Top 10 Ways to Implement HRMS in Your Business

Online human resource management system has been supporting HR department with a plethora of activities and has been able to streamline its entire work process. It has resulted in reduction of cost and errors, improvement of compliances, boosting the productivity of employees, improving their morale etc.

An online human resource management solution is an investment that most businesses never regret making. Workplace changes keep happening as the business keeps evolving and HRMS software is no different. The implementation phase starts once you have selected and purchased an online HRMS application. It is important to consider various factors prior to commencing the implementation phase.

Activities that can be done on HRMS:

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It’s no surprise that HR leaders struggle with where to begin with respect to the implementation of HRMS in business. Answers to some of the following questions start becoming a daunting task.

1. What are the objectives and priorities the company is planning to address with HRMS software?
2. What is the best way to implement HRMS and use it to meet business needs?
3. How can you maximize your investment by implementing HRMS?
4. What steps will ensure adoption of the online HRMS by employees?

It is important to take various measures and smooth steps before implementing projects like online HRMS to enjoy the benefits quickly. Following are few ways to implement the HRMS software in a successful manner.

1. Initial Assessment

Begin the implementation with understanding what does the company wish to achieve from HRMS. It is a vital question that needs to be answered in the beginning. Otherwise one might realize, after the implementation has been completed that the system doesn’t handle all the company requirements properly. List down various functions that need to be achieved from the HRMS. At the same time do not overlook the future perspective. Just because the company may not require a particular HRMS feature today, doesn’t mean that it won’t require that feature in the future as well.

2. Create a Project team

It is important to identify a set of employees who will create and establish a comprehensive project plan to implement the new system. This will include drafting the objectives, meeting all required deliverables during the implementation phase and course correction actions. If necessary components are well put together in the beginning stage itself, it can result in proper implementation. Such kind of project plan needs to be a dynamic document which will keep changing on a daily level basis. It shall also support to understand the role clarity, responsible heads and individual deliverables. Without a good plan the company may miss out on few important aspects which are maybe, expected out of the system.

3. Inform employees

It is important to inform all employees in advance that a human resource management solution implementation is on the way. Keep all the stake holders who will be involved in the process informed. Give all the employees a heads up about the new change and request them to bear with the initial issues till the process sets up completely. This will help keep the anxiety and confusion level low as well keep the employees prepared to avoid bothering HR with immediate enquiries or issues.

4. Duration of Project

This is another challenging task of allocating additional time for implementation of the new project. While implementation is in the process, other chores have to be managed by the teams by investing additional time. Usually, the time allocation for implementation will depend on project size, complexity and resources available for successful implementation. A long project time line may have an adverse impact on employee motivation and thus it is important to set a GoLive date. However, one needs to be realistic in setting these time-lines and sticking to them. The date may be changed depending upon results received during the testing phase. If the project is incomplete and has a faulty system, then meeting the deadline in not worth the risk.

5. On time, within budget

One way to ensure a continuous support from senior management of the company is by implementing on time and within the budget. Usually large projects such as the implementation of HRMS software can get side tracked easily. Teams land up suffering from ‘scope creep’ which is a term for allowing or agreeing to additional work request that are not the part of the original project plan or objectives. This issue is not limited to large companies only, even SME’s face this challenge during the implementation phase. The extra efforts required to take on a new project can quickly spiral out of control.

6. Training for employees

It is one of the most important and obvious steps to make the implementation process go forward smoothly. The HR team will first have to test, use and implement the system before launching it to the other employees. Encouraging the employees to raise queries will help the HR department to identify challenge areas and to address them smoothly over a period of time. Using tools like a training session, giving FAQ handouts and manuals can help HR’s to communicate the message in a simplified manner.

7. Change Management

Employees especially in SME’s have resistance towards using new systems. Ensure that post training, employees are using the new system to address all their queries with respect to human resource department. Post using the new system frequently identify the gaps or other technical features that are causing hindrance to daily operations. Discuss these with the seller of HRMS software and identify potential solutions to your queries. Remind other employees to be patient until the HR department is themselves accustomed with the system. Post successful implementation engage with people beyond the core team and keep them informed about the impact and befits received with the new system.

Change Management Framework

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8. Technology Management

Technology is one of the most dynamic areas of businesses. It keeps changing frequently and the need for overall management should be well understood. The IT team will need to be informed and trained on various parameters such as server configurations, use of cloud systems and other aspects of the software application. Having a right technology resource will help the company to implement the new system in a hassle free manner. Companies might also want to invest in purchasing and maintaining new equipment required for the implementation.

9. Customization

Most of the online HRMS packages today are robust and flexible enough to customize them as per business requirements. Thus before requesting for any customization one needs to answer questions such as – is there a solid business case that supports the request for customization, how it will impact future system upgrade and if the company can quantify the return on investment. In quite a few cases it will be discovered that there is no requirement for any customization at all. Customizations especially are done on the premise of ‘we have always done it this way’ are not scalable and should be avoided.

10. Documentation

The last activity is to ensure that each key aspect of the implementation is properly documented. This will always come as handy to new team members or when it has to be passed on to operational teams for daily management. Documentation aspects like outstanding issues in forms of logs, decisions made on projects, system training manuals, technical details and table set-ups should be included in this step.

It is important to embark on forward thinking journey and keep validating the value the new system will bring to the organization. Develop and maintain a knowledge and produce meaningful data to others in the organization. By providing information which can be used to make key decisions, online Human resource management solutions will help in achieving a strategic milestone within the organization.

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