Ensuring a smooth switch

So, you’ve chosen a provider. Now it’s time to think about the switching process.

Some of this will be out of your control – which is why it’s crucial to ask the switching questions upfront as part of your selection process.

Hopefully you’ve chosen a provider who prides themselves on a simple, stress-free switch, and you’ve verified this with some good references from recently onboarded customers.

To help things along at your end, here are some key considerations to ensure your switch goes smoothly.

Communication

Switching to a new system will affect different employees to varying degrees. Day-to-day users of the system will need regular communication and support.

To gain their buy-in, explain why you’re switching and the benefits it will bring. Also, tell them what support and training they can expect and who they can contact if they have questions.

You can ensure a positive employee experience across the business by communicating the change to them too. Announce when the new system will go live and drum up excitement – why not give them a sneak peek?!

Ensuring a smooth switch

Resourcing

Whilst your new HR software provider will be responsible for the bulk of the work associated with switching, you’ll be required to dedicate some time to the switch as well.

The main time-consuming task will be extracting your data from your current provider. Ideally, your new provider will be able to help with this, making the data extraction a little easier. They should also help to manipulate the data into the correct format, so it will easily import into your new solution.

Ensuring a smooth switch

Training

Getting implementation wrong not only impacts you, but impacts every employee in the business. If you’re opting for HR and payroll together this is only amplified – with the risk of things like HMRC fines and plummeting employee morale.

As such, it’s vital that day-to-day system users are fully trained. Not only will this reduce the risk of mistakes, it may uncover hidden product features that save time. Plus, a good HR Software provider should give you advice that improves your processes and reduces your admin, so you can focus your attention elsewhere.

Further, for your employees, make sure user-guides or screen recordings on things like ‘how to submit leave’ and ‘how to edit my details’ are readily available.

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Ensuring a smooth switch

Timing

Make sure you’ve carefully considered when to switch. For instance, as you get close to spikes in absence over the summer.

If you’re opting for payroll as part of your new HR Software we suggest you avoid payday and end of year, there’s always more work to do for the payroll team during these times.

If you're opting for a combined HR and payroll software, it might be worth discussing which elements of your software will be going live at which time.

Think carefully if you want this to go together, or separately and what that means for each department.