Persuading management to automate HR processes

Persuading management to shift from a paper-based/Manuel HR system to an automated digital Human Resources Information System (HRIS) requires a well-structured argument highlighting the value and return on investment. Many of us are having issues with this approach, but today I am sharing a step-by-step approach you can follow as HR:

1. Highlight the Pain Points of a Paper-Based System

Time-Consuming Processes: Human Resources (HR) spends a significant amount of time on repetitive tasks, such as data entry, filing, and searching for information. By implementing an automated digital Human Resource Information System (HRIS), these tasks can be automated, allowing HR staff to concentrate on more strategic activities.

Prone to Errors and Loss of Data: Emphasize the risks associated with manual data entry errors, misplaced files, and potential loss of sensitive information, which can be mitigated with a secure HRIS.

Limited Access to Data: Explain that in a paper-based system, accessing information quickly is challenging, especially for remote teams or managers who may need real-time data for decision-making.

Difficulty in Reporting and Compliance: Show how reporting, analyzing data, and maintaining compliance with labor regulations are difficult to do accurately and consistently in a paper-based system, eg: MOL report, NASSCORP, and LRA.

2. Emphasize the Benefits of an automated Digital HRIS System

Improved Efficiency and Productivity: Explain that an HRIS can automate repetitive tasks, such as tracking employee leave, processing payroll, managing benefits, and storing employee records, reducing HR’s administrative workload.

Enhanced Data Security and Compliance: Highlight how digital HRIS solutions come with built-in security features, such as role-based access, 2FA, and data encryption, which can improve data security and ensure compliance with labor laws and regulations.

Data-Driven Decision Making: Explain how an HRIS can provide valuable insights through analytics, enabling management to make better decisions about hiring, employee engagement, performance, and retention.

Employee Self-Service Portals: Point out that many HRIS solutions offer self-service portals for employees, allowing them to update their own information based on the access given to them, request leave, and access payslips. This can improve employee experience and reduce HR’s administrative workload.

3. Provide Cost-Benefit Analysis

Calculate Potential Cost Savings: Estimate how much money the company could save on paper, printing, storage, and administrative time by adopting a digital HRIS. Consider presenting an estimated return on investment (ROI) over a specific period.

Showcase the Cost of Not Adopting an HRIS: Sometimes, emphasizing the risks of sticking with a paper-based system—such as errors, compliance fines, and productivity loss—can be just as compelling as highlighting the benefits.

Vendor Pricing Comparison: Gather pricing and module information from several HRIS vendors to show management the different options within the company’s budget. Many HRIS providers offer modular solutions, so you can start with the essentials and scale up over time.

4. Demonstrate Real-World Examples

Case Studies and Success Stories: Research case studies from companies of similar size or industry that have successfully transitioned to a digital HRIS. Presenting a real-world example can help management visualize the positive impact of the change.

Benchmarks with Competitors: Highlight if competitors have already adopted digital HR systems and are reaping the benefits. Staying competitive often requires staying up-to-date with technology.

5. Propose a Phased Approach

Start Small: If management is hesitant to make a large upfront investment, propose a phased approach. Suggest starting with core functionalities such as payroll, employee records, and leave management, and expanding to additional modules over time.

Pilot Program: Offer to run a pilot program for a specific department or a limited set of functions to demonstrate the value and minimize perceived risk.

6. Address Concerns about Change Management

Training and Support: Explain that many HRIS vendors offer training and ongoing support, making the transition smoother for HR staff and employees.

Minimal Disruption: Emphasize that the implementation can be planned in a way that minimizes disruption to day-to-day operations. Highlight the potential for increased productivity post-implementation.

Data Migration: Address concerns around data migration by explaining that many HRIS providers have migration support and services to ensure data accuracy and security.

7. Prepare to Answer Questions from Management

Be ready to answer questions on costs, implementation time, training requirements, data security, and compliance. Management may have concerns about how the HRIS will impact the company or the entity processes, data integrity, and overall productivity.

My example of a Sample Presentation Outline for Management

1. Introduction

The current state of HR operations

Overview of the challenges with a paper-based system

2. Benefits of Migrating to an automated Digital HRIS

Time savings, error reduction, improved efficiency, and data security

How it aligns with the entity or company goals, such as growth or cost-saving initiatives

3. Cost-Benefit Analysis

Potential savings vs. implementation and subscription costs

Long-term ROI

4. Real-World Examples

Case studies, competitor benchmarks

5. Proposed Approach

Phased implementation plan

Pilot program or trial

6. Addressing Management Concerns

Training, support, data migration, and change management strategy

7. Conclusion and Q&A

Summarize the value proposition and open the floor for questions

Final Tip: Use Data and Metrics

Quantitative data (such as time spent on specific tasks, error rates, or estimated productivity gains) strengthens your case. If possible, collect data on how much time is currently spent on manual HR tasks and project the savings with an HRIS.

If you have any questions, please feel free to reach out via Email: [email protected]

Phone: +231881560666