Comparing the features of a traditional with cloud technology, it seems clear that cloud-based is the far superior choice.  However, for many moving off the traditional to a pure cloud-based approach is a bit challenging. Implementing a cloud technology is not just a technology shift; it first and foremost requires a very different set of skills and cultures than a traditional approach. A recent study by Capgemini outlined five critical challenges from conventional to a cloud-native approach:

1. A skills challenge
2. A cultural challenge
3. A cost challenge
4. A technological challenge
5. A governance challenge

A study by KPMG found that 63% of organizations expected greater value adds to their business from cloud HR software implementations than the returns they achieved. 

Be it due to the risks of data loss during migration, uncertain user adoption, painfully sluggish timelines, enormous efforts needed toward change management or just overall process re-engineering- implementing a new HR technology is never an easy project. Organizations are getting stuck in the implementation phase for 6-12 months, but a well-planned HR implementation can reduce the time by half and double the ROI from the solution.

Ratan Chugh, CHRO, Times Internet shares how the company company adopted a SaaS platform and achieved a greater adoption rate and enhanced candidate experience.

Making a case for change

Ratan Chugh, Chief People Officer, Times Internet shares, the challenge is not implementing technology but how do you link the adoption of new technology to the business agenda.

It is critical to establish the vision and objective of the technology implementation beforehand. For Times Internet, it was enhancing the employee experience with the technology to attain 100 percent technology adoption.

Planning the perfect implementation

According to a study by KPMG, 39 percent of the organizations are not adequately prepared for the process transformation required to implement an HR solution. Chugh shares that, “One of the major pitfalls of why a process transformation fails is that most organizations are too rigid to change or customize their processes.” 

Adopt a new technology with an open mind and with the vision to know the best processes available and how to take out the maximum advantage out of the solution.

The journey of every company and HR system towards adapting to HR Technology will be personal and unique. In the light of this, here are some critical aspects that HR and business leaders must consider while leading any HR Tech transformation:

1.  Accepting new practices and processes:

Think about the specific problems or issues that the technology has to address or solve. Many projects fail because the ‘drivers’ for the project are not clear and fully understood by the business and those involved in the project. Do not restrict yourself to your process. Explore best practices and adopt changes to maximize your success.

2. Planning and documenting the process: 

Do not start implementing the project without planning out in advance all the tasks involved in the project. Mentally walk through each step of the technology implementation, highlighting and resolving any problems that could arise.

3. Investment in employees’ skilling:

Train new users and new administrators. Also, offer continuing education for existing users who need additional support, or for those employees who want to learn more about how they can maximize all that your HR Tech solution has to offer.

4. Dedicated team to drive transformation:

Have a dedicated project team that can provide insight into practices outside your area of expertise. Team members offer knowledge about business requirements, system limitations, process improvements, and operational needs that will ultimately impact the success of your HR software solution

5. The readiness with the data:

Lack of a clear and historical data bank can prove costly regarding both time and effort. To make the most of your partnership with the technology partner, make sure you have a clean master data bank.

Ensuring execution:

Did you know that 44 percent of the organizations stated lack of sufficient and capable internal resources as one of the top three challenges during HR Tech implementation?

One of the biggest challenges of an HR Tech implementation is the fact that employees, managers, and executives are resistant to change. Successful implementation requires establishing and communicating realistic expectations for your management team and employees.

HR Tech will affect every employee in your organization at some point during their tenure. That’s why it is essential to work as one team. In an attempt to execute your implementation strategy without fail, explain to each employee the challenges and need of implementing the technology. Maintain transparency and constant communication.

Following is a checklist you can follow to ensure execution:

1. Consider a phased approach, particularly multiple modules to be implemented.
   
   
2. Plan, celebrate and communicate success along the way. This builds confidence amongst the project team and instills a sense of belief in the new system within the business.
   
   
3. Communicate progress regularly both within the project team and to key stakeholders within the business.
   
   
4. Keep track of issues and risks as they arise and deal with them promptly. 

Go live and adoption:

Technology is only useful when it is adopted. How did you drive and encourage adoption post you go live with the technology?

For Times Internet, the aim was to get 100 percent employees to complete their performance reviews within the stipulated timeline.

To achieve that goal, the company hosted workshops that educated employees on using technology. Alternatively, they recorded employees experience and feedback on the technology and accordingly reconfigured it to align it with their needs.

Once the system is in production, you must ensure that it is easy for employees to use it to accomplish their duties and meet organizational objectives. Further, the organizations created videos to educate employees on the various steps to use the technology.

Measuring Success:

According to a study, 70 percent of the organizations admit they feel the pressure to demonstrate ROI from HR Technology implementation. But only 6 percent collect metrics to the same.

HR software solutions are often one of the most significant investments HR leaders make during their tenure, not because they are expensive, but because they change the way a company operates. Hence, HR is under increasing pressure to connect investment strategies with measurable, bottom-line results.

Here are the top three critical metrics adopted by Times Internet to measure the success of their HR Tech implementation:

Financial Aspect:  How much the technology has been able to deliver on the goals and objectives?

Efficiency: Whether the technology improved the overall efficiency of the process for which the technology was adopted.

People: This includes how many employees adopted the technology. This can be measured by tracking usage rates, issues, and requests for help.

If done well, a successful software implementation can be a bright spot on an HR department’s list of. But when things go wrong, it can be the issue that creates negative perceptions about HR’s ability to positively contribute to the business.

To know more on how to make HR Tech implementation to deliver the desired ROI, watch this webcast hosted by People Matters and Darwinbox, and get access to more insights! You can further download the case study here to know more about how Darwinbox helped Times Internet in implementing an HR Tech solution successfully.