Implementing any new system can be stressful for both business owners and staff. With any change, there is an expected level of bumpiness as you embed new processes and ways of working. When implementing a time and attendance system it’s even more important to make the transition as smooth as possible, after all, its a system that is grounded in the staff experience. If you are considering or are soon to start implementing this system, use these four-time and attendance tips for a smooth transition.
Make it collaborative
The hard part of any change management program, including implementing new systems, is bringing people on the journey with you. The best way to make that implementation as smooth as possible is to start with the end-user in mind. Don’t just think like them, bring them into the room when you are designing the process, the look and feel and the journey for the staff. By involving the user of the system you will create a much more successful implementation.
Don’t hide behind business jargon or try to hide the benefits that the business will realise as well. The worst implementations are those that try to pretend like it is all about making the employees’ lives easier and the business doesn’t get any benefit. Be open and talk about the benefits for every user. Allow the staff to see how you will use the system and why it is important for everyone to be on board with the change. A benefit to the outsourced time and attendance solution is that you and your team are on the same team, so to speak. Be sure to let them know that every level of staff is included in this endeavour.
There is always going to be some level of uncertainty for employees who aren’t directly on the project team. Don’t allow weeks to go by without any update or showcase of the work. Try scheduling fortnightly showcases on the project roll out so that staff can see exactly what has happened and where the project is at. A lot of uncertainty stems from a lack of information, so do your best to remove that barrier and the project will go a lot smoother. Our specialists are always at the end of the phone to discuss any matter, with our messaging tailored to any audience.
Don’t try to run the project without the subject matter experts involved. That will only result in people pushing back against the change because they feel left out. Instead set your implementation project up in streams of work, then allocate a stream lead who is responsible for that body of work and keeping there fellow staff updated. We can even organise for a meeting at your workplace to flag any accountability issues early on. If everyone has skin in the game, then the implementation will run a lot smoother.
Time and attendance systems offer a multitude of benefits, but they are a shift away from the ‘normal’ process. Any such shift is bound to be a little bumpy. Use these four tips and you’ll be sure to experience a smooth implementation of your time and attendance system. Contact our i3 Group team to understand what the next steps are.