Adapting to the changes of a new HR Solution

Change is the only constant and if we accept that we cannot go far wrong in many areas of business. Implementing any new system in a business can cause problems, change management is a global problem in companies of all sizes and in every industry sector. Fear of or to change can paralyse a company and adopting changes is very often when the implementation of even the simplest of business solutions can see things come unstuck. One of the challenges faced by those implementing HRSimplified is that of change, planning it, managing it, accepting it, embracing and finally overcoming it.

There are considered to be 8 steps in managing change in any environment, often centred around Kotter’s 8-Step Change Model. Understanding the impact of change, how and why it is needed are key to implementing changes in any business and following a simple 8 step process small business especially can embrace change and move forward with technology and improved ways of doing things. A Typical 8 step method looks something like this:

1. Know what needs to change

The first part of change management occurs before anything begins to change. The areas where change is needed must be identified and some urgency around the matter needs to begin. Defining what needs to change and why it needs to change with solid facts is the foundation phase of change and change management. With this information known an HR Solution such as HRSimplified fits into the jigsaw puzzle of business with ease.

2. The case for change

Just jumping in and going ahead with changing anything, even what is seen as a simple improvement to something as straightforward as processing leave can be a disaster. Presenting a clear case for change to another manager or team leader in a small to medium business is essential. It is when presenting change clearly that champions for any project are found and sources of funding, if needed, are found. Gaining buy-in from all the relevant stakeholders helps carry the changes necessary and ensures as many as possible are on the same page.

3. Plan the changes

Even implementing a smart solution such as HRSimplified needs to be planned. It would be tantamount to business suicide if staff went home on Friday and came back on Monday to new HR Management solution that was given the go ahead by management and just switched on. Failing to plan is planning to fail and while implementing HRSimplified is relatively easy there is a lot to be taken into consideration. Planning any changes and documenting the process is the most important part of change management in any company, whether it is for a new HR System, new shift hours, new product or service offering.

4. Gather information

Often running parallel to planning it is vital to gather as much information about the planned changes as possible. This means knowing your small business, understanding how things are done now and how best they can be “upgraded” and improved. Having as much information as possible allows for almost every conceived scenario to played out. Based on this the changes implemented can be measured in terms of their success.

5. Communication

The biggest threat to any changes is a lack of communication or the spread of assumptions and gossip. Clear, accurate and transparent communication at all stages of making any changes in a business is imperative. Communicating that things are going to change is not enough. The reasons for change, the benefits and any consequences must always be presented at all times. Creating platforms where concerns and frustrations can be aired, even in a small business, is essential, here ideas and thinking that may have been overlooked may also be communicated adding to an improved implementation of planned changes and systems.

6. Manage risk

Constant monitoring and then managing and mitigating risk during a process of change is essential. Fear of the unknown is where most resistance to change happens, uncertainty of the future and more all need to be managed. Negative perceptions need to be identified and reversed. Resistance to change is normal, it is natural but dealing with it directly and correctly is the key to success.

7. Celebrate success and milestones

Change is nearly always a step in the right direction and keeping staff morale high during a transition is important. A powerful way to keep people focused on the positive impact of change of to celebrate the successes or even the overall success if it is a small project. Acknowledging success and showing appreciation will help drive long term adoption of the changes made.

8. Review and improvee

The final part of managing change is make change a part of company culture by reviewing and continuously improving systems and processes. When change becomes part of culture, change management becomes natural and from this success and growth is attained.

HRSimplified is a relatively straightforward implementation but it does change many processes. Speak to the team at HRSimplified about how best you can begin your journey to enable, empower and transform your business through the implementation of affordable, smart technology.

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