By: Sara Martin, Principal
Did you know that the average HR management system is more than five years old? The reality is that technology is constantly evolving along with the needs of your increasingly mobile audience, so as soon as you implement a solution, new alternatives with more functionality emerge. This can be a problem if your systems can’t adapt quickly to these changes, and it can often feel that you’re in a constant cycle of change.
SaaS (or Software as a Service solutions) are becoming the answer to this, as they enable a seamless, optimal user experience, improved functionality and mobile access.
However, the process involved in choosing – let alone implementing – a new SaaS system can be daunting. Is an all-inclusive solution a better fit or should you integrate with existing systems? Is a cloud-based or on-premise solution a better option? Will your users prefer a mobile responsive design or an app they have to download?
To set yourself and your teams up for a successful outcome, consider these best practices:
- Include key stakeholders – mindfully. We encourage our clients to invite Finance, IT, and key business users into the decision-making process. Finance and HR data require integration with your General Ledger, while your IT department will build your integrations and support the system post- implementation. Meanwhile, key business leaders can be the change agents that make or break a successful deployment. However, before you send that first calendar invite, figure out the best points in the project journey for your stakeholders to be involved, set expectations upfront about roles and involvement and have a clear communications plan running through your entire initiative.
- Take an inventory of all the systems you currently touch. Don’t miss opportunities to ensure a seamless flow of data across systems and processes. Include all benefit providers, applicant tracking systems, background check providers, eVerify, Active Directory, talent management, learning, to consider where data flow is essential to business processes and start uncovering the true costs of implementation. (Work with an IT partner to do this more specialized task if you don’t have bandwidth on your team.)
- Align launch dates with the beginning of a quarter. This will enable a smoother data conversion process and reduce the risk of data errors. Keep in mind that HR Technology implementations could take between 2-6 months or longer.
- Be where your team is. Whether intentional or not, your workforce is mobile. Employees and managers want to access their personal data and work on the go. Some SaaS solutions provide mobile apps to access their solution and others have mobile-friendly websites. Take the time to review both versions to determine what is right for your team.
- Prepare for change. Because HR technology affects everyone in your organization, don’t underestimate the importance of effective training, communication, and change management efforts before, during, and after the implementation. For more on this concept, click here.
- Don’t get sold a solution you don’t need. Make sure your team has clear business requirements to meet your current and future-state needs. There are many HR technology options, so do your homework. Be clear about what you need and come prepared with questions.
Still have questions? We navigate our clients through complex, mission-critical initiatives with a combination of industry expertise, project leadership and on-the-ground support. Talk to us about how we can help you with yours. Click here to connect with Salo.
Sara Martin is a Principal in our Minneapolis office.