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Project schedules are often written with go-live in mind, ensuring the product rolls out successfully, is on budget and that the employees are trained. However, ongoing employee feedback post-go-live is equally important.
This feedback can provide insight into issues and enhancement requests that could not only benefit HR, but all the employees in your organization. It can also help lead to employee adoption, which is critical for the overall success of HRMS projects.
You can solicit employee feedback with surveys, scheduled meetings or informal discussions. When given the opportunity, employees often give feedback and provide insight into issues that are not obvious. You can turn that information into enhancements and build a plan to address the most pressing issues quickly. You can also establish a longer-term plan to resolve all the issues identified.
Some of the most common examples of employee feedback for HRMS projects include the following.
Issues resolved with existing functionality
Employees may indicate that they can't perform a certain action or process within an application. In some cases, these issues can be addressed with existing functionality without significant effort.
For example, employees may face a product limitation caused by a security setting that is too constraining or another that can be easily enabled. Employees may have forgotten about features and functionality from their training that they can use to mitigate these issues. Pointing them to the instructions may be all that's needed to resolve the issue.
Training and documentation needs
In some cases, your training or documentation may not cover a feature in enough detail or may not have covered it at all. You can determine how best to address an issue from employee feedback.
This may require updating the training material or documentation or running a new training session to ensure users understand the feature correctly. The more critical the feature, the more effort should be spent on ensuring that employees are properly trained.
Features that are not working correctly
Testing a feature and how it's used in real life doesn't always align the way you would like. You may have tested a feature extensively but failed to account for the way employees would use it or how it should work for it to provide value.
The issue could also be caused by a product limitation or an error in how the feature was implemented. For example, you may have a time sheet application that allows employees to trade shifts, but that does not notify managers when a change occurs.
New feature requests
Once employees start using the application and experience its benefits, they may come up with enhancement requests that could be complementary or that would simplify the existing processes using the HRMS, such as automating a print and fill form within the HRMS. If other forms are automated, the effort involved in automating subsequent forms may be lighter.
Other feature requests for HRMS projects may be bigger, more complex and require a new project to implement. For example, a department in your organization may offer online courses through a third party and request that this functionality be added to the new HRMS. To meet this requirement, you may have to implement a learning management system if one hasn't been set up already.
An indication of employee adoption
Getting employee feedback, even if it's informal, can help you gauge adoption and determine if employees are finding the application helpful. The HRMS application may have a report that tracks employee logins; however, this alone can't provide a true reflection of how employees view the system.
Employees may only be using the HRMS because it's required, such as to record their hours worked to ensure they are paid. This use is important, but it won't help you understand if employees like using the application, find it easy to use and aren't using processes outside the application because they are easier.
Getting employee feedback for HRMS projects post-go-live is important for many reasons, and given the opportunity, employees will often take the time to share what they like and don't like about the new HRMS.