So, you’ve invested in new software designed to solve all your biggest HR problems. All done? Not by a long shot! New software still needs to be used (and understood) by the human beings in your workforce. Automation and AI might continue to replace certain types of jobs, but for the foreseeable future, you still need to humanize your new software. Planning and training can smooth the transition for successful HR technology implementation and adoption.
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How to humanize HR Technology implementation
Create an HR technology implementation plan
Can you convert to the new software in stages, or will it need to be implemented all at once? Either way, you need a schedule with target dates for the final rollout. Introduce employees with detailed training well in advance, and make sure you have time to address any major concerns they identify. Essential processes like timekeeping may need manual backups during the transition.
Make it helpful and familiar
As you probably know from training employees, the psychology of adult learning is very different from high school and college learning. You’ll need to communicate early and often, giving workers time to adjust to new systems. Explain why the new software is needed and how it will help—both for individual employees and the company as a whole.
Unlike younger students, who can be excited to learn about everything, adult learners need to know why the new information deserves their limited attention. Build excitement by emphasizing how the new software has the potential to improve daily life in the office.
Keep it simple
New, unknown software can be intimidating, from replacing your old smartphone to finally downloading the latest Windows update. Make things easy by choosing user-friendly software and walking employees through their routine tasks.
Practical demonstrations should allow workers to follow along, seeing how to login and navigate through menus. Some curmudgeons may argue that new technology is unnecessary, so take the time to show how your new software will ultimately make life easier.
READ: Netchex Receives Multiple Awards Praising Ease of Use, Customer Service, and COVID Response
Plan for a learning curve
Adult learning needs to be efficient and convenient. Use a Learning Management System for new hires and current workers. Remote access lets everyone absorb the material at their own pace. Try to accommodate all learning styles by presenting verbal and written explanations along with visual demonstrations. Guided training and free exploration should both be possible.
Make documentation available for troubleshooting and FAQs, so self-motivated employees can answer some of their own questions, even weeks or months after completing training. Gather feedback along the way, adding quick assessments and surveys to the end of training sessions. Popular questions may deserve additional training or extra documentation.
READ: Seven Reasons Why You Need a Learning Management System
Identify champions to lead the way
Both HR staff and managers can seem like outsiders when it comes to the practical, daily routines of workers. Two or three well-respected employees may be better at explaining the advantages of new software to their colleagues.
- Step 1 – Find your champions and early adopters
Look for savvy workers who understand the perks of the new upgrade. Consider giving a preview and accelerated training to a few of the more motivated and forward-thinking team members. Get their feedback and they can help promote the new rollout.
- Step 2 – Ramp up adoption company-wide
Depending on the systems involved, you may be able to make the change in stages. A partial rollout can identify any problems before they cause system-wide complications. Early adopters can help their colleagues with quick fixes and tips from their own experience to help with more universal HR technology implementation and adoption.
- Step 3 – Meet the holdouts and stragglers head-on
Late adopters will continue dragging their heels as long as possible. Instead of ignoring the problem, try to address their individual concerns. They may have legitimate fears about the drawbacks and unintended consequences of the changes.
LEARN: HR Technology Integration – Why It Matters and Why You Can’t Afford to Ignore It
Some updates and software changes seem unnecessary to the average user. You should be able to explain and demonstrate the advantages of new software. After the changeover, it’s worth providing a followup to show the resulting metrics.
A digital time clock or new scheduling portal may not seem to make things easier for the average worker, but you can demonstrate how the new system will streamline processes like data collection and reporting.
If necessary, you can also provide incentives and gamify the transition to new systems. Make it a competition between departments or find another creative way to offer positive reinforcement.
Be patient and persevere
Changes can be tough, and major transitions (especially HR technology implementation) will not happen automatically. Growing pains and unpredictable roadblocks seem inevitable, but try not to lose your sense of perspective. Keep the end goals in mind, with improved efficiency and detailed reporting. Keep yourself accountable to deadlines with reports to executives and upper management.
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