Why Training is Important When Implementing New HCM Software

By Paula Tadayesky

Your organization spent countless hours determining the software your organization needs to manage the workforce. You gathered all the required documentation, assembled your team, and kicked off your project. Implementation discovery and configuration went great; now you’re ready to go live. No, not quite. What about training?

How important is training?

Training is vital to the success of the adoption of the new HCM system. Training should always be an integral part of the organization’s project plan. If the training and change management messaging lacks items related to system training, it can create an adverse downstream effect.

We had a situation where a client underestimated the importance and impact of training on the system implementation. The client was ready to start testing their solution, and when they accessed the system, they couldn’t navigate to accomplish essential tasks. There were so many questions on where items were and how they could access pieces of the solution. We were able to jump in and help them develop test cases and test plans, but we wish we had been there at the beginning to prevent the situation from happening at all. 

User training isn’t simply just presenting materials to your employees and management. It is a matter of knowing your audience. Understanding the learning style of the trainees and what tasks they will need to be proficient in is a critical part of the training plan.

Common misconceptions and pitfalls when developing your training plan.

• Poor Communication:  Why is this software being implemented? What are the goals?  
• Flawed Assumptions: The employees and users will be able to learn how to use the system independently.
• Go Live without Training: Planning training after going live. A wait-and-see approach to see how the team does before planning training.
• No Champions:  Ensure you have a vocal champion of the new system—someone who can answer questions and assist with the new system adoption.

Top Four Training Planning Tips

1.      Messaging on Training and Change Management

• Start sending out the introduction of the new software early. The sooner you have the buy-in from your team, the easier it is to train. This messaging is one of the most essential parts of your change management process.
• Explain the new software’s goals, benefits, and critical dates, such as training and go-live dates.
• Determine who some of your advocates are and have them be part of your champion team. These individuals can also play a role when it comes to your testing of the software. They are your early adopters.

2.      Make Training a Priority

• Center the training around the audience that is going to attend. Ensuring the material is relevant and centered on the user type. Have separate sessions for employees and your management team.
• Knowing what engages your team is important. Show the trainees the items that will “make their life easier.” Empowering your employees is vital.
• Use some incentives that will make the employees want to use the software. Buy-in is one of the critical success factors in the adoption of new processes and systems.

3.      Understand your audience!

• The training team needs to know the software and how you will utilize it. The trainer needs to pick the best format for the training.
• Include use cases from the work your attendees do every day. Include training on how to accomplish these tasks.
• Training can be delivered in many ways, from hands-on exercises to step-by-step videos and group work. Don’t be afraid to use multiple training methods. 
• Show functionality that will impact each user and their role within the system. Be sure you understand how they will use the system and what is important to them.
• Make the training reflect a day in the life of the employee. It is easier to follow if they can connect with the new software.

4.      Scheduling and Location

• Establish locations, dates, and times and get a commitment on attendance from users and their managers.
• Communicate as early as possible when the training is and the time commitment involved.
• Remind the trainees FREQUENTLY and work with them to accommodate their schedules, where possible. 
• Try to find a pleasant training room. Offer virtual sessions if this learning style works for the user community. 

Summary

An excellent training program will increase employee satisfaction, instill greater confidence in the new system, and better employee engagement in the system rollout. Taking and providing the necessary training is vital to your solution and project success. A software system is only as good as the individuals using it. The key to the success of those individuals is a comprehensive training program that fully engages the system’s users.

Read more about the importance of HCM training in our consultant, Jody Burton’s blog, “Never underestimate the importance of HCM training.”

Let HRchitect help you with your change management processes and training plans to improve the chances of your organization adopting your new HCM system. Contact us here for more information. 

Paula Tadayesky brings 15+ years of Time and Absence Management and Human Capital Management systems experience to the HRchitect team. Paula’s knowledge includes the complete project life cycle, including policy review and analysis, conducting workshops, implementation, user acceptance testing, corporate training, and change management. She prides herself on her ability to facilitate client process enhancements, strong executive presence, and excellent interpersonal relationship-building skills. Paula is an Implementation Manager with HRchitect. In her role, she oversees a group of specialized consultants. In May 2023, Paula was granted the designation of UKG Partner Champion for UKG Dimensions. 

You can learn more about Paula on her LinkedIn.