In order to make the most of their efforts and promote productivity, many HR teams use HR systems to automate HR processes, streamline people management, and securely store data. A smooth HR system implementation can help them get started quickly and efficiently.
Use this HR system implementation checklist to find the right software and follow a streamlined process for configuration and installation.
What is HR system implementation?
HR system implementation refers to the process of adopting a new HR software solution. It includes configuring the software and addressing overall system needs to allow for smooth communication between the new software and existing systems and databases. Once the new system is in place, it also involves team member training.
HR teams can collaborate with IT departments and team leads throughout the organization to ensure the correct setup of the system. This helps eliminate the need for corrections or reconfiguration later so the whole company can start using the HR system as quickly and efficiently as possible.
How long does it take to implement an HR system?
The length of time required to implement a new HR system will vary based on several factors, including:
- The size of your organization
- The amount of data and number of data locations you’ll need to transfer to the new system
- The complexity of your organization’s requirements
- The ease of use of your new system
- Your workforce bandwidth for completing crucial implementation tasks
- System customization aspects
- The quality of your project management
Depending on these details, HR system implementation can take anywhere from a couple of months to over six months.
What is the purpose of an HR system implementation checklist?
An HR system implementation checklist helps teams across the organization stay on top of their assigned tasks and timelines. With a clear list of action items and a well-defined timeline, you can speed up the implementation process without sacrificing quality or accuracy.
An implementation checklist also promotes a thorough and methodical approach to the process instead of attempting to fill in any gaps later.
<<Download our printable HR system implementation checklist.>>
Benefits of proper HR system implementation
HR software allows HR to develop long-term strategies that contribute to organizational success. Let’s examine some of the benefits of a streamlined HR system implementation.
Maximize employee engagement
In order to track and optimize employee engagement, organizations can use HR system features. HR leaders can track metrics like attendance, people recognition initiatives, and productivity benchmarks to measure engagement levels.
When managers can access all these metrics in one place, they can quickly address potential issues and maximize employee satisfaction and engagement.
Increase operational efficiency
HR teams manage a broad range of tasks, including payroll, benefits, performance management, and maintaining team member records. Without a robust HR system and accurate implementation, HR professionals may waste time on tedious, repetitive tasks that underutilize their true skill level.
Organizations can use HR systems to increase their HR team’s operational efficiency by carefully implementing a system with automation capabilities, a user-friendly interface, and self-service opportunities.
This provides HR professionals with more time to spend on high-level, strategic tasks.
Ensure compliance
HR teams can use HR systems to manage compliance to securely store HR data and automated monitoring tools. A robust HR system will include automated updates related to new policies and procedures to help organizations stay up to date with industry regulations.
With a well-implemented HR system, organizations can reduce the risk of legal repercussions and prioritize the safety and wellbeing of all team members.
Centralize data
When organizations operate in silos and store data separately across teams, they lose precious time and compromise progress toward common goals. Miscommunications can arise as team members try to transfer data between teams, and organizations sacrifice clarity when there’s no single source of truth. HR systems serve as centralized and secure data storage so all team members can access the same data needed.
These systems consolidate administrative records, team member data, performance records, and more in one user-friendly platform.
Free HR system implementation checklist
<<Download our free HR system implementation checklist.>>
HR system implementation best practices
In addition to referencing the checklist, HR professionals can streamline HR system implementation with the following priorities in mind.
1. Establish company needs and goals
Every organization has unique priorities, challenges, and systems. In order to determine the right HR system for your organization, sit down with company leaders and establish the top company needs and goals you need your HR system to address, such as team member record management, tracking time and attendance, administering benefits, and compliance reporting.
With these goals in mind, you can move forward in the selection process with clarity.
2. Get stakeholder buy-in
Review your list of needs and goals and determine any gaps and additions from other stakeholders. This approach prevents misalignment and bottlenecks later in the process, bringing all stakeholders onto the same page before the selection process begins.
3. Research and compare vendors
Take your time researching the HR tech systems on the market and compare their features to your must-have list. Send out RFPs and reach out to vendors with questions about data formats, user-friendly features, and installation processes. Communicate clearly about your priorities and needs.
4. Explore trials and demos
Sign up for trials and demos of several HR systems. Test them out to the best of your ability and rate their ability to meet your needs and improve your daily HR operations. Keep detailed notes of every trial and demo so the entire team and all stakeholders can easily understand each option.
Pay close attention to which systems are user-friendly and which might pose additional obstacles to training.
5. Create an implementation plan
Working off your HR implementation checklist, create an implementation plan to guide you from project planning through testing and monitoring. Assign tasks to team members and make clear notes about timelines and goals.
This way, you can always focus on the next step ahead—leading to a smoother and more efficient rollout.
6. Train your team
Train IT and HR teams first and foremost, since they’ll be the key users and implementation experts from the start. Over time, ensure team members across every department have a thorough understanding of your new HR system and how to use the self-service features.
Depending on your overall HR strategy, you might also encourage team members to engage with one another on the platform and track their goals and growth.
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7. Test and improve as needed
Make the most out of your new HR system by testing, collecting feedback, customizing, and making improvements on an ongoing basis. In the spirit of continuous improvement, schedule in time to ensure that you’re reaping the benefits of automation, data analytics, community-building strategies, and advanced planning capabilities in your new HR system.
Talk with members from several teams to ask how they’re using the system and round up questions to ask the vendor regularly. This way, you can continue to make the most of your investment and advocate for added capabilities when necessary.
Return to your initial goals often and ensure that you’re seeing them shine through in your chosen system.
Optimize your platform integration with an HR system implementation checklist
Proper HR system implementation brings teams onto the same page and ensures a strategic approach to adopting new software. And you can preserve time and resources using a clear implementation checklist.
Lean on our free HR system implementation checklist to make your new platform integration as seamless, error-free, and efficient as possible. With a clear plan and a detailed timeline, HR professionals can implement their new HR system with confidence and accuracy, always confident in their knowledge of the next steps.
<<Download our free checklist for a smooth HR software implementation.>>