How to Manage Change During HRIS Selection and Implementation
Choosing and implementing a new Human Resources Information System (HRIS) is a critical process that involves a ton of careful planning and major changes for your organization. It’s a critical decision, with companies taking 15 weeks on average to choose an HRIS.
Managing change during this time can make or break the success of the implementation. HR professionals have a range of challenges to deal with, including resistance, confusion, and operational disruptions.
Effective change management strategies can minimize these risks and ensure a smooth transition.
In this article, we'll explore key strategies for navigating the challenges of HRIS selection and implementation.
What Is HRIS?
A Human Resource Information System (HRIS) is a software solution to streamline and manage HR tasks like employee data management, payroll, recruitment, and performance management.
HRIS functions include employee data management, time & attendance management, benefits administration, reporting and analytics, payroll processing, and employee self-service.
That’s why HRIS is relevant for businesses of all sizes that want to improve efficiency and reduce administrative burdens in their current HR processes.
HRIS also centralizes key employee information to make it easily accessible and helps teams make data-driven decisions. It helps companies stay compliant, save time, and create a better experience for employees and HR professionals.
Why Is Change Management Important for HRIS Selection and Implementation?
Change management is critical during HRIS selection and implementation because it oversees a smooth transition for employees and minimizes resistance to new processes. It also provides valuable insights into how to handle integration challenges effectively.
Without a good strategy, you can easily fail.
Unfortunately, 45% of change initiatives don’t meet their initial goals. Moreover, 75% of the gains they make aren’t sustainable.
Introducing a Human Resource Information System (HRIS) often requires shifts in workflows, which, without the right guidance, can create confusion or reluctance among your teams. Effective change management helps align teams with the new system’s goals, foster collaboration, and reduce disruptions, especially in areas like talent management and efficient data management.
Implementing an HRIS can significantly enhance organizational efficiency. A study published in the International Journal of Organizational Analysis found that successful HRIS implementation positively affects employees' job satisfaction, highlighting the system's role in improving workplace dynamics.
It can also boost the adoption rate by addressing concerns, providing training, and maintaining clear, effective communication throughout the process. By developing a deep understanding of the system’s impact, organizations can make informed decisions to ensure the investment in an HRIS delivers its full potential.
5 Strategies for Managing Change During HRIS Selection and Implementation
1) Develop a Comprehensive Change Management Plan Early in the Process
A solid foundation is key when preparing for a smooth and effective HRIS implementation. Without planning early, you risk misalignment between the system and organizational needs. The following step-by-step process helps you build an effective change management plan from the beginning:
Step One: Identify stakeholders early. Find out who will be impacted by the change. Consider not only direct users but also leadership, HR staff, and other departments to be sure that all relevant voices are included from the start.
Step Two: Define clear goals and metrics. Establish specific objectives that align with your HR and business strategies. Track progress using measurable KPIs that will guide the team throughout the implementation.
Step Three: Map out risks and challenges. Anticipate potential hurdles such as resistance, technical issues, or communication breakdowns. Develop contingency plans that address these risks before they can derail your progress.
Step Four: Set up a timeline. Break the process into phases with realistic deadlines for each stage. Build in buffer time for unforeseen delays but avoid extending the timeline unnecessarily. According to GoCo, the average HRIS implementation timeline ranges from 3 to 6 months, depending on company size and complexity.
Insider tip: Create a system of internal checkpoints with leadership involvement at each milestone. These check-ins clarify whether the project is still aligned with business objectives and help mitigate scope creep or unforeseen issues. It’s a small but critical step that can make the difference between staying on track and recalibrating halfway through.
Step Five: Assign roles and responsibilities. Make sure that everyone involved knows their part in the process. Assign ownership for key tasks and establish accountability to keep the project moving forward.
2) Communicate Consistently With All Stakeholders to Keep Them Informed and Engaged
Consistent and transparent communication is critical when managing a successful HRIS implementation. When stakeholders aren’t regularly informed, confusion spreads, and support weakens.
To prevent this, map out communication channels early. Define how you'll reach each stakeholder group. Use a mix of formal reports, team meetings, and informal check-ins to keep information flowing.
It helps to set a clear timeline for sharing updates. Consistency is key, so stick to a pattern that keeps stakeholders updated on progress and any challenges, whether it's weekly, bi-weekly, or monthly.
It can be useful to designate someone responsible for managing communication across teams. This ensures that messages are delivered on time, accurately, and to the right people, which minimizes misunderstandings.
Remember: Different groups will need different levels of detail. Provide leadership with high-level updates and offer more technical insights to those directly involved in the implementation process. Avoid overloading stakeholders with irrelevant details, and allow them to provide input through structured feedback mechanisms like regular surveys or scheduled Q&A sessions.
A study by the International Journal of Organizational Analysis found that successful HRIS implementation significantly enhances overall organizational efficiency and its sub-dimensions, including HR functions, time management, cost management, and managerial satisfaction with the system.
3) Provide Targeted Training and Support to Ease the Transition for Employees
Transitioning employees to a new HRIS is often a significant hurdle during implementation, and a successful transition requires careful planning. Without adequate training, confusion can quickly arise, leading to inefficiencies and frustration.
“56% of HR Managers view training and development to be crucial for staff productivity, satisfaction, and success.” - FinanSys
To overcome these implementation challenges, you need a structured approach to ensure employees can seamlessly adapt to the system. Here’s how to do it:
Conduct a needs analysis: Identify specific training requirements for each department or role. Assess current skill gaps and determine which features of the new HRIS software are most relevant for each group. This ensures your implementation plan is targeted and relevant.
Segment your training sessions: Divide training into manageable phases that align with your implementation schedule. Start with core functionalities and gradually introduce more advanced features as users become comfortable with the basics, reducing the strain of what can feel like a lengthy process.
Use a mix of learning formats: Provide a variety of training methods, such as live workshops, hands-on training sessions, self-paced online modules, and one-on-one support for users needing extra help. This caters to different learning styles and creates a positive user experience.
Offer ongoing support: Set up channels for continued assistance, such as a help desk or internal support team. Provide additional training, regular refresher courses, and easy-to-access knowledge bases for troubleshooting common issues.
Track training outcomes: Measure the effectiveness of your training through user assessments and system usage data. Use this feedback to adjust future sessions and ensure employees are fully leveraging the HRIS for a successful transition.
Insider tip: We recommend conducting a pilot training session with a small group of users before rolling it out to the entire organization. This helps fine-tune the training material and identifies any system issues that could hinder the broader implementation. It’s a simple step that can prevent setbacks and smooth the transition.
4) Involve Key Influencers and Leaders to Champion the Change Within the Organization
Leadership buy-in is critical for the success of any smooth HRIS implementation. Without internal champions, the effort can quickly lose momentum and support. To drive change effectively, key influencers in your organization must advocate for the system and its benefits.
And for that, you must genuinely lead an inclusive policy.
Unfortunately, even if 74% of leaders say they include employees in the change-making process, 58% of employees actually feel excluded.
A good practice here is to look beyond formal leadership roles. Seek out employees who hold informal influence through relationships or expertise. Their support can help rally others and ensure wider acceptance.
Give influencers a seat at the table during key implementation phases. Solicit their input when shaping the project plan, reviewing progress, and troubleshooting challenges. This ownership strengthens their commitment to the project.
You should also make sure all influencers understand the HRIS’s long-term value and how it aligns with company goals. Arm them with specific talking points they can use when discussing the system with their teams so they can handle pushback with confidence.
Finally — don’t stop once the system is live. Continue to meet with your internal champions to address their concerns, provide updates, and reinforce their role in promoting the HRIS.
5) Monitor and Address Resistance Proactively Through Feedback and Support Initiatives
Resistance is inevitable in any major system change, but how you manage it can make or break your HRIS implementation. Ignoring pushback can lead to widespread dissatisfaction, which disrupts adoption.
First, be aware of the three main steps of resistance to change: not understanding it, not liking it, and distrust toward the person proposing it.
To minimize resistance and keep momentum strong, you’ll need to follow a few best practices:
Collect feedback consistently: Set up structured channels to gather employee feedback throughout the implementation. Use surveys, focus groups, or one-on-one interviews to understand concerns. This allows you to address potential issues before they escalate.
Recognize signs of resistance early: Track employee engagement and employee experience during the rollout. A drop in system usage or increased complaints are early signs of resistance. Identifying these patterns gives you time to intervene before they affect larger groups.
Address resistance through targeted support: Respond with tailored solutions once you identify specific concerns. If users struggle with certain features, organize refresher training or provide additional resources.
Engage resistant employees directly: Don’t ignore vocal critics. Meet with them to understand their concerns. Engaging them one-on-one can turn resistance into useful feedback that improves the system. This also demonstrates a commitment to open communication.
Measure and adapt support efforts: After rolling out interventions, measure their impact through usage metrics or follow-up surveys. If resistance persists, consider adjusting your approach to meet employee needs better.
A study published in the European Journal of Information Systems found that user resistance during information system implementations is significantly influenced by perceptions of work routines and the new technology. This underscores the importance of addressing both technological and workflow concerns to minimize resistance during HRIS implementation.
Common Mistakes with HRIS Change Management
Change management can be a complex process, and it’s common for things to go wrong. In fact, research suggests that about 70% of all change management efforts fail.
Here are some common problems you might encounter during your HRIS change management efforts and how to avoid them.
A lack of clear communication
Companies sometimes fail to provide regular updates or explain the reasons behind the change, leaving employees confused and resistant. To avoid this, establish a clear communication plan that includes regular updates, a detailed explanation of benefits, and opportunities for feedback.
Inadequate training
Skimping on training leaves employees unprepared to use the new system effectively, which can lead to frustration and low adoption rates. Instead, invest in comprehensive training sessions tailored to various user roles, and provide ongoing support to ensure confidence in using the HRIS.
Underestimating employee resistance
Ignoring potential pushback from employees or failing to involve them early in the process can lead to poor engagement and morale. Engage employees early by gathering their input, addressing their concerns, and creating change ambassadors to champion the new system.
Rushing the implementation
Trying to implement the HRIS too quickly without proper testing and preparation can result in errors and a chaotic rollout. Take the time to test the system thoroughly, pilot it with a small group, and schedule the rollout in manageable phases.
Failing to align with business goals
Selecting a system without considering how it supports long-term organizational objectives often leads to misaligned organizational processes and wasted resources. Make sure the HRIS is chosen based on a clear and comprehensive understanding of your business needs and goals, and involve key stakeholders in the selection process.
Find Success with Your Next HRIS Selection and Implementation
Managing change during HRIS selection and implementation is a challenge, but it can make or break your project's success. The strategies you choose can either create a smooth transition or lead to long-term disruption.
Focusing on clear communication and strong leadership allows you to guide your project team through the entire process confidently. This isn’t just about adopting new technology—it's about building a foundation for future growth and long-term success.
Frequently asked questions
What is change management in HRIS?
Change management in HRIS refers to the strategies and processes used to prepare, support, and guide employees during the transition to a new HRIS system. It ensures smooth adoption, minimizes resistance, and aligns the system with organizational goals.
How do you successfully select and implement an HRIS?
Success starts with assessing your organization’s needs, involving stakeholders, and choosing an HRIS that aligns with your goals. Proper planning, testing, employee training, and ongoing support are essential for a successful implementation.
What are the challenges you may face while implementing HRIS?
Common challenges include employee resistance, insufficient training, technical glitches, and a lack of alignment with business objectives. Addressing these with proactive communication, training, and thorough testing can mitigate most issues.
What factors should be considered when selecting an HRIS?
Key factors include your organization’s size, budget, specific HR needs, scalability, user-friendliness, and integration capabilities with existing systems. Evaluating vendor support and security features is also critical.
What would executives want to know before a new HRIS is selected?
Executives want to know the system’s ROI, alignment with strategic goals, scalability, implementation timeline, and how it will improve overall efficiency. They also need assurance that data security and compliance requirements are met.
What should an effective plan for HRIS implementation include?
An effective plan should include a clear timeline, defined roles and responsibilities, thorough testing, a detailed training program, and a communication strategy. Ongoing support and a feedback mechanism post-implementation are also crucial.
