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How to make moving to a digital HR system easy

Published 9 May 2019
3 min read
How to make moving to a digital HR system easy

They say change is as good as a holiday. But change can also be really hard – especially when you’re transitioning from paper to fully formed digital HR system. There will be massive benefits once you make the switch (knowing you’re more compliant, onboarding in minutes, less risk of human error, being more efficient in your day) but it can be difficult when you’re trying to change the company behaviour. Here are my top tips on how to help ease your transition to a HRIS (aka a digital HR system):  

1. Bring your team along the journey

It always helps if the team feels invested in the project from the get go. While it can be difficult to get everyone inside a business involved, I recommend forming an internal committee that represents each team that will be using the new HRIS. This way each team will feel included and you should have a cheerleader inside each team at the end of the journey.

2. Set your goals

Implementing technology for technology’s sake is never a good idea. You should have clear objectives and results that you want to achieve by implementing a new HRIS. It can be as simple as “we want to help you get leave approved within the hour” and “we want to save two hours for each person we onboard into the business”. Communicate these objectives not just to your leadership team but also to the broader team so they know why you’re doing this.

3. Gather your data sources

What information do you want to include in an HRIS solution? Once you’ve identified what information you want to bring into an HRIS (and whether that information is stored digitally or offline), it’s also good to note who has access to it and is it duplicated anywhere. If there are duplicates of information (this happens a lot when paper files are involved), start your audit early to create a single set of information. This will help when you come to implement your new digital HR system.

4. Develop your scope

We always recommend starting with a scope where you capture the needs and challenges of each team and can develop a single document that covers exactly what everyone wants and needs. For HR technology, some questions to consider;

  • How do you want to improve your HR processes (ie. ensure compliance with Fair Work)?
  • What are your current HR challenges (ie. onboarding twenty people per week)?
  • How fast are you growing? What do you see your challenges are in the next three, six or twelve months?

Once you’ve captured all your requirements from your new HRIS, prioritise them. Work out what an HR solution absolutely must have to it won’t work for your business and what are nice to have features that would future proof you or be cream on top.

5. Set yourself up for a smooth implementation process

Once you’ve identified the HRIS for your business, it’s important to set yourself up for success in the implementation process. We’ve already recommended getting your data sources ready to help you identify the right HR technology for you but making sure you also have the right people ready to help out. If the implementation process drags out, it delays the businesses seeing value in the HRIS you’ve selected. This can make the transition really difficult.

6. Become a super user!

With a digital change coming to the business, it’s important to make sure there’s always someone who fully understands the system and can train other people. If you’re looking at a SaaS solution (ie. software that lives in the cloud), chances are there will constantly be new features and developments that will deliver more value to your business. Becoming a super user means that you’ll always be getting the most out of your system and showing others how to do it too. You might also get to help build a feature or two along the way. For more tips on how to transition to a digital HR solution, check out our Ultimate HR Manager’s Guide to HR Software.  

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