Changing any system for a global workforce requires detailed planning and implementation to ensure a smooth transition to the new procedures, with the minimum disruption to the daily work flow. Taking advantage of the technology available to connect offices all over the world, HR departments can guarantee compliance to global policy guidelines by every office, wherever they are located.
Five key factors can make the difference between a seamless changeover, and months of troubleshooting a poorly planned implementation.
1) Research Thoroughly
It is important to target the process to the particular region, in terms of working practices, the people involved, and resources available. The implementation of a system in one office, does not guarantee the success of the implementation in another office. Each new roll-out should always address local issues to make the system compatible the local language, experience using software etc. Consult the local managers and get their feedback on any issues that could affect the roll-out.
2) Publicize Your Roll-Out Plan
Users should always get advanced warning of the new planned system, with regular reminders, right up until roll-out day. Give users specific details on the timing, and format of the implementation, so there are no surprises for them, and have people available to answer any questions about the new unified HR system. Advance notification allows users to prepare any work or necessary documentation beforehand.
3) Be Clear About the Roll-Out Process
User expectation can sometimes exceed the capabilities of a new system, so it is important to make the scope of the new HR system clear, to avoid any disappointment after implementation. Explain how the changes will make their work easier without exaggerating or making false promises, and get the employees on board with the change.
4) Do a Phased Roll-Out
Making the new system available only to heads of department first of all, then managers, and finally HR staff, ensures that leaders are comfortable using the new system, and can flag any potential problems that could affect their team. When the new HR system is released to everyone, managers can confidently explain how it works to their team, and then there should be no problems with implementation. Allocate a dedicated systems representative in each location to back-up the rollout and deal with any technical issues.
5) Get Help Implementing the Roll-Out
The supplier of the HR software system will be well aware of any issues that other companies or departments have experienced, and they are the most qualified to help ensure a smooth rollout. Instead of struggling to deal with the change in-house, take advantage of the vendor knowledge, and involve them at each stage, taking their advice on how best to handle the roll-out globally.
These five steps will make the global roll-out of a new HR system a smoother process, with few, if any problems. The employees aware of the changes taking place, the managers equipped to support them, a systems representative to deal with any technical issues, and vendor support all contribute to a successful rollout of a unified HR system worldwide.
