You did it! You picked the right HR software provider, navigated your way through a tricky (and time-consuming) implementation phase, and now the big day is here. It’s time for your HR software rollout!
Let’s make sure your project ends with a bang. With a little planning, you’ll be on the road to end-user buy-in and high adoption rates. And you’ll be able to clearly see and show off the return on investment (ROI) of your new HR system.
Here are five tips to make sure your HR software rollout is successful. And if you want more advice on how to increase engagement with your HRIS, be sure to check out our in-depth HR software adoption playbook. It includes a handy checklist to make sure all your pre-launch tasks are completed before go live.
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- HR software rollout tip 1: celebrate your launch
- HR software rollout tip 2: encourage initial engagement and use
- HR software rollout tip 3: provide formal and informal training
- HR software rollout tip 4: keep engaging with super users
- HR software rollout tip 5: engage managers and leaders through data
HR software rollout tip 1: celebrate your launch
Your new HR software’s launch is a significant milestone. You and the whole HR team – not to mention all your other stakeholders and internal champions – have worked hard to get to this point. So let’s celebrate that achievement!
Whether your organisation works on-site, remotely, or a hybrid of the two, find a way to share and mark the project’s launch. “That might be through a company all-hands meeting, intranet posts, or a desk drop of bespoke merchandise,” says Ciphr’s internal communications lead, Amy Thomson. “And before you even get to that launch point, think about how you’ll have built up excitement and anticipation. You could run a teaser campaign, and even a competition to name your new HR system.”
HR software rollout tip 2: encourage initial engagement and use
To ensure your team starts using the new system right away, encourage them to check their personal data, book holidays, and view their payslips. Sharing the first wins and immediate benefits of the system can help to build momentum and demonstrate the value of the new software.
“It’s crucial to get line managers on your side,” says Karen Lough, director of people at Ciphr. “If they don’t set the right example and get stuck into using your new HR software, then it’s unlikely that the rest of your employees will follow.
“Don’t wait until the system’s launch to engage with line managers,” she adds. “Reach out to them in the four to six weeks leading up to launch, to give them an early preview or access if you can, and to brief them on what you’ll be asking employees to do. That might be tasks such as submitting holiday, viewing payslips, or reviewing policies or personal data.”
Leaderboards and small prizes for the first users to complete certain tasks can also create excitement and urgency in your launch week, adds Thomson. “And think about encouraging users to post their reviews of the system, or successes, on your intranet. Testimonials go a long way to building positive momentum.”
HR software rollout tip 3: provide formal and informal training
If your new HR software isn’t intuitive and easy to use, then you’ll need to provide employees and line managers with help and tips for finding their way around.
Our software features in-built guidance and tool tips that guide new users through common tasks and areas of functionality. If these aren’t available in your chosen software, then your HR team will need to provide bitesize videos or written training guides, and tell employees how they can request further help or report issues.
Be sure to identify any user groups that may need extra support, such as those with limited IT skills. Develop targeted training and engagement strategies to help them become confident in using the system.
HR software rollout tip 4: keep engaging with super users
Super users and champions play a vital role in the successful rollout and adoption of your HR software. Listen to their feedback and develop plans to address any areas for improvement. After all, making a success of your HR software doesn’t end on launch day. You’ll need to continuously improve and refine your software – with the support of your vendor and team of champions – to make sure your system is fit for purpose, now and in the future.
Related reading: Beyond launch - tips for long-term HR software success
HR software rollout tip 5: engage managers and leaders through data
As we mentioned earlier, getting managers and leaders on your side is vital to a successful HR software rollout.
Your new HR software should feature an analytics suite or reporting functionality that will enable you to share metrics on usage volumes, and help to quantify the time saved by the HR admin team (and, if applicable, line managers) by launching your new system.
You’ve worked hard to implement HR software. Don’t fall at the final hurdle
It might have taken you anywhere between three and nine months to choose, purchase and implement your new HR system. So don’t fall at the final hurdle. Make sure your rollout goes to plan with our handy HR software adoption playbook, free to download now. It’s packed with advice from our customers and was co-written by researchers from the University of Kent. So you can be confident it’s full of sound advice.