Guide / User Adoption: 4 key elements to keep in mind

2020 was a year that marked digital transformation. The results of this being, that the use of office based software is now more important than ever. Softwares, when adopted correctly, can insure employee performance, aswell as increasing the competitiveness of a company.

In an earlier article, we discussed the adoption approach for the use and appropriation of a Human Resources Information System (HRIS) within your organisation. We also organised a webinar on this same theme titledUser adoption: The key success factor for your HRIS project”.

This new article following the same theme covers the 4 Key Elements necessary for an efficient User Adoption.

2020 was a year that marked digital transformation. The results of this being, that the use of office based software is now more important than ever. Softwares, when adopted correctly, can insure employee performance, as well as increasing the competitiveness of a company.

Now that working from home (WFH) is much more accepted and used, digital tools in particular need to adapt to this more and more frequent context. In saying this, their installation on to the main servers rather than those of each individual user allows the companies to follow employee productivity via distance with ease. These system show ever, are not to be underestimated, they are considered precious allies in digital transformation.  Their effectiveness depends on one fundamental element : They must be adopted by the users.

It is common for a company to engage itself in several digital projects simultaneously.

The installation of a HRIS without prior planning or neglection of organization in regards to its adoption, for example a surcharge of user data, can weaken its potential and productivity. Resulting in a rejection of its capacity as a digital tool and/or aid.

Communication, formation, support and continued adoption are four key elements necessary for the acceleration in the adoption of your companies HRIS software.

Manager phoning

Communication

The first adoption key for your HRIS tool is communication. One in every three projects fail due to a lack of communication, it is for this reason that we placed communication as the first key.

Communicating to your team about the added value of your HRIS tool. Why did you choose this specific tool, and how can it help their day to day work.

Most importantly: Always communicate positively about the project.

Training

Training your employees to use HRIS is a fundamental step in the installation of your system.

Without proper training, your employees may end up rejecting the system entirely. The training will help to combat issues such as having trouble using the system, losing time, frustrations regarding the use of digital tools and help in avoiding creating and/or enabling errors. Ensuring a more successful adoption.

Software training provides an accompaniment in the initial stages of the use of the digital tools. For the most efficient deliverance of this formation, it is adapted to suit the users.

The understanding of the target market is imperative to the formation, as it impacts the learning material.

Training is provided in groups of employees from the same department, regardless of hierarchy.

This values individual recognition and favours a more transparent communication approach. This approach provides your teams with an efficient collaboration amongst employees of all levels.

It must be noted that providing formations should be coordinated with the current working hours of your teams. Employees need to have access to quick training modules if and when they need them.

Technical support

To assist with the long term adoption of your software, it is of primary necessity that your users are accompanied throughout the duration. The digital world is in a constant state of evolution, and because of this, software’s are ever evolving.  Whether it is simply the inclusion of a new functionality or just a change in the way the tools are being used, it is imperative that your users are being provided with a lifetime accompaniment for their use of the software.

Technical support must be accessible. The quicker and easier access your users have to required assistance, the less response time lost.

Technical support must also be kept current. The evolution of the software, including updates and added functions must always be covered by the support system provided.  

Long term adoption

For a guaranteed adoption by your users: communication, training and technical support are important tools, however they cannot provide everything you need on their own. Positivity is an indispensable tool to maintain the motivation of your teams. The use of the software and its long term adoption needs to continue to appeal to your users.

Regular and individual follow-ups to touch base with the users and the collective can be scheduled in the first stages of the preparation of your project.

This will guide you in the understanding of the adoption level and performance goals to be attained. They allow the system to be measured from an objective point of view. Calculating the starting point of new uses and reflecting and reacting on precise points of improvement.

You may also maintain the adoption of your software by other measures, containing but not limited to these examples:

  • Entertaing and educational videos
  • Practical guides by profession
  • User experience reviews
  • Personal reccomendations
  • Improvement suggestions/ Suggestion box

 

The HRIS can assist the Human resource department to make their processes more accessible, faster, more efficient and less costly. All of these advantages of HRIS are perfectly attainable if the system is correctly installed and adopted within an organisation following our advice.

There are many of the reasons to implement a user adoption strategy: increased user engagement, increased user productivity, lower error rate, faster return on investment are just a few. It is important to remember, however, all organisations face a myriad of challenges when implementing and adopting an HRIS.

Sara Ali Fdal

Sara Ali Fdal

HRIS Consultant

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