The rapid change into remote working has pushed many Human Resources teams into digital transformation. The digital transformation of HR processes is long overdue but we are finally starting to see HR teams saying goodbye to manual processes and paperwork. In many organisations, HR is now expected to deliver services that contribute to the overall digital transformation of the organisation and create long-term business value. 

During last year, we started designing and developing our own Human Resources tool Frankie. Frankie helps us and the candidates throughout the complete recruitment process, from an early stage to after onboarding. But creating a tool like Frankie and making a digital transformation in HR requires not just the technology, but an interplay between processes, competencies, mindset and change management to succeed all the way. 

So what factors will help you succeed in your HR transformation journey?

Having an aligned vision

Starting out, you should first identify where you are in your transformation journey, and clearly define a strategic vision around where you want to go. An HR technology project is expected to support both the organisation’s HR strategy and business strategy. You need to have a clear vision of how technology will facilitate and develop the services that HR delivers and what impacts you expect to be realized.

The project should always begin by defining and gaining consensus on the most important process requirements and expected outcomes. Make sure you spend time clarifying and describing HR and business needs, as well as the improvements you want to see in the future. This will aid your communication with internal stakeholders, as well as the evaluation and monitoring of the HR solution’s impact. 

Prioritizing the people

It is crucial to understand the employee experience. Business managers and HR employees are key stakeholders in a project introducing HR technology, as their day-to-day work is to a large degree affected by how processes and technology interact. 

Have workshops with the potential users early on and throughout the development, address their concerns and solicit their feedback. If your team is working virtually you can follow these tips to succeed with your virtual workshops. Ensure to be transparent throughout the process, explaining what, why, when, and how things are changing. A positive user experience is a prerequisite for the acceptance of new ways of working. Involve managers and employees in your needs analysis so that you understand their perspective and requirements on processes and user experience. Make sure the employees and managers are involved in the evaluation of possible HR solutions and also in design and testing during system implementation.

Involving in cross-functional collaboration

It’s time to ditch the idea that people are just HR’s responsibility. Working cross-functionally in the transformation is key. It is essential that the HR system can integrate with other business processes to achieve efficient information flows in the organization’s IT ecosystem. IT, finance and other stakeholders should be involved in the project and in the workshops in order to concretise their process needs and requirements for HR data. 

Ensuring data quality

Accurate and reliable data when implementing a new HR solution is critical, and the time and resources required to access the data shouldn’t be underestimated. Make sure you start early if you’re migrating data from multiple systems or if you’re an organization with operations in multiple countries. It will help if you have a clear strategy for what data you will migrate and how it will be verified and corrected. 

Putting emphasis on change management

The core of digital transformation is not technology – it’s about organizational change. For any HR technology implementation project, change management is a requirement for success. Make sure you have someone responsible for working on stakeholder management, communication, culture change and training. It is important that the vision and expected impact of the project is embedded with the various stakeholders within the organization, and that the end users are properly prepared for the reception of new ways of working and tools.

Creating a realistic time plan

Set a realistic time plan based on your defined vision, prioritization of processes and assessment of your organization’s pace of change. Introducing too much new technology in a short time usually involves both stress and risk. 

Planning for the future

Define what the management and development plan will be for your future HR solution. Ensure that you have selected both process owners, product owners and system managers to be responsible for management and continuous development. It helps to have regular workshops with your team so that you continuously develop and improve the tool in line with your plan.

Conclusion

It has become evident that addressing and adapting to change is critical for organizations’ survival. Many industries are going through digital transformation journeys, some pushed by the pandemic into remote working. If you’re planning on transforming the HR in your organization by incorporating more or better digital tools, it is vital to first and foremost understand that HR digital transformation is not exclusively about technology. HR Digital Transformation is about organizational change and people. We hope that these 7 steps will assist in successfully implementing your changes. 

If you need support in planning, designing, and implementing your ideas, feel free to reach out to Flexiana for a chat.

Good luck!

Ado is a marketer at Flexiana. He is a multilingual with passion for digital and has worked for global corporations as well as run his own impact start-up. When he is not connected you’ll likely find him hiking in the mountains or swimming in the mediterranean sea.