The 12 Best Practices to Implement HR SaaS

by Victoria Mckee

Many organizations have adopted SaaS, or software as a Service, as a conventional approach to installing software. However, most late adopters are struggling with the new plug-and-play process.

Fortunately, there are ways you can simplify the approach with appropriate practices to implement SaaS in our current environment. Let this article help you with the following HR SaaS implementation!


Best Practices to Implement HR SaaS

If you haven’t delved into SaaS yet, it’s high time you do so. An organization can access this third-party software solution online, whether employers, employees, or HR departments.

Usually, this software features cloud-based storage options allowing broader access across the whole organization. Organizations can improve efficiency, reduce labor costs, remain compliant, and take advantage of the features and their flexibility through SaaS implementation.

But how can you implement it in your organization if you haven’t already? Here are the best practices to implement HR SaaS successfully:


Define and Commit to HR SaaS

SaaS has a lower barrier to entry compared to more traditional approaches. But even then, it’s essential to have a clear and defined strategy. You must define strategies to properly outline problems you need to solve and commit to the business case.

Unfortunately, many people have spun in circles with SaaS partners, which results in short-term struggles and long-term change fatigue. While SaaS allows you to modify use cases and subscriptions, it doesn’t mean you need to constantly change the vision and direction of an organization’s objectives!


Have a Clear Incentive Targeting Users

SaaS is much more straightforward to implement than before, which is why it’s essential to understand the use cases and end-users. Furthermore, you’ll need to have a targeted approach to engagement.

Start by factoring in the why’s, to follow with the how’s and what’s. Once you answer the question, “what’s in it for me?” from the user’s perspective, you’ll be able to have a better SaaS implementation strategy.


Bring In the Right People

recruitment metrics

We recommend conducting a resource assessment, understanding the people considered champions within the organization. Once you do, bring those people onboard.

It sounds easy, but you must take time when choosing who to take in to your project team. The SaaS stakeholders must be aligned, motivated, and skilled, so there is more assurance of delivery to the highest standards.

Through proper staff acquisition, team development, and organizational planning, your SaaS adoption strategy will be on its way to success.


Make It Engaging

It isn’t uncommon for SaaS installation processes to skip the user testing and validation stage expected from typical software implementation.

SaaS IS plug-and-play, but it’s still critical to test the functionality within your organization’s environment, even if it’s only minimal testing. Furthermore, you must ensure that the process (outside the system) will achieve the end goal. Doing so will offer a platform of engagement, as you bring in the most challenging stakeholders on board for the implementation journey, thus building momentum within.


Think of the Short-Term Struggles as Wins

Organizations go to SaaS as the solution to some of the most significant pain points. It isn’t a bad thing, as you need to have a vision and maximize impact. However, you’ll still want to leverage SaaS and use it as a continuous improvement mechanism, prioritizing the quick wins.

It’s best to have a transformation map aligned with the organization’s level of maturity. That way, HR can incrementally grow the business capability, challenging the status quo.


Configure HR SaaS to Meet Organizational Needs

Remember that SaaS isn’t a one-size-fits-all solution. Configuration won’t necessarily mean added service fees. You might be surprised to know that you can configure the majority of SaaS tools as self-service!

Because of that, you must focus your efforts and resources, looking under the surface of the SaaS technology itself, aligning with your organization’s objectives. It’s much better to leverage and implement meaningful technology to the organization rather than get another stand-alone technology implementation you’ll most likely decommission over time.


Know What You Must Achieve

recruitment metrics

As your organization continues to change, your metrics, business priorities, and ROI will follow suit. Benefits realization workstreams will require the appropriate level of governance, which changes and matures over time.

During SaaS implementation, you must know what “great” really looks. Don’t feel intimidated when tweaking your metrics after going live. Just focus on better aligning with the organization’s vision.


Understand and Define the Adoption Strategy

You must know that there are two parallel workstreams underway simultaneously: adoption and implementation. It would be best if you kept these workstreams separate while moving forward at the same time without lapses.

You’ll want to avoid lapses as these can cause loss of momentum, increasing the risk of redundant or even obsolete solutions before going live!


Review the Technology Landscape Periodically

Organizations usually end up with more than one SaaS solution. Frequently, they go for ones that have duplicate or overlapping functions!

Note that the only thing constant about SaaS solutions is change. Like how your organization will change according to market behavior, SaaS products perform similarly. That’s why you need to periodically review your HR landscape across the entire business. That way, you can optimize the technology estate, saving your business money as you switch out or remove any redundant functionalities and technologies.


Design and Operating Model Based on the Service Offering

It’s crucial to build the business and technical capabilities carefully considering the organization. Aim to develop operating models providing new capabilities to end-users and not merely switching on new SaaS tools.

Keep the people, processes, and technologies in mind as you implement new software into the organization.


Partner with the Customer Success Group

Many organizations offer after-sales offerings, and you need to take advantage of that expertise! After all, you wouldn’t sign up for a membership, not attend the classes, then cancel the contractual commitment.

Instead, you’ll want to work with that specific service provider to course correct, taking advantage of at least some of the ROI, even in the later months. Just like any membership, do work with software vendors to re-evaluate and re-initiate the business’ initial use case, particularly during challenging seasons.


What You Need in HR SaaS

If you haven’t chosen the best HR SaaS yet, make sure you take the time and research for the one most suited for your organization. Here are a few of the core HR SaaS functions you must have:

recruitment metrics

  • Functions benefiting the administration, such as features that automate the distribution of employee benefits.
  • Employee self-service features will take some of the burdens off the HR department. Employees are provided a dashboard or mobile app to submit timesheets, request time off, communicate with supervisors, among other standard time and attendance processes. These will empower employees while making it easier to manage employee data.
  • Talent management functions like automating applicant tracking, recruitment processes, and onboarding can lessen the hiring manager’s workload. This would evaluate employee performance and generate performance reviews and other necessary feedback.
  • Automated HR payroll functions will eliminate typical human errors, ensure compliance, and improve the accuracy of salaries. Combine this function with self-service features, and it will be easier for employees to submit and amend any payroll information whenever and wherever.
  • The ability to track employee performance is crucial! That way, management can ensure that their employees are on their way to reaching goals and performing to the best of their abilities.


Wrapping It Up

Your employees are crucial to the organization’s success. With the right tools and systems in place, everyone benefits. This includes HR SaaS, which can automate complicated operations and simplify tasks for HR departments and employers alike.

Hopefully, these best practices to improve HR SaaS gave you an idea of why you should use it and how to do so for better success. Don’t wait any longer and follow these practices with your chosen SaaS now. Good luck!

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