HR transformation: How to get started

Does your business still track absence with an ancient spreadsheet or - heaven forbid - paper and pen?

If so, this is one of many indicators that it could be time for you to modernise things: a process referred to in the industry as HR transformation.

In a previous blog post we looked at the what of HR transformation: 7 pain points that suggest it might be time to digitise your systems.

In this post, we’ll follow up with the how. Below you’ll find a series of actionable steps to begin and enact that process of digitisation. 

To summarise:

1. Review your current position to identify gaps
2. Build a list of features that the new system needs
3. Research and evaluate the options on offer
4. Get a demo of any software that you’re interested in
5. Follow this up with a trial to get a hands-on look at things
6. Check the solution integrates with your current systems
7. Generate organisational buy-in
8. Create and implement a transition timeline
9. Train your staff on the new systems
10. Review things to make sure the transition is delivering

Let’s dig a little deeper into each point.

1. Review your current position

The first step when planning a transition is to take stock of where you are now. Assess the limitations of your current systems, identify areas you want to upgrade (as well as areas you want to overhaul completely), and clarify your operational goals.

For this process, consider internal pain points as well as external ones. Open a dialogue with your staff to understand where there are issues that may not be obvious from a top-down perspective: for example, insights about your onboarding process will be far more valuable from new colleagues who’ve recently been through it. Long-standing employees with experience of previous iterations of your systems may have insights on which shortfalls are a result of a specific system, and which are the result of wider processes.

Where relevant, you can also look externally for pain points. This can be done passively or actively: an active approach involves reaching out to your users and customers and asking for their feedback, whereas a passive approach involves reviewing existing communications - for example, support queries - for common themes. 

2. Build a shopping list of required features

Ideally, step 1 will generate a lot of data to paint a picture of what a new digital system should be like. Refining this data into a list of required features is the next step toward identifying the right solution.

The goal of HR transformation is to arrive at a new software system that does everything your organisation needs it to do, and the exact configuration of features will be different for each business. This is why looking inward for these insights is recommended, as opposed to being guided by external voices - thought leaders, consultants etc - who may default to a one-size-fits-all solution.

Features offered by AppogeeHR softwares

3. Research and evaluate your options

Once you’ve got a list of required features, it’s time to research potential solutions. We’ll leave it up to you to decide the best way to do this, but if you’re in the market for HR software and you’ve landed on this page, we’d obviously recommend taking a look at our range:

• appogeeleave: Absence management software with full online leave management capabilities.
• appogeetime: Project management software with features like project roles and rates, planning and budgeting, billable vs non-billable time recording, and more.
• appogeehr essentials: Our core HR admin software with a suite of features to modernise and streamline any organisation's processes.
• appogeehr success: Our most powerful HR solution to empower every aspect of your business, from onboarding through to advanced performance management.

It’s also worth asking around internally to see whether anyone had experience in other roles with software that may be suitable. This is a core theme in several of our case studies: 

• Chris from FirstGroup PLC recommended Appogee Leave after having used it at a previous company.
• Emma at Empty Kitchens, Full Hearts had used Appogee Leave many times in previous roles before bringing it to this organisation.

Read more case studies here.

4. Get a HR software demo

With a shortlist of possible options, the next step is to get a demo. This is invaluable for two reasons, one obvious and one less so:

1. You get to see the product in action: what it looks like, how it works, what the features do, and whether this aligns with your requirements.
2. You can ask questions. Not only is a demo a showcase of a software’s functionality, it’s also a chance to ask the operator specific questions about how features work, and general questions about the software as a whole.

We offer a full demo of AppogeeHR software right here: the perfect place to start if you’re looking to transition to something new.

5. Try the software for yourself

After a demo, it’s also worth requesting a trial. This is where you can get your hands dirty and try things out for yourself to see how closely the functionality aligns with expectations based on the research and demo. 

A trial also allows you to involve all the people who’ll be using the software once it’s in place, providing an indispensable opportunity to get their thoughts and feedback on how it works. 

We offer a 14-day trial of our software here if you want to see what powerful HR software feels like.

6. Ensure integration with your current systems

With HR transformation it’s unlikely an organisation will be coming from a completely non-digital starting point. And with this in mind, you need to check that your preferred solution can integrate with any existing systems.

There are two considerations here:

1. For systems that will be kept: does your preferred solution integrate with the system, and will the integration enable a smooth and ongoing interface between the two?
2. For systems that will become obsolete: does your preferred solution allow for a full transfer of data between the old and new system, and will the integrity of this data be preserved? 

If you’ve ever tried getting photos off of an obsolete Macbook model that’s no longer supported by Apple, you’ll know how difficult it can be to retrieve assets in certain situations. When implementing an HR transformation strategy, you need to ensure that you won’t be caught in a situation where required data is irretrievable. 

7. Generate buy-in

With a preferred solution in mind, it’s likely that you’ll need to get people on board. It’s a given that you’ll need to get decision-makers on board, but consider also taking the opportunity to also communicate with your full staff: let them know which options are on the table (or which option you’re going for if the decision is made). Invite them to ask questions, outline the ways it will benefit them directly and the organisation as a whole, and address any concerns. Also explain that training will be provided where relevant, to avoid a situation where people worry that they’ll be left behind.

8. Create a transition timeline

Once a solution is identified and a decision is made to implement it, we recommend building a transition timeline to ensure minimal disruption. The exact nature of this timeline will vary depending on your objectives and the solution you’ve opted to use, so we won’t provide specifics here.

At this stage, consider whether you need to take backups of existing systems in case anything should go awry during the transition process. 

9. Train your staff on the new systems

Once a new system is in place, bringing staff up to speed is a crucial part of ensuring your organisation is best placed to take advantage of the transformation. It’s probable that the new system will be quite different from the previous one, both aesthetically and functionally. Allow people time to familiarise themselves with the new interface, and give structured training to teach each member of staff how to do what they’ll need to do.

Some software providers will offer training materials, either generally on their website or as a bespoke package. Where it’s the case that the expertise doesn’t exist in-house, it may be worth considering this option as a way to ensure smooth and efficient uptake.

10. Review the transition

The goal of HR transformation is to empower an organisation to work more efficiently, to make better use of human resource, and to move towards achieving more operational goals. Once new HR software is in place, an ongoing review process is required to make sure it’s delivering across the areas identified earlier in this process.

Periodic review meetings with decision-makers based on tangible KPIs is one way to carry out this review process, but we also recommend ongoing communication with the members of staff using the software. Are they finding things easier? Is their work becoming more efficient? Or are the same pain points still causing problems?

If the latter, you may find that internal processes are causing (or contributing to) the problem. Such a revelation may be an opportunity to turn your attention elsewhere and review other aspects of your operations.

HR transformation, the right way

While the process above may seem daunting, taking a methodical approach gives you the best chance of finding and implementing HR software that aligns with and allows you to deliver on, your organisational objectives. Taking time to collect data and review to draw actionable insights paves the way for an informed decision, and involving your staff through the process ensures their input is taken on board and reflected in the end product.

To see whether Appogee HR is the right choice for your HR transformation, why not request a demo or try our software free for 14 days.