Optimise | Five considerations before implementing a new HR solution

Five considerations before implementing a new HR solution

How much planning does it take to implement a new human resources information system (HRIS)? In this article, we’ll take you through the five key considerations to ensure a successful implementation, along with examples of how Personio has helped companies do exactly that.

1. Understand your organisation's needs

While this might seem like something of a general consideration, it strongly applies to both the selection and implementation of any new solution. From our own experience helping 12,000+ companies settle on a new solution, this often involves:

  • Evaluating current processes: Identify pain points in your current HR processes. Are there repetitive tasks that could be automated?

  • Identifying gaps in data: Especially when it comes to implementation, are there gaps in your data management? Do you need help from employees to plug those gaps?

  • Stating future requirements: Consider your future growth. Will a new HRIS scale with your organisation? Does it offer features that will support your long-term goals?

A useful best practice is for your HR team to ‘stack rank’ your needs and requirements. Which tasks do you want and need to address first? What are necessary and what are nice-to-have features? Take these with you into the selection process.

How Personio helps: Personio’s all-in-one HR software allows you to automate tasks across the employee lifecycle. Additionally, Personio’s scalable solution ensures that, as your organisation grows, our software can adapt to new challenges and changing requirements.

2. Choose the right HRIS provider

Looking at your current needs while also looking to the future is no easy task. That’s why it’s important to choose an HRIS provider that can do a little bit of both — and is willing to partner with you on that journey. Here are some factors to consider:

  • Reputation and reliability: Research potential providers, read reviews, and seek recommendations from other HR professionals.

  • Customisation and flexibility: Ensure the HRIS can be customised to fit your specific needs. Flexibility is key to adapting the system as your organisation evolves.

  • Support and training: Look for a provider that offers comprehensive support and training. This will be invaluable during the implementation phase and beyond.

Here’s a handy best practice: The mark of a great HRIS provider is how well they can integrate with other tools to suit your unique needs. For example, Personio integrates with 200+ workplace tools to suit the diverse needs of organisations across the UK.

How Personio helps: Personio has numerous positive reviews and testimonials. Moreover, we provide robust support and training resources in our Voyager Academy, as well as dedicated levels of support to ensure a smooth, fast implementation.

3. Plan the implementation process

Implementing a new HRIS will only be as successful as the plan you devise. To ensure a smooth transition for your HR team, managers and employees alike, consider the following steps:

  • Establish timelines and milestones: Partner with a team who can craft a clear timeline with specific milestones and achievements. This helps keep the project on track and ensures all your most important stakeholders are aligned.

  • Migrate your data quickly and securely: Find out how you’ll transfer data from your old system to a new HRIS. This can be a complex process, so it's important to allocate sufficient time, resources and solicit the right expertise.

  • Plan out a testing and feedback process: Conduct thorough testing with a pilot group before rolling out the system organisation-wide. Gather feedback and make necessary adjustments to ensure a high level of engagement.

Something to keep in mind is the user-friendliness of a new HRIS. When you choose something that is already user friendly, it makes implementation and adoption easier for every part of your workforce. Consider how it can frontload a lot of that implementation work.

How Personio helps: Personio’s implementation team works closely with your organisation to develop a detailed project plan, including key milestones and timelines. We ensure a seamless transfer of employee data, while offering testing phases to gather feedback and make adjustments before full deployment.

4. Engage stakeholders and communicate effectively

Successful implementation requires buy-in from all levels of the organisation. Here’s how to ensure effective engagement:

  • Gain top-down support: Secure support from senior leadership by focusing on how a new HRIS can provide rapid ROI. Their endorsement and buy-in can significantly influence the adoption of the new system.

  • Maintain clear levels of communication: Communicate the benefits of the new HRIS clearly to all employees. Highlight how it will improve their daily tasks and overall work experience, from making changes to personal data to requesting leave.

  • Roll out training programmes: Develop comprehensive training programmes to ensure all users are comfortable with the new system. This can include workshops, online tutorials, Q&A sessions and ongoing support.

How Personio helps: Personio provides communication templates and resources to help you articulate the benefits of the new HRIS to your team. We also offer extensive training and support to ensure all users are proficient with the new system.

5. Monitor and optimise post-implementation

While a team like Personio can often get your HRIS implemented in somewhere around six weeks, that work doesn’t stop once you’ve rolled out a new system. Continuous monitoring and optimisation are crucial, which is why you should consider the following:

  • Keep an eye on performance metrics: Establish key performance indicators (KPIs) to measure the success of the new system. This can include metrics like user adoption rates, time saved on administrative tasks and employee satisfaction.

  • Establish important feedback loops: Create a feedback loop to gather input from users regularly. This helps identify any issues early and allows for continuous improvement.

  • Request ongoing support: Ensure there is ongoing support available for users. This can include a dedicated helpdesk, regular training updates and a community forum for sharing best practices.

How Personio helps: Personio’s analytics suite allows you to track key performance metrics and generate insightful reports. Additionally, Personio offers an active user community for sharing best practices between other HR professionals.

Select your next HRIS with care

Implementing a new HRIS can be an easy feat, when you have the right partner by your side. By taking into account your organisation's needs, choosing the right provider, planning the implementation process, engaging stakeholders and monitoring post-implementation, you can ensure a successful transition to a more efficient and effective HRIS.

For more information on Personio's HRIS and to start a free trial, click here to start a trial or speak with an expert today.

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Personio is the Intelligent HR Platform powered with smart automations, dynamic adaptability, and proactive insights to help HR teams prioritise their people. Trusted by over 14,000 businesses that together manage more than one million employees, Personio eliminates manual work through automations, easily manages the entire employee lifecycle at scale, and offers the tools to make HR teams and employees successful. Personio is designed to help businesses do smart work, not busy work.