Maybe the above image looks familiar! You are drowning in paperwork, spending your life sifting through page after page and getting nowhere.
Enough is enough! You have made the decision – you are going to move away from using manual processes! Spreadsheets and, dare I say it, paper are going to be a thing of the past in your journey to HR software. You have looked at the market, spoken to lots of companies, had some demo’s and found the right solution – you are, quite rightly, excited to start to realise the value of your new solution so what next?
Once that initial euphoria dies down, a realisation sets in – you need to get gather some data (or rather a lot in many cases!) before you can start using the system. For some that might be easy but for others, this can be the most time-consuming part of the whole project. Remember all that paper? Well, now you are going to have to start to organise it to allow you to get something meaningful into your new system.
Even if you are using Excel currently, how many different spreadsheets do you have? Where are they all? Are they all up to date? Do other people have spreadsheets? Just what data do you want to get online and by when.
From years of experience, here are 3 tips to ensure your implementation goes as smoothly as possible:
Do it in stages
It would be great if you could go from nothing to everything overnight but that rarely happens. Decide which data is most important and focus on that first. This is usually your core employee data but, even then, just what data do you need in the system on day one? Do you need the employees home phone number? Does it matter if you don’t have their emergency contact information online yet?
Do you need to have things like prior training records or employee job histories right away? Only you can decide but be realistic about what you can do
Let your employees verify and update their own information
Once you have uploaded the data, ask your staff to help via Self Service and help you update the data. Ask them to check their information and either change anything erroneous themselves or let you know.
Each staff member only needs to check one employee (i.e. themselves!) and should be able to check in seconds if the information is correct or not whereas you have to do this for tens or hundreds of employees, many of whom you will never have met let alone know.
Get your vendor to help you out
Most vendors should have a clearly defined process and a suite of tools to help you migrate your data into their system so make sure and use these – there is not a lot which can be done to make transferring data from paper easier but once you have it in a spreadsheet, for example, the tools can be a really helpful.
The expertise and experience alone of the vendor can save you a lot of time and grief and tools such as bulk upload tools can save you vast amounts of time.