As a seasoned HR professional, there's no doubt you're an expert on the people that make up your organization. You're the company's gatekeeper, making sure all employees' information is accurate and organized. Maybe your HR functions could use an upgrade.

If you're trying to modernize HR functions with the newest human capital management technology, you'll need more than just the budget and the action plan set in motion. To see a real improvement in your organization's day-to-day processes, you'll need to make sure the people that make up the workforce actually use it.

You'll have to get all hands on deck to make sure the transition runs smoothly before the integration even begins. To help ensure workers use the HCM software efficiently and execute a smooth change management plan, it's important to spend time listening to key individuals in your organization to find out the pain points of your current systems and learn what they want to get out of the new technology you’re selecting. There are three main user groups you should connect with before making the switch to a new HCM system: employees and managers, executives, and administrators. Let's explore each of these together. 


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The foundation: Employees and managers

Your staff and management teams are the backbone of the company. They're one of the main reasons you want to improve your technology. That's why it's crucial to make sure you're meeting their needs when adopting a new HCM system.

Now, we're not suggesting you call on every single member of the organization to get their perspective on your current HCM processes. Quite frankly, meeting with everybody to discuss this matter would cost you too much time and — as a result — productivity. Instead, call on certain employees and managers from different segments of the business to get their teams' opinions on existing HCM capabilities. By speaking directly with select team members, you can figure out their typical interactions with HCM technology and get a better understanding of what elements will encourage staff and managers to use HCM systems more consistently.

Once you've chosen the right employees and managers to represent the workforce, it's time to plan out exactly what you're going to ask them. Here are some questions you might ask these select team members:

  • How often do you interact with the current system, and what do you usually use it for?
  • How quickly can you get into the current system, find what you need and move on with your day?

The visionaries: Executives

The higher-ups in the company are the ones with the most leverage in buying decisions. That's why you'll need to have at least one executive on your side when you're planning on investing in a new HCM platform. This conversation won't just be a quick, casual chat. You'll need to present a case that shows the value of this updated technology. Any forward-thinking executive won't be able to deny the power of your argument when you present them with the advantages that both the workforce as a whole and they themselves will gain. Checking in with a few members of the executive team allows you to not only make the case for changing HCM systems, but also to understand what’s most important to them about the new platform and what strategic goals it can help them define and achieve so you can incorporate those needs into your buying decision.

What questions should you ask executives when convincing them of the value of integrating to a comprehensive HCM platform? Below are some good jumping-off points:

  • What kinds of people data contribute most often to the decisions you make?
  • In what situations do you typically access people data to facilitate decision making?

The maintainers: Administrators

The final players you'll need to involve in the user adoption process of the HCM buying process are administrators. Even if they're already part of your HCM buying team, it can be valuable to work directly alongside them, isolating their unique needs. After all, you'll want to make sure they have a smooth experience with the new HCM platform and that they have the insight needed to use and troubleshoot this technology.

When you sit down to work with individual administrators, you can gain insights by asking the following questions:

  • What kinds of tools would help you get onboarded quickly with a new HCM system?
  • Where would you go to find solutions to problems you encounter in a new HCM system?

Now that you know which team members to approach — and some best practices for speaking with these groups — you should feel empowered to move forward in the buying process. If you want to find out more about how to ensure a smooth transition when buying and rolling out a new HCM system, check out our HCM Buyer's Guide. This tool can help you find the right HCM solution for your organization, while making sure all members of the business are on the same page to promote the best chance for successful user adoption.

Published: Thursday, July 25, 2019