How to Prepare Your Staff When Implementing a New Payroll System

  • Contributors:
  • Sarah McPhaul

Implementing a new payroll system can be a significant undertaking for any organization. It not only impacts the efficiency of your payroll processes but also affects your entire workforce. To ensure a smooth transition and minimize disruptions, it is crucial to prepare your staff adequately. Here’s our step-by-step approach to help you prepare your staff for a new payroll system. 

Step 1: Communicate Early and Transparently

Effective communication is key when introducing any change within an organization. Start by announcing the upcoming payroll system transition well in advance, at least four weeks prior to going live with the new system. Clearly explain the reasons behind the change, emphasizing the benefits it will bring to employees and the organization as a whole. Create a communication plan that includes regular updates, FAQs and dedicated channels for addressing any concerns or questions. 

Step 2: Appoint a Payroll System Champion

Designate a knowledgeable and enthusiastic employee as the payroll system champion. This person will act as the main point of contact for staff, facilitating the transition and providing support throughout the process. The champion should undergo thorough training on the new system and be well-versed in its features, functionality and benefits. 

Step 3: Conduct Comprehensive Training Sessions

To ensure your staff feels comfortable using the new payroll system, conduct comprehensive training sessions. Tailor the training to different employee groups, such as HR personnel, managers and employees, based on their specific roles and responsibilities. Offer a combination of in-person workshops, online tutorials and user guides. Provide hands-on exercises to reinforce learning and encourage staff to ask questions. 

Step 4: Emphasize Benefits and Address Concerns

During the training sessions, focus on highlighting the benefits of the new payroll system. Explain how it will simplify processes, improve accuracy, and save time for all stakeholders. Address any concerns or resistance by demonstrating how the system will address previous pain points. Be patient and empathetic, acknowledging the challenges of change, and provide ongoing support to address individual concerns. 

Step 5: Test the System and Gather Feedback

Before fully implementing the new payroll system, conduct thorough testing to identify and resolve any glitches or issues. Select a group of employees to participate in the testing process and encourage them to provide feedback on the system’s functionality and usability. Their insights will help you fine-tune the system and ensure it meets the needs of your organization. 

Step 6: Develop Job Aids and Quick Reference Guides

To assist employees in navigating the new payroll system, develop job aids and quick reference guides. These resources should provide step-by-step instructions for common tasks and troubleshooting tips. Make these materials easily accessible, either in a shared drive, on your intranet or through the new system’s user interface. 

Step 7: Offer Ongoing Support

Even after the initial implementation, continue to provide ongoing support to your staff. This can include hosting refresher training sessions, creating a dedicated support hotline or email address, and assigning the payroll system champion to be available for questions or issues. Regularly communicate system updates, new features and any changes in processes to keep everyone informed and engaged. 

If you’re considering a switch in your payroll provider, our Payroll Services team will assist you and your team along the way. With Asure, a leading human capital management software, we offer a powerful cloud-based payroll and workforce solution. This robust software is backed by our team of local experts, prepared to help make your implementation as smooth as possible. Our dedicated representatives from our payroll team are assigned specifically to your account to maintain the ease of open communication and understanding.