Organisations are swiftly transforming the way they work and manage their workforce through digital technologies. With multiple HRMS tools available in the market, it is easier for companies to explore their options and adopt reliable solutions to help in digital transformation.
The first and foremost step is finding the right technology that fits into the business workflow. Of all the departments, it’s the HR departments that require revolutionising tools to support the digitally dependent generation of workers. The HR software options available in the market are vast, and purchasing one is rarely an issue.
However, the problem arises with the potential usage of the system. The buying lifecycle ends after most organisations secures an HR software subscription. It’s not just that. In fact, the works will commence only after the purchase. An HRMS isn’t just a plug-and-play tool; its benefits unleashes with comprehensive implementation and active usage.
What’s the problem?
Even though HR teams face overwhelming responsibilities, the problem of implementing HRMS software effectively stems from several reasons. From recruitment to ongoing employee support, HR professionals have a significant workload.
In big organisations, where the workforce can range from hundreds to thousands, the HR team size often remains small, making the need for an efficient HRMS essential. However, purchasing a reliable system doesn’t automatically translate to effective usage. Below are some of the key challenges:
Fear towards new systems
Change is often met with resistance, and introducing a new system can pull employees out of their comfort zones. Employees are used to their existing processes, and adapting to a new HRMS can seem like an additional burden.
For example, rather than logging their clock-in and clock-out times in a dedicated mobile app, employees might prefer entering them into a manual attendance sheet because they are more familiar with that method. This resistance can significantly hinder the successful adoption of the new system.
HR teams are busy with their usual work
Once the management purchases an HRMS, the responsibility falls on the HR team to implement the system and unlock its full potential. The HR teams juggling with multiple tasks that are monotonous and redundant find it relieving to use technology’s assistance.
However, the day-to-day responsibilities like leave follow ups, attendance management, work hours tracking, employee profile management and others leave little to no room for HRMS implementation. It is not just for HR teams but also, business owners who take up employee management in their hands along with the other tasks.
Once they find HR software, they purchase it and implement the solution partially in the business workflow. It is an immediate response for the existing problem which cannot sustain for a long-term workforce management. As a result, the system remains partially implemented and triggers misconceptions about its capabilities among the users.
For example, an attendance tracking feature might be set up quickly to address an immediate need, but the payroll module—essential for automating salary calculations—might be neglected. The HRMS might have all the tools, but without full integration, its true potential is not unveiled.
Lesser-known features of the HRMS software
Another major issue is the underutilisation of available features. HR professionals or the organization might not explore the software and miss out on core functionalities that makes HR management easier.
For instance, HR teams might not be aware that the HRMS’ capabilities to calculate overtime pay automatically. Instead, they may do these tasks manually just because they have not explored the full extent of the software’s capabilities.
Data migration challenges
Migrating large volumes of confidential data into the new HRMS often requires the assistance of IT support teams. However, IT teams are typically busy with usual responsibilities, making it difficult to prioritize the time and effort required to handle data transmission.
Without the timely migration of data, syncing the workforce management system and utilizing it effectively becomes nearly impossible. This delay slows down the full implementation of the HRMS, leaving the business struggling to make the most of the software they have purchased.
Solutions for Skilfully Implementing HRMS
To address the common challenges in HRMS implementation, HR teams and C-level executives must adopt specific strategies to ensure the system is successfully integrated and fully utilized. Below are key solutions:
Assign a responsible person for implementation
The first step is to designate a single, responsible person within the HR team or organization who will be accountable for executing the HRMS implementation across the entire business. This individual will be the go-to resource for any questions or concerns.
Choosing the right person is crucial; this individual should not only be familiar with the business’s workflows but also have a good grasp of technology. Once you have selected the appropriate person, you can proceed with the software purchase, giving them the autonomy to manage the implementation process and track its progress from start to finish.
Leverage the HR Software vendor’s technical support
Even with a dedicated team member responsible for implementation, utilizing the HR software vendor’s technical support is equally important. Most vendors offer expert assistance from product specialists who have in-depth knowledge of the software.
This external guidance is vital for setting up complex modules, troubleshooting issues, and ensuring that the system’s functionality aligns with the organization’s goals. A vendor’s technical support team can also provide insights into best practices, helping the internal team understand how to make the most of the product’s features.
Stay updated with product news and social channels
Encouraging employees, especially HR, benefits, and finance teams, to follow the HR software’s social media channels and subscribe to newsletters is a proactive measure that can improve long-term engagement with the system.
By staying informed about product updates, new features, and best practices, employees will be better equipped to use the software to its full potential. This practice allows them to get the most out of the tool by learning about functionalities that may otherwise go unnoticed. Subscribing to these updates fosters continuous learning, ensuring that the team stays ahead of technological advancements.
Utilize the support team when needed
It’s essential to emphasize the importance of using the vendor’s support team whenever doubts arise or additional assistance is necessary. The right HR software vendor will offer a responsive, round-the-clock support team that provides timely and efficient resolutions to any issues encountered during the implementation process.
If the support team does not respond promptly, it can slow down operations, making it difficult for the organization to fully utilize the system. Therefore, choosing an HRMS vendor with strong and reliable customer support is critical to smooth, uninterrupted HR processes.
Wrapping up
Ultimately, no matter how advanced or automated an HR system may be, human intervention is necessary to ensure its successful implementation. By following these steps and working closely with both internal and external resources, organizations can unlock the full potential of their HRMS software, driving productivity and efficiency across the board.
