Change management, key part of HR digital project

A system tailored to corporate culture

Digitalization enables all employees to implement HR tools. The current trend is for companies to decentralize their HR information systems. Each employee can thus access their own HR data from anywhere, anytime, on any device (tablet, smartphone, computer, etc.).

Managers can also access a map of their team’s HR data as well as decision-support tools in real time. This is an important development in terms of the sharing and transparency of information and with respect to the speed of exchanging and analyzing such information within an organization.

The digitalization of tools and how it affects HR

Employees and managers must be assisted in the deployment of such new ways of sharing HR data. This transformation requires that we review the good practices for sharing information as well as the rules for communication.

Most employees are already used to digital technology, since they have probably had their own digital devices for many years. Despite this, they need to become familiar in using digital technology in the workplace and especially in HR, a particularly sensitive area.

Before the start of a digitalization project, during the ‘scoping’ phase, you will need to work with the company to identify the impact of opening the HRIS up to different categories of people within the company. You need to study each target in detail and how it will be affected by the implementation of new technology, on a daily basis and in the long run. There can be multiple consequences for an HR process: in terms of confidentiality, traceability or even in the relationship with the HR department.

Training and communication systems tailored to the company’s corporate culture

Change management must be prepared well before the start of the project and begins by collecting information on how the company operates and its corporate culture. You often have to work very closely with other departments, such as the Communication department, to ensure that messages are properly communicated using existing internal communication media or creating new ones.

Time must be taken during preparatory meetings to deal with such matters of communication. This initial phase is essential for the success of the project. Such change management support is a combination of training and communication. The objective is to obtain the acceptance of all employees and you thus need to get a feel for the company’s corporate culture and then produce an appropriate scoping study, which will be the basis for developing personalized support. This ensures that you comply with the company’s values.

For this type of project, it is essential that you have access to a wide variety of digital tools that can handle the different levels of digital maturity of the various companies. Tools such as e-learning, videos, personalized tutorials, Web conferences, etc., in addition to the traditional media. The purpose is to engage the employees so they can quickly make the most of these tools. For employees to be able to rapidly make progress, the tools used must be in line with their expectations and what they are used to. Videos can, for example, be used to share feedback or designed to be used to present the new tools. You then need to create the desire to go even further so that employees become comfortable with the tools.

Some employees can be selected as ‘early adopters’ to serve as references to promote the new tools within the company.

Employees and managers will thus learn a new way to manage and share HR information, which will help save time, provide flexibility and make the employee experience better on a daily basis.