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    Dos and Don’ts of HR Tech Implementation

    September 22, 2021

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    Ratnika Sharma
    Written By
    Ratnika Sharma

    Human resource management has never been more important. With the right kind of HR tech and its streamlined implementation, the way HR departments are run can be revolutionised. 

    The HR tech implementation rates have gone up. However, successful adoption rates have not been proportionate, largely because implementation has not been successful. 

    The factors that hinder successful HR tech implementation don’t lie in the tools and software being ineffective, but more in the lack of careful consideration and planning during implementation.

    Here is a list of dos and don’ts of HR Tech Implementation

    Aligning HR procedures and Policies:

    Don’t get stuck in the same rut.
    While there is a certain culture that you may want to retain, implementing the same old policies may not bring about the desired change. Don't miss out on the chance to switch things up and define some real change.

    Having said that,

    Do take this opportunity to rework the system.
    While some of your strategies are bound to have been working great, this is an opportunity to find areas where entirely new policies and processes could be implemented. 

    In short, the key is to mesh the best of the old strategies that have worked and bring in new strategies that are going to transform the way work is done. The workforce management style may need a few tweaks, and the solution should be customized to fit the needs.

    NOTE: Don’t overdo customization.
    HR systems can be complex and intricate customization may lead to more bugs and errors. The focus should be on what the HR software does for you and not that it is merely implemented and is executing some tasks. The HR tech implementation must be a goal-focused one, business performance has to improve.

    Data:

    Your current HRM system may be simple software, a complicated set of digital documents, or even a well-organised paper-based filing system.

    Don’t compromise on the accuracy of data fed into the new HRM tech.
    After all, your new tech uses your existing employee and HR database as a baseline.

    Do factor in inaccuracies when feeding historical data into a new system.
    Good HR tech implementers take the time and effort to mitigate all these inaccuracies; although these sorts of inaccuracies or errors in data shouldn’t be a major cause for concern if you’ve chosen a reliable tech partner. 

    Data migration is an integral part of implementing new HR tech:

    Do take advantage of this opportunity to do two important things:

    • It is as good a chance as you will get to introduce employees and the HR team to the new tech. They will get a first-hand look at it, and you will get some immediate feedback.
    • The point of the introduction is to delegate checking data accuracy to the end-users. Each employee taking responsibility to ensure that their information is up to date and that the records are accurate is vital. It minimizes data migration errors.

    Make the HR tech implementation secure:

    While data security is probably an area considered by many well-meaning organisations, it is worth mentioning. Your new HR management solution will have several people’s confidential information and payroll details in it.

    Mobile access is the need of the hour, and the HR tech system you use is likely capable of mobile access from anywhere in the world. With increased mobile and remote work, comes the need for increased security measures.

    Do consider all security measures to ensure that your data and your employees’ data are safe. 

    Do take the necessary steps to limit the chances of a cyber-attack on your business.

    Don’t fall into the misconception that your company is too small or not important enough to be a victim of cyber-security failures. 

    With workforces spread around, and many organisations taking on remote work as a standard or balancing a mix of the two, security is vital. The proper protocols and measures have to be put in place to ensure that security isn’t going to be a constant cause for concern.

    Do take security measures and the required permissions of the device owners into consideration if your business plans for employees to use their own devices.

    Targeted testing plans have to be scheduled: 

    Do take the time to test out the functions and usage of the system. Your goal is to have a better, more improved system than what was in use before.

    Don’t leave it all to the HR tech implementation team.
    The best-of-breed HR tech solution providers are highly ethical and do their best to test systems thoroughly before they are deployed. But be as involved in the process as possible to make sure the newly implemented HR tech works the way it is supposed to.

    Having said that, the right HR tech implementation partner ensures that communication is clear and that everyone is on the same page.

    Training has to be a top priority:

    Don’t take the easy way out.
    While general training on usage is important and a quick way to ensure the loop is closed, this isn’t the best way to go about it.

    Do schedule specific training programs for each type of user.
    Management teams need specific training to understand and use reports and analytics to improve efficiency and set productivity goals.

    HR teams need to adhere to strict compliance regulations and be able to get the most out of the system to leverage the tech to become more efficient at their jobs.
    Employees need to understand how it will benefit them and what they can gain out of it. They also need to be made aware of all its functions.

    Factor in scalability early on:

    Do have a long-term vision for the HR tech’s implementation and scalability.
    It does not make sense to revamp the system every time the business has a spurt in growth.

    Don’t settle.
    When selecting your HRM tech, sit down with your implementation partner and talk about the plan for scaling. Create a strategy for the future that factors in as many variables as possible. Don't settle for a system that isn't going to bolster your business for the future.

    Factor in how the costs of an HR software that is meant to manage two hundred employees will keep being efficient when you have one hundred and fifty workers.

    Key takeaway

    The HR software solutions market is a space that has become filled with solution providers. Only the best will know that your business is important to you and that these factors have to be taken into account.

    Take the Inflexion methodology for example. Darwinbox has used their industry experience and everything they have learned from over 550 successful implementations to create an implementation methodology that is accurate and efficient.

    The Inflexion method of implementation focuses on six key aspects to ensure implementation is done the best possible way. Darwinbox works closely with their customers at every step, 

    The phases are:

    • Inception

    Darwinbox and your organisation choose a team, together they create a clear-cut implementation plan.

    • Elaboration

    This is where all the data is collected from the organisation and the organisation’s business mapping is understood. 

    • Construction

    This is where the product is created and tested to ensure there are no glitches in the system.

    • Transition

    The system is ready to go live and this is the phase where the HRM system is ready to deploy. 

    • Production 

    Darwinbox stays with you while the users learn the system and learn how to get the most out of it.

    • Movement

    At any stage, before, during and well after the implementation, customers can count on Darwinbox to make sure the system you have implemented keeps you on top.

     

    When you take the step, take it with an HR tech provider that has the customer’s needs in mind. A solution like Darwinbox takes everything into consideration and even the things you haven’t thought of.

    Take a look at Darwinbox’s Inflexion HR tech implementation strategy that is precise and intricately structured to cover all the bases.

    Gartner
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