be gained from implementing HR tech and which areas of your business need support.

    2.  Get feedback and support

    While it is important that the top management has a clear idea of what the HRMS suite should do and what they need from it, it is equally important that feedback is taken from employees. Ensuring the selected management system fits into both the work culture and requirements of employees is a good way to implement it successfully.

    Employees and management teams need to be willing and enthusiastic about implementing new tech.

    3.  Remember the human aspect

    This is the part where you consider the following:

    • What does every human resource in your organization need? 
    • How can the HR department benefit from the HR implementation?
    • What can you learn from each department, how can they each find value in using the HR management software?
    • What do the employees want incorporated into the system?
    • What kind of engagement do they feel is missing?
    • How will the system increase productivity?

    When defining the scope of improvement or change desired by HR tech implementation, these are important questions to consider. Take the human aspect into consideration and keep it at top priority.

    4.  Be clear on ROI

    Investing in big names that have done great things in this space can be risky. More often than not businesses choose names over features and practicality. 

    This can become a serious cause for concern when the returns aren’t taken into account. The HRMS software that you select has to be financially sensible for your organization.

    A clear picture of how the business will get its returns in terms of cost savings or increase in productivity is crucial. Another determining factor when choosing an HR tech partner is when you will get the ROI.

    Measurable goals need to be defined to allow for smart planning and evaluation of the success of the HR tech implementation. When planning, make sure that the organization and, more importantly, the technology used can adapt to meet the goals.

    5.  Integrate the implementation to fit in with your existing IT infrastructure

    Most businesses already have some solutions in place. A higher number of IT systems could lead to more weak spots. You need to seriously consider whether the new HR tech can be integrated into the existing HR and IT system or if the old one needs to exit and make way for the new.

    Ensure that your in-house IT team works closely with the solutions provider to optimize the integration or installation of a robust IT ecosystem and create a seamless flow of data between systems.

    Being able to use an existing structure not only saves on costs, but also reduces the time required before your system can be put to work. 

    6.  Make sure your systems are secure

    Your IT team will have a clear knowledge of the current security measures in place and potential threats. Make sure this is communicated well to your new HR tech partners. This will help them implement measures to mitigate the threats. With tech integration on the rise, security isn’t an area that can afford to be ignored.

    Your HR tech partner will be able to suggest security systems that you need, although some of them are a must-have such as the following:  

    • Employee data privacy policies
    • Human resource data privacy policies
    • Legal compliance policies
    • Customer data protection policies
    • Access to information policies

    Ensure that systems that are being implemented fit in with compliance requirements, laws, and regulations that are constantly altered. Set up a trustworthy team to manage this.

    7.  Managing implementation

    Your HR solution provider is likely to have an efficient team in place, but your organization also needs to oversee that the HR tech is implemented the way it needs to be. Being closely involved with the implementation process allows for more clarity.

    Create a committee that can keep a tab on progress, plan and overcome potential obstacles. This team will also be tasked with ensuring that the implementation checkpoints are implemented on time.

    Key points to remember are that a good plan should be chalked out and adhered to. A solid, phased implementation plan has to be drawn out and, more importantly, managed closely. Allocate the right resources and assign tasks to the right people.

    8.  Communicate and manage the change

    Of course, some things are going to be different. Identify hindrances in adopting a new system, as mentioned in point 1, and create room for employees and management teams to communicate feedback and talk about the issues they are facing.

    Another aspect that many organizations fail to take into consideration is being clear and concise about the change. Inform all concerned parties about how to use the new tools, what advantages they will gain, and how it will improve their experience at work.

    Change can be difficult. Managing that change and introducing it in phases reduces friction.

    Trainers have to be educated on how the system works and how it benefits employees. They will, in turn, pass that information on to employees. Schedule training into the plan and ensure there is enough time for it.  

    Great HR tech implementers would already have successful plans and methods to manage this change. Take a look at Ask Darwin, where there is a list of quick solutions and answers to FAQs.

    With the emergence of new issues at the workplace and new solutions to combat them, changes are bound to happen around the workplace, and all this has to be communicated clearly.

    9.  Plan for scaling

    No matter the current size of your organization you want your business to grow. An inexpensive solution that meets the needs of your current workforce is great, however, investing in software and tech that meets your growth at each stage can turn out to be capital intensive in the long run.

    Hence the HRM solution you select should be easily scalable to meet your business's growth pattern.

    10. Bridge implementation and customer success

    Having clear open paths of communication is vital. All departments must be able to see each other's success and failures, thereby allowing them to provide input where needed.

    Transparency will bring a shift in the mentality of your workforce. This directly influences the relationships with your customers, thereby ultimately affecting how your customers relate to your business.

    To summarize

    The HR tech space is becoming increasingly competitive, and this has created a race for innovation and an unprecedented desire to deliver on promises. If your organization considers implementing an HR tech solution, look at providers that have executed successful implementations.

    Having worked with hundreds of businesses, Darwinbox has accurately analyzed abundant data to suggest unique and accurate ways of effectively implementing HR solutions.

    Darwinbox’s Inflexion is the result of painstaking research and learnings developed from over 550+ enterprise-level implementations done globally. Take a look at this six-step implementation methodology that delivers precisely what is promised.

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