{"id":43459,"date":"2018-07-05T12:48:39","date_gmt":"2018-07-05T12:48:39","guid":{"rendered":"https:\/\/cezannehr.com\/hr-blog\/2018\/07\/how-to-get-employee-self-service-off-to-a-flying-start\/"},"modified":"2019-12-10T15:03:02","modified_gmt":"2019-12-10T15:03:02","slug":"how-to-get-employee-self-service-off-to-a-flying-start","status":"publish","type":"post","link":"https:\/\/cezannehr.com\/pt\/hr-blog\/2018\/07\/how-to-get-employee-self-service-off-to-a-flying-start\/","title":{"rendered":"How to overcome inertia and get employee self-service off to a flying start"},"content":{"rendered":"

Employee self-service is a key element \u2013 and indeed one of the biggest benefits \u2013 of an HR software system<\/a>. It spells the end of constant calls from employees wanting to know how much annual leave they have left and what they need to do if they\u2019re off sick \u2013 not to mention the mind-numbing admin associated with updating people\u2019s contact information and chasing up overdue forms or stalled approval processes.<\/p>\n

The ability to manage their own personal data is also something employees \u2013 particularly those from the Millennial generation \u2013 have come to expect. In an era where they can co-ordinate everything from their car insurance to their mortgage payments via their tablet or mobile phone, they expect the same level of accessibility when it comes to managing work-related personal admin too.<\/p>\n

Employee self-service will, however, only deliver the full benefits to the organisation if people actually use it. So how can you overcome the inertia (and occasionally outright resistance) that people often have to embracing new systems and make sure you reap the full rewards of your investment?<\/p>\n

Provide an early warning<\/h3>\n

People are less likely to enthusiastically adopt a new system if it is imposed on them overnight without any notice. A pre-launch communication campaign will ensure everyone is aware of the new system and what it means they will need to do differently. At a time when there are so many emails competing for attention in people\u2019s in-boxes, a single all-staff email won\u2019t cut it. The best approach is to organise a phased programme of communication in the lead-up to launch, so that everyone knows what to expect and has plenty of time to get used to the idea of a different approach.<\/p>\n

Explain the benefits<\/h3>\n

Making sure people understand why the new system has been introduced \u2013 and most importantly what\u2019s in it for them \u2013 is key to getting good take up. Organisations often fall into the trap of explaining the organisational benefits but overlooking the personal. Emphasise that self-service will speed up the process of checking their holiday entitlements and getting time-off approved, for example, so that people can finalise their plans in good time. Encourage employees to make use of the HR software\u2019s mobile apps \u2013 the interface is often more intuitive because it feels like something they use every day, and everyone appreciates the freedom that comes with being able to check time off entitlements and request or authorise leave from anywhere at any time. You could also point out how much quicker and easier it will be for people to update their details if they change their bank account or phone number, for example, or want to update emergency contact information. \"employee<\/p>\n

Recruit ambassadors<\/h3>\n

Every organisation has people who are open to change and enthusiastic adopters of new systems \u2013 and those who prefer to stay in the comfort zone of the tried and tested. If you want to get employee self-service off to a flying start, you could consider pro-actively recruiting the former as \u2018ambassadors\u2019 for the new system. Try identifying at least one person in each department or team who will pick up the new system quickly and be prepared to sell the benefits to their colleagues and \u2018hand hold\u2019 those who are reluctant through the early stages of implementation.<\/p>\n

Offer training<\/h3>\n

Employee self-service systems are generally easy to use. Don\u2019t assume, however, that everyone is prepared to work it out for themselves. You could consider holding lunchtime drop-in sessions where people can familiarise themselves with the new system and \u2018have a go\u2019 with the help of one of the HR team. If feasible, you could also offer to visit team or departmental meetings, so that you can demonstrate how the system will work and answer any questions or concerns.<\/p>\n

Don\u2019t let people off the hook<\/h3>\n

When people are busy, they often feel they just don\u2019t have the time or energy to get to grips with a new system \u2013 especially if they feel the old way worked quite well enough thank you. In the early days, the HR team is likely to be on the receiving end of emails from stressed employees asking if you could \u2018do it for them\u2019. The temptation is to help people out \u2018just this once\u2019 \u2013 but that\u2019s a rocky road. Give in once and you will find that people keep coming back. Obviously, a point-blank refusal to provide any assistance won\u2019t go down well. Reiterate the availability of \u2018how to\u2019 instructions, and if that doesn\u2019t work, offer to sit alongside someone while they use the system for the first time. Once people have got over the barrier of initial familiarisation, they will realise just how easy it is and hopefully won\u2019t come knocking on the door again.<\/p>\n","protected":false},"excerpt":{"rendered":"

Employee self-service is a key element \u2013 and indeed one of the biggest benefits \u2013 of an HR software system. 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