Advice on good working environments

5 top tips for getting your employees to use HR software

If you are responsible for human resources, the first thing you might do after investing in cloud-based HR Management software is heave a big sigh of relief.

Gone are the days when you had to deal with endless emailed holiday requests or hunt around for paper files of appraisal histories. Never again will you need to chase hard copy sickness notes or confirmations that staff have read important HR documents. Right? Well, maybe.

In theory, the self-service interfaces in cloud-based HR systems should mean employees start doing a lot of the tasks you used to do relating to their HR. But unfortunately that just won’t happen unless you get staff to actually start using the system. So what can you do if they just don’t want to know?

Well, quite often a lot of the causes for poor take-up are based on very legitimate concerns. By understanding and addressing these you should be able to get all your staff on board.

Just follow these 5 top tips to increase staff take-up of HR software

Promise to make their comfort zone more comfortable

As with anything, if people can see a real benefit in change, then they will. So counter their arguments that their old approach of calling or emailing you is much easier by letting them know why using the system is so much better.

Make it clear that it is just as quick to send HR-related messages to you through the system. What is more, all of their messages and your responses will be stored in one place, so there will be no more need for them to spend hours scrolling through their Inbox and Sent Box to find historic communications.

In the same way, whilst an emailed holiday request is quick, if they want to know instantly if they are likely to get it approved, your HR system should include a staff holiday calendar showing which other team members are out of the office when they want to be away. They should also be able to see their outstanding holiday entitlement, something that can be difficult to calculate, especially for part-time or flexible staff.

What is more, you can explain that the HR software will give them a host of valuable information about themselves, all at the touch of a button and in real-time. For example, they can store and access documents relating to HR, such as appraisal documents, the staff handbook and scanned workbooks from training courses.

Explain that it is twice as safe storing documents on the system

Understandably, some people may feel that it is much safer to store important documents, like appraisal feedback, on their own personal computer. The fear is that if the cloud-based system goes down or gets corrupted, any documents stored on the system could simply evaporate.

In truth, the high level of security developed to protect cloud-based systems is probably to a higher specification than your staff’s local PCs. What is more, it is far better to ensure all final drafts of documents are stored in the central resource of the HR system. Whilst it can be tempting to keep copies on your own PC this can lead to confusion regarding which version is final and authoritative.

Reassure them about the security and privacy of their personal data

This can be a big concern for employees, especially as this data can include everything from their home address and salary to appraisals and disciplinary records. As a result, it is important to explain to employees that good HR software uses strict permissions which ensure that only the employee, relevant managers and HR get to see their personal details. You can also reassure them by letting them know what security measures your HR software provider takes to keep the system safe.

Make it clear the HR software is for your remote workforce too

The great thing about cloud-based HR software is that anyone can access it from anywhere, providing they have a smartphone, tablet, laptop or PC and of course an Internet connection.

So whether you have mobile workers, such as on-the-road sales people, or remote employees working from home, they will all be able to access the system and take advantage of its benefits. In fact, just the existence of such a system can lead to a greater sense of inclusion for employees working away from the office.

As the software can be accessed 24/7, it is also ideal for night shift workers and remote workers wanting to use the system out of normal working hours.

Tell your managers that buy-in is not optional

Without a doubt, one of the biggest obstacles to employee take-up of a new HR system is a lack of management buy-in. Unless managers show that they are using the system themselves, employees are likely to continue with old processes, such as sending email requests for holidays outside of the system.

As a result, HR-related communications and documentation end up stored in an even more confusing array of locations, including the HR system, various people’s email accounts, filing cabinets and even in-trays!

Managers also need to play their part in making the system work, ensuring they carry out the back-end tasks required of them, such as uploading important documents and keeping an eye on tasks not yet completed by employees. By inputting the right data and updating the system properly, managers can extract useful, real-time management reports that can help them manage staff far more effectively.

By following the five tips above you should end up with a fully engaged workforce that not only makes your life easier but also finds real value in using the system for themselves.

Would you like more advice on the benefits of cloud-based HR Management Software?

If you would like to get a more detailed idea of how cloud-based SaaS HR software can help your organisation, click here or call myhrtoolkit on 0845 225 0414.