Communicate the benefits
Speeding adoption and getting employees to actually embrace change requires demonstrating how the new system and capabilities will benefit them. However, you may not have to look far in finding benefits for employees:
Automation allows HR to dedicate more attention to employee needs. Automation can sharply reduce administrative expenses and costly payroll errors, yet it also has a profound impact on how employees are able to spend their time. With several administrative components of their jobs offloaded to the workforce management system, HR representatives can slip out of reactive mode and dedicate more attention to programmes that improve the employee experience.
Self-service brings greater transparency to the payroll process. Employees may be given the option to log in to the solution and view their current timesheet, work schedule and holiday allowances at any point. Direct access instils confidence that sensitive matters like work hours and pay are being handled in a fair way and automation also eliminates the risk of missing or lost documentation with the ‘paper trail’ resident in a single web-based platform.
Rules and alerts promote work-life balance. Select platforms can help you monitor and mitigate the risk of employee fatigue based upon an employee’s specific role and recent and scheduled shifts. The ‘do more with less’ mantra takes its toll on employees and can affect everything from work quality and client satisfaction to employee attrition and safety. A workforce management solution can help through alerting managers about to schedule an employee for excessive work hours. Critically, employees can also become better advocates because of greater visibility into their upcoming schedules.
Consistent processes preserve fairness. Getting the payslip right is a commonly cited example of fairness through automation but far from the only example. Some workforce management suites help organisations manage employee leave in a consistent and equitable fashion. This starts the moment someone requests to take leave when the solution provides an objective and fair determination about whether an employee is eligible for leave under each applicable regulation and employer policy. It can also simplify the paperwork by providing electronic copies routed to the appropriate individuals with the salient company information auto-populated for convenience. Arming HR with web-based access to information about leave laws also enables them to be more informed advocates for, and advisors to, the employee during a sensitive time. Employees can use the solution as a secure communication portal for asking questions to HR and receiving direct responses which also improves confidence that their case is being managed well.
Furthermore, by keeping track of leave in a web-based graphical view, the solution ensures that employees and HR are always on the same page regarding how much time is available in each leave bank.
Labour data improves business decisions. Above all, the efficiencies and intelligence that you gain by standardising workforce management processes help improve productivity and reduce costs. With a global platform, HR can review detailed labour data and make informed assessments about how the current labour utilisation rate impacts goals like employee retention, morale and productivity so that adjustments can be made to correct any areas of concern.
The business drivers for implementing a new solution will be better received by employees when your communications illustrate how the solution provides mutual benefit. Effective communications are merely one pillar of an effective change management strategy.
Embracing change, ensuring adoption
When implementing new technology, securing employee buy-in is critical. Employees who have a vested interest in the success of the solution can more rapidly transition, serve as champions and help organisations maximise the financial return on their technology investment.