A Roadmap to Implementing Your New Employee Self Service Software

Technology has become an intricate part of everyday life for nearly everyone in the modern-day workforce. Whether it’s something you’re passionate about or something you try in vain to resist, the fact of the matter is that every business needs to adapt to these technological advancements in order to stay relevant and ahead of the curve. This is especially true when it comes to Human Resource Management (HRM) technology. These days, HRM software is moving at such a fast pace, even those of us working in the industry have to bust our butts to stay up-to-date on the latest features available. Due to this, many organizations are underutilizing (or not utilizing at all) some products that could be saving them immeasurable time and money.

Of these, one of the most important features every business should be using is Employee Self Service (ESS). Most companies have some sort of portal where employees can log in to view schedules or punch in and out, but there is so much more to be gained from an ESS software. Because of that, I’ve laid out a roadmap to turn your employee portal into one of the most efficient tools at your disposal. Follow these steps to revamp (or kick off) your ESS software and get the most bang for your buck.

Step 1: Remodel your Company Culture

In order to get the most out of an Employee Self Service software, you have to get your employees to actually use it. Because of this, the first thing you want to do before implementing a new ESS system is to take a good look at your company culture. With large companies like Zappos and Google that work immensely hard to keep their employees happy, it has become necessary for most organizations to create some sort of positive company culture in order to recruit and retain quality employees. This culture can vary from business to business, but at the very least you should make an effort to cultivate a space that promotes transparency and accessibility. This will help make your business more forward-thinking, promote collaboration, and empower your employees. Not only will this help encourage your employees to adopt the new software, but the software will, in turn, help organize and facilitate your new culture.

Step 2: Work Toward a Common Goal

It’s important to ensure that every department within your organization has clearly-defined goals that align with each other. Part of these goals should be to adapt to your new software and make an effort to use it regularly. The best way to do this is by laying out the specific uses the software has to your employees. The purpose for using the new software might be clear to one department, but another may be completely at a loss as to how it will help them succeed in their job. (Read more on the benefits of Employee Self Service here!) Discussing the software should be on the agenda of the next couple interdepartmental meetings and should certainly be brought up in your next company-wide meeting. Communication is the most important thing when it comes to aligning your company goals.

Step 3: Train your Employees

Many employees, particularly those who have done the same job for years on end, have a hard time adapting to change. That is why it’s so important to educate all of your employees on the importance of the new software and train them thoroughly. Most software companies provide training and educational materials to pass on to your employees, so you won’t be on your own in this. Make sure you also implement these trainings into your onboarding program so new hires are up to speed. Not sure the best way to get your employees on board? Consider throwing a company-wide party once the software has been implemented to cover the basics. This will leave your employees with a good feeling about the change and will provide them with the knowledge they need right off the bat.

Step 4: Use Every Aspect of the Software

Chances are, your new ESS software has a variety of capabilities, all of which are designed to simplify the lives of you and your employees, so be sure to use them! With this software, your company as a whole should start running smoother and more efficiently than ever. It should tie into every other software you use seamlessly, including Payroll, Time & Attendance, Benefits Administration, and more.

Here is just some of the information your ESS software should allow your employees to view:

  • Paycheck information

  • W2s

  • Personnel Information

  • Weekly Schedule

  • Document Management (such as Handbooks, Policies, etc.)

  • Company messaging

  • PTO requests & balances

  • Punching In & Out

  • Hours Allocation

They should also be able to use this portal to sign up for benefits during your company’s open enrollment. What’s more, your new hires should be able to log into their ESS profile to complete all their new hire paperwork electronically. Gone are the days of paper documents cluttering your desk with important HR information. Everything should be done online from a single-source, cloud-based solution.

If your software doesn’t do all of this and more, check out what Dominion can do for you!