10 Challenges to Managing Change

 

10 Challenges to Managing Change
By: Shannon Corgan, Director of Marketing 


We've been discussing the reasons why employees are resistant to change and how to overcome them in our recent blogs about The Top Reason Employee Resist Change,3 Reasons Employees Fight Change and 3 Ways Executives Sabotage Change.

When you're making any technology change, rarely does the technology fail you. Problems happen when you don't have the right people and the right processes in place to mange the change. 

Here are the 10 Most Common Challenges to Managing Change you'll want to avoid when you're implementing an employee time tracking solution or any technology solution: 

executive support green  

1. Lack of Executive Support 

Without executive support during all stages of the implementation, it is difficult for change to be adopted whether you’re implementing an employee time tracking solution or any company-wide software. Executives also make the mistake of not communicating the common goal and making it relevant to all employees. Executives also tend to lead the change with the project team and expect the project team to lead the change with the end users. This approach doesn’t work well. To learn more, read our blog about the 3 Ways Executives Sabotage Change.

     
 TEAMWORK    2. Lack of Teamwork or No Project Team

If you lack a cross-functional team from all of the relevant departments when implementing an employee time tracking solution, you are heading towards failure. Teamwork is critical. If you don’t have a strong project team to drive the project goals and deadlines, the project may never come to fruition. You have to make sure you include all of the relevant departments in the planning stages, to proactively prevent any roadblocks you may encounter and roll out the project on time.
     
 PRODUCT CHAMPION  

 3. No Product Champion

Without a product champion from the payroll or accounting department that uses the solution as a core part of their job, the employee time tracking solution may never get implemented. The Product Champion gets everyone on board, organizes and internal resources. If one of your executives found an employee time tracking solution that he liked, but the payroll and or accounting department doesn’t like the software the executive selected, your implementation could be in trouble.

     
 Implementation Plan    4. Missing A Systematic Plan

Poor prior planning nets poor results. How many times have we heard that? It couldn’t be truer when rolling out an employee time tracking solution. Implementation plans without a project vision, change readiness assessment, and a detailed strategic plan with aligned objectives, assigned resources, and timeline could easily fail. 
     
 Broad Participattion raised hands    5. Low Participation

If you don’t engage end users throughout the entire implementation and communicate how the new employee time tracking solution will benefit them, you’re climbing an uphill battle for user adoption. The more involved you have all of your employees and explain the unique benefit to each of your different employee groups (Hourly employees, Payroll and Accounting Team, and Supervisors), the more participation and higher user adoption rates you’ll get.
     
 Communication 2    6. Poor Communication and Engagement

Poor communication and employee engagement will affect your company’s teamwork, effective planning and end user participation. If you don’t effectively communicate the relevant benefits in detail to all the different employee groups, your employees will fight the change. They will also be far less likely to use the new employee time tracking software. Here are Three Ways to Successfully Communicate Change with employee time tracking benefits for each of the different employee groups. 
     
 Feedback   7. Missing Employee Feedback

The biggest mistake companies can make is not addressing user feedback immediately. If you don’t, user adoption is much more difficult. Make sure to gather feedback in multiple ways (email, in-person, surveys, and conference calls) to increase employee participation and user adoption.

     
 Training  

8. Poor Training Plan 

If you fail at training, your implementation fails. Most companies only offer one type of training for all employees and it's only offered during the implementation. If employees have a different learning style than the type of training you offer, the change will not be easily accepted  and you’ll be sitting on unused software. To overcome the resistance, offer training before, during and after the implementation and with different types of training. Create training that is self-paced, has step-by-step instructions, videos and offer in-person training. 

     
 Incentives  

 9. No Incentives

If you don’t offer incentives, your employee participation and user adoption will suffer. Monetary incentives are critical to retaining key implementation staff, but you can always do fun contests and give certificates and awards to your end users without any costs to your company. Recognize employees that provide the best feedback or that are most compliant with logging their time.

     
 Post Implemenation Plan  

 10. No Post Implementation Activities 

If your post implementation plans don’t include training, help desk support, end user documentation, newsletters about new software features, and mentoring by super-users, you’ll have a tough time getting competent end users. Most people only use 20% of their software functionality, so get the most from your solutions with thorough post implementation activities.

 

To get started with WorkMax TIME to simplify and automate employee time tracking from anywhere, on any device, anytime, View our Demo on Demand or Get Pricing

Get Pricing Green VIEW Time Demo Orange


If you liked this blog, you may also be interested in:







 

3 Ways Executives Sabotage Change

3 Ways Executives Sabotage Change 
By Shannon Corgan, Director of Marketing 

Leading an organizational change can be difficult. It can become even more challenging if you don’t have the right executive support. If you are trying to implement an employee time tracking solution or any software solution that will affect all of your employees’ daily activities, there are 3 ways that your executives could be inadvertently sabotaging you.

No Common Goal    

1. Not Unifying Company with Common Goal  

If your executive sponsor for a new employee time tracking solution doesn’t communicate a clear plan and explain how a new employee time tracking solution will help the company achieve a common goal, you could be fighting an uphill battle with user adoption. Also, if your executive sponsor doesn’t clearly communicate the plan and explain the goals and benefits of the employee time tracking solution well in advance of the implementation, employees will be forced to make their own negative assumptions about why the change is happening. For example, they may think that the executives don’t trust them to track their time correctly on paper time cards or spreadsheets. They might feel as though that they are being punished for other employees’ buddy punching misbehavior and think it’s not fair. Check out The Six Reasons to Change Your Employee Time Tracking Blog for a list of benefits. If your executive sponsor doesn’t explain the benefits to the different groups of employees from users, to the payroll department, to the mangement team, they could be sabotaging the success of your employee time tracking implementation. Don't forget to position the benefits to your employees to explain the "What’s In It For Me"
and how the new employee time tracking solution will benefit the different groups of employees.

 Missing from All Project Stages  

2.  Missing from All Project Stages  

If your executive sponsor’s only involvement is sending an announcement email that a change is being made without participating throughout the implementation process to support and lead these changes, you could really be setting up your project to fail. Lack of executive support at all stages of the employee time tracking implementation can lead to poor user adoption and potentially negative ROI of the software purchase.

Executives have to participate in all stages in the implementation process, especially when there is an opportunity to get in-person or live feedback from employees at all levels of your company regardless of title. You need to provide a feedback channel for employees that will only enter time, for supervisors approving time, and all members of the payroll department. Employees are more likely to adopt change when they have participated in the development of the solution. Employees want to participate in a two-way discussion regarding the changes. It is more imperative for the executive sponsor to be involved in two-way engagement activities, to overcome employee’s resistance to the changes.   

 
       
 Forgetting to Lead ALL Employees  

3. Not leading All Levels of Employees

Implementation success can be hindered when executives aren’t participating and leading the change for all levels of employees. Many executives think if they lead the project team and attend their meetings, the project team can lead the employee time tracking rollout by managing through others. This is a big mistake. Executive leadership needs to be present and leading this change at all levels of the organization. They need to give employees the chance to give their feedback and ask questions, so they can understand the change, how it will affect them, and how it will support the company’s goals. 

For example, your payroll team may be excited about the change, but with poor user adoption of the employee time tracking solution by hourly employees, the implementation is headed for failure. If the goals and benefits aren’t clear and relevant to hourly employees, supervisors, the payroll and other departments on the project team, the implementation is doomed to fail.


Now that you know the three ways an executive could inadvertently sabotage your employee time tracking or any company-wide software change, you know what to avoid to successfully implement any software solution at your company. With WorkMax TIME, companies can get up and running today, but should take the time to develop a successful roll out plan to ensure maximum ROI and success. By involving your Executive sponsor at all stages of the project and communicating a common goal to all levels of employees throughout the organization, you have accomplished one of the ten steps to a successful implementation.

We've created a few example email templates to effectively communicate change to your employees, payroll team and supervisors/managers. CLICK HERE to see the email templates. 

To get started with WorkMax TIME to simplify and automate employee time tracking from anywhere, on any device, anytime, view our Demo on Demand or Get Pricing

Get Pricing Green VIEW Time Demo Orange

 

If you liked this blog, you may also be interested in:

 

3 More Reasons Employees Fight Change

3 Reasons Employees Fight Change for Employee Time and Attendance Tracking
By Shannon Corgan, Director of Marketing 

Your employees’ ability to adapt to change is directly related to how well you manage your team. As a supervisor or leader in your company, the day-to-day management of your team will predict your success, whether you are rolling out a new employee time tracking solution or any type of change. Before you announce any changes to your team, you’ll want to take a step back and evaluate how your employees perceive your management and how much they trust you. You’ll also want to make sure to assess your teams’ readiness by looking at how you are managing and communicating with your employees. Once you assess how you manage your team and communicate with them, you’ll want to determine what you may need to do as a manager to reduce any pushback you might get when you decide to implement a new employee time tracking solution. If you prepare in advance, you will be able to help motivate your team to achieve better results and more easily adopt the new employee time tracking solution or any new software solution. Here are the three reasons employees fight change and what you can do to reduce their resistance:

Mistrust

1. Mistrust – Employees that mistrust their managers and the management team will struggle to embrace any changes. Trust is built up over time and if your employees trust you, they are more likely to accept the changes. Think about what you may have done as supervisor or manager or what has your leadership team done to contribute to the lack of trust your employees feel. One of the biggest reasons that employees don’t trust their supervisors and leadership team is due to inconsistent behavior. If you don’t do what you say you are going to do, your employees may begin to question your inconsistent behavior. People are more likely to trust managers that are consistent with their behavior and the will embrace change more easily.
Another reason employees don’t trust managers or leaders in their company is that they over delegate. Leaders need to be in touch with how things are done within their business and have the ability to roll up their sleeves and pitch in when it’s crunch time. If supervisors delegate all the work, employees begin to not trust that their supervisor understands how much work it takes to get the job done. If employees feel like their supervisors are out of touch and don’t understand what it takes to get their job done, the employees are more resistant to change and less likely to accept any changes that are communicated by their manager or the leadership team. 

 

fear of job loss2. Loss of Job Security/Control - When you are implementing any type of technology, employees tend to fear that they are going to lose their job. When you’re implementing an employee time tracking solution, your payroll or administrative staff that handle employee timekeeping may fear that the automated software will save so much time and eliminate so many of their manual tasks and job responsibilities. This causes them to fear that they will lose their job. This is why it’s critical to communicate the goals of the change to the employee time tracking solution with your payroll team well in advance. Let them know you’d rather them spend less time on manual error-prone activities like reviewing and keying in paper time cards. You want them to spend more time on the analytics to improve your payroll accuracy and new projects to grow their skill sets. Also, employees with limited computer skills will be insecure about their ability to learn an automated employee time tracking solution. To put these employees’ minds at ease and to overcome their fear, you want to let them know you’re committed to their professional development and want to give them a new automation solution to improve their skill set.

 

Timing is everything


3. Bad Timing – Before you even think about implementing an employee time tracking solution, make sure you look at your team’s current workload before scheduling its roll out. If your payroll team is at maximum capacity and there are no more hours in the day to take on an important task like implementing an employee time tracking solution, you’ll want to either wait or move current projects to the back burner. It’s important for managers to understand the amount of time that it will take for their staff to implement a new employee time tracking solution and also understand the importance of all the projects their team is working on. This will help you successfully shift around priorities. Timing is everything. You want to make sure that you’re not making too many changes in a short amount of time, to allow your employees to adapt and become comfortable with a change before rolling out another change.

We’ve talked about the three reasons employees fight change. It all comes down to being a good manager by building your trust with your employees, communicating that technology won’t be replacing their jobs but enhancing their skill set, and staying in touch with your team’s current workloads.

We've created a few example email templates to effectively communicate change to your employees, payroll team and supervisors/managers. CLICK HERE to see the email templates. 

To get started with WorkMax TIME to simplify and automate employee time tracking from anywhere, on any device, anytime, view our Demo on Demand or Get Pricing 

Get Pricing Green

VIEW Time Demo Orange

             

3 Ways to Communicate Change Successfully

3 Emails to Announce a New Employee Time Tracking Solution
By: Shannon Corgan, Director of Marketing 

 Last week, we talked about what you need to do to successfully overcome any resistance to change when implementing an employee time tracking solution. If you missed it, here’s a link to the Top Reasons People Resist Change Blog.

Fear of the unknown is the number one reason people fear change. Here are four ways to overcome their fears:

  • Give affected employees ample notice of the change
  • Clearly explain what the change is
  • Describe how the change will affect them
  • Tell them why you are making the change and its benefits

Communication is key to overcoming your employee's resistence to change. These three email templates can help when you're communicating the change to your hourly employees, supervisors, and payroll employees. 

Check out 3 email templates to help you successfully communicate the change to all of your employees that will be using and administering an employee time tracking solution: 

 1

March 25, 2017

 

Dear Employees,


At ABC Company, we are always looking for ways to automate our business to make your jobs easier. You’ve shared that it’s difficult to know how many hours you’ve worked during a pay period and we want to make it easier for you. We know that our hourly employees are always conscientious of our overtime policies.

Also, there have been times that your managers or our payroll team many have had a hard time reading your handwriting on a time card and didn’t pay you the right amount on your paycheck. We want to do everything possible to avoid any errors with your paychecks and do everything we can to pay you right the first time.
We listened to your needs and by April 30th, we will be rolling out a new employee time tracking solution to make it easier for you to submit your time to us. Our new solution, _____________, will allow you to:

  • Clock IN/OUT from your smartphone, company tablet or iPad, laptop or desk computer
  • See the hours you’ve worked
  • Approve your time from your phone or at the office
  • See number of hours worked within the pay period
  • Save time trying to get your bosses’ signature on your time card
  • Have your time automatically calculated

Here’s a quick video to show you one sample workflow of how easy it will be to track your time. Let us know what you think. If you have any questions, please don’t hesitate to ask me when I see you in the hallways or feel free to email or call.


We will be sending you more information as we make progress with implementing our new employee time tracking solution. Rest assured, we will be providing ample training so you feel comfortable clocking IN and OUT and approving your time before we make the change to the new system.
Sincerely,

Jane Doe
COO
ABC Company
602-555-5555

 

2

 


March 25, 2017


Dear Supervisors and Managers,

At ABC Company, we are always looking for ways to help save you time managing your hourly employees’ time and simplify the process.
You’ve told us that reviewing paper time cards and verifying hours and handwriting takes more time that you’d like. You’ve also shared that delivering, faxing, and emailing forms to the office is extending your workday. We’ve also heard that you’d like to spend less time on manual administrative tasks and get back to the work you love doing for ABC company.
We listened to your needs and by April 30th, we will be rolling out a new employee time tracking solution to make it easier for you to manage and approve time for our employees. Our new solution, _____________, will allow you to:

  • Clock IN your employees with a few clicks at the beginning of the day, Clock OUT/IN for lunch and Clock OUT at the end of the day.
  • Approve all of your employees’ time as a group by clicking a few buttons
  • Capture employees’ signatures on time worked from your mobile device
  • Access and approve employees’ time from anywhere, anytime and on any device
  • Eliminate the need to fax, scan or deliver time cards to the office
  • Stop manually calculating employees hours worked; it will be automatic
  • See employees hours worked in real time, if needed


Here’s a quick video to show you one sample workflow of how easy it will be to track your time. Let us know what you think. If you have any questions, please don’t hesitate to ask me when I see you in the hallways or feel free to email or call.


Our goal is for our managers and supervisors to spend the least amount of time on administrative tasks and make sure we pay you and our employees right every time. We will need your leadership on this initiative to help us make our company as a whole more efficient and improve how we manage employee time and labor tracking.


Rest assured, we will be providing ample training so you feel comfortable clocking IN and OUT and approving your time before we make the change to the new system.

Sincerely,

Jane Doe
COO
ABC Company
602-555-5555

 
3

March 15, 2017

Dear Payroll Team,

At ABC Company, we are always looking for ways to automate our business to make your jobs easier and more efficient.
We’ve heard that you’d like to eliminate manual processes and you would like employee time tracking to be integrated with our payroll. You’ve also said that it’s difficult getting mobile and remote employee’s time cards in a timely manner. We’ve also heard that you’d like to reduce the amount of time it takes to make sure the payroll hours are accurate on our time sheets, auditing the time sheets and making sure it has the proper approvals.

We listened to your needs and by April 30th, we will be rolling out a new employee time tracking solution to make it easier for you to process payroll. Our new solution, _____________, will allow you to:

  • Eliminate manual data entry of paper time cards into payroll system
  • Expedite payroll processing and streamline the process
  • Improve payroll accuracy of hours worked with actual hours vs. estimated hours
  • Reduce out of cycle paycheck runs due to poor handwriting or miscalculated hours

Our goal is for our payroll team to spend the least amount of time on administrative tasks and make sure we pay you and all of our employees right every time. We will need your leadership on this initiative to help us make our company as a whole more efficient and improve how we manage employee time tracking.


Here’s a quick video to show you one sample workflow of how easy it will be for employees in the office or in the field to track their time. Please take a look at it and let us know what you think. Our goal is to provide you with the technology to automate manual tasks to better serve our employees. If you have any questions, please don’t hesitate to ask me when I see you in the hallways or feel free to send me any of your questions by email or call.


Rest assured, we will be providing training so you and all of the employees you support feel comfortable clocking IN and OUT and approving your time before we make the change the new system.
Sincerely,

Jane Doe
COO
ABC Company
602-555-5555

 
To get started today, view our demo on demand or get pricing.

Get Pricing Green View Demo Orange

 

If you liked this blog, you may also be interested in: