Implementing managed payroll services with clients will always produce difficulties that need to be overcome. Over the last 12 months, we’ve completed implementations with clients across many industries with multiple awards. While the boardroom can usually be won over quickly by demonstrating a more efficient, streamlined process that can be analysed and improved upon we have found it can sometimes be trickier to impress the employees.
We had an implementation with a large construction company previously using paper timesheets, as a high proportion would. Paper timesheets coupled with complex award rules caused a fairly large headache for the Payroll Department, due to manual interpretation and data entry which all lead to errors.
During a significant changeover of systems, it is only natural that employees will feel some hesitancy and fear, especially when it comes to whether or not they will be paid correctly and on time. The previously ‘fail-safe’ paper system was now being replaced by a biometric clock-in system, as well as the delivery of payslips through an app. This caused stress and hesitancy within the workforce as they did not fully trust in the new system.
In our experience, we have found there to be a higher level of resistance to technology from traditionally blue-collar industries. However, through several on-site training and demonstration sessions, each employee is now fully engaged with the new technology being utilised.
Similarly, another large client operating across Australia with a predominantly blue-collar workforce is now fully invested in progressing while using technology to measure performance. At first, we made use of iPads to clock-in employees, as well as a self-serve online portal for annual leave submissions, payslips & rosters, but with guidance and advice from Payroll HQ, facial recognition for clock-ins are now being explored. Furthermore, the company is considering further automated processes and safeguards across the board such as time checks for heavy machinery operators, i.e. a driver can’t drive for over 8 hours.
Although in a completely different sector to the clients mentioned above, Payroll HQ has recently completed a large-scale implementation of a major retail brand operating all over Australia and renowned the world over. The back-office side of the implementation was straightforward, but installing biometric hardware and onboarding employees across every store in New South Wales, Queensland, Victoria and ACT highlights the distance that Payroll HQ goes to for our clients. Ensuring knowledge of the system and having employees fully engaged from the start is essential for not only the employees benefit, but it also reaps the rewards for the client; there are fewer errors, fewer calls for support, more reliable data to report on and analyse, and most importantly a high level of trust that the next change won’t be daunting.
Three easy tips to increase employee buy-in when implementing technology change;
- Communication is key. Explain to all stakeholders what will be happening and the benefits everyone can expect to see.
- Substantial training. Start from the top down and take your time to when training employees how to use the new technology. Ensure everyone, from CEO to admin assistant knows how and why the new system makes their day-to-day work-life easier.
- Lay out a detailed and thorough project management plan, as well as timeframes. Checklists are a vital component of this. Read more on checklists here. If you are using a third-party to implement this change, ensure that they do this.
If you are considering switching to a managed payroll service, download your free eBook In Safe Hands, co-written by Andre Atton, General Manager of Payroll HQ, and Tracy Angwin, CEO of the Australian Payroll Association. Acting as a blueprint for transitioning to a managed payroll service, In Safe Hands offers not only technical tips but also the strategic benefits and how to make it work for you.Download your free e-book