Personnel work means a lot of work. Suitable personnel software can help automate work processes. How can the implementation succeed against all odds, even on a small scale? Company?

Implementation of HR software: 12 steps for small & medium-sized businesses

What can HR software do for companies?

What is HR software? Personnel software is a computer program that companies use to calculate, manage, move and build data such as wages, holidays, vacations, company moves, etc., and create social data archives. Assuming an employer has several locations, the HR software is a possibility for employers to coordinate them, transfer and synchronize data.

Starting point: a company has all of its own objectives achieved for the coming year. They are so satisfied with their new product that they decide to invest in new tools to make their work processes more efficient - especially in human resources. So the company is looking for a consultant for its new software. He makes suitable suggestions and consults with the management.

The typical scenario: a company wants to introduce HR software

Everyone is enthusiastic about the idea of ​​being able to use HR work even more effectively with this tool. The Chief Human Resources Officer is particularly euphoric. This new product is going to have some great features. This includes the administration of employees and the associated tasks, but also the administration of contracts, payroll, working hours, vacation time, sick leave, etc. The personnel software will also save a lot of money in this way.

Management then meets with some of the senior IT staff to develop a plan and new goals. And this is exactly what vetoed, because the software is difficult to implement in existing processes. So everything at the beginning - and in the end the actually good idea dies in front of the more efficient HR department because nobody has the time or inclination to take care of it.

Not every software fits every company

Do you also know such situations? In fact, the number of companies using HR software has steadily increased in recent years. No wonder, in principle it is also very practical because such software gives every employee an overview of their work, their wages and their rights.


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But HR software is not really suitable for every company. Not everywhere are there people who have the technical know-how to implement them in the existing system and to train the employees who are supposed to use them in everyday life so that smooth processes are guaranteed in everyday life.

The right software can make HR work easier

There are many reasons for using personnel management software: HR departments can use it to manage personnel costs, time sheets, time cards and employee attendance lists. In the area of ​​talent management, employers can save applicant data here, which the company can also come back to later if necessary.

Recruiters can also use it to organize their applicant database and view résumés. Above all, however, it can be used to apply for exemptions and even to organize seminars and e-learning offers. In short: software is actually a must in all areas of human resource management today.

Why the introduction of HR software often fails

That’s the theory. But HR is a complicated area and choosing the right software is difficult. In this industry, your tools must be capable of all of your HR-Complete requirements at once. Do not rely on your IT department, speak to experts who have experience in this area. They will tell you what type of software is best for your business and needs.

Precisely because the demands of the program are so high, the selection of software for the human resources department is often a lengthy and tedious selection process in which many people are involved. And that's exactly why - think of the old adage "many cooks spoil the broth" - the implementation of new HR software can be quite nerve-wracking.

Implementation of HR software: 12 steps to success

For the implementation to work, you should consider some common Error be avoided. We therefore advise you to implement the following 12 steps.

  1. Set goals and who is responsible: Everyone agrees that something has to change, but nobody knows what exactly the goals are and who is responsible for the implementation of the software project. And in the worst case, this is not supported by the employees either. It is therefore important to have a clear strategy.
  2. Describe the goals in detail: Describe the requirements and goals of the new software as precisely as possible. Why? Because, especially at the beginning, neither you nor your employees clear is to whom this step actually benefits. What should the workflow look like if you don't define what you want to achieve and what problems you have to solve?
  3. Act like a project manager, think about the complexity: The introduction of software into existing systems is always complex. In order for it to work, you have to follow the classic steps of project management. And the IT department should be involved in the selection process from the start.
  4. Proper budget planning: It's not uncommon for companies to underestimate the cost and time required to implement HR software. You often think “oh, that will work” and just let the IT department get started. Then, when you do your research, you might find that it's a lot more expensive than you expected. Therefore: plan so that this does not happen!
  5. IT and HR must work together: Don't let IT choose HR software without consulting HR. “Software is an IT topic!” That's true in part, but it's shortsighted. HR work affects every employee in the company and consists of many individual work processes that have to be mapped in the software. Product development shouldn't be about quantity, just involve the right people.
  6. Make decisions with the right people: But it is also important that the right people make the decision. It doesn't help here to hold endless meetings with tens of people who have no idea about the subject. Meetings in large groups in particular often drag on endlessly and no decision can be made even after 10 meetings. It is better to have a small group of experts who make the important decisions.
  7. Find flexible software solutions: When software is introduced, the associated business processes do not necessarily have to change as well. Because that would mean more work instead of leaner processes. It is therefore better to find more flexible software solutions that adapt to the company's internal processes.
  8. Think about scalability: Think about the future. Don't just think about what you can do now. If you saw the signs of the times and wanted to make sure you could adapt to future growth, unfortunately it is too late. It would have been better to rely on a modular, scalable solution right from the start.
  9. Research and decide carefully: After you have researched many offers, you should once again put together the most important pros and cons. Because after signing a contract, when you realize that a better solution would have been a better choice, it's too late. Perhaps you would have made a different decision if you had carefully weighed all functions, future security, references and reviews of the software before buying.
  10. Plan the integration carefully: Don't neglect the integration of the software into existing systems. The implementation details are fixed, the contract is negotiated, all employees are informed. Then the IT administrator comes in the door. "It doesn't work that way," he says. It would have been better to have clarified beforehand whether the connection to other systems is even possible.
  11. Communicate the introduction of the software in good time and well: Do not put employees in a situation where they feel like they are being forced to use a new system. A clear and timely Communication is always helpful in this case.
  12. Mastering the change process against all odds: Change processes in companies are tricky and generate a lot of resistance. Do not think under any circumstances that good communication is not necessary, because the purpose of introducing new employee software is self-explanatory. Unfortunately, the gossip around the office is going to suggest the opposite. Another new system and the documentation for it remains unread on the intranet. You have to work against this dynamic with information.

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