A system upgrade is much more than just a technical update - it’s a transformation that affects the entire organization’s way of working.
It requires careful planning, effective communication, and employee engagement. The implementation of a Workforce Management (WFM) system directly impacts employees' daily routines, making the success of the transition highly dependent on how well the change is managed and embedded within the organization. In this blog, we outline five key tips to ensure a smooth and successful WFM system upgrade.
Tip 1: A Well-Planned Project Ensures a Successful Outcome
A well-planned project is halfway done. Successful system upgrades and effective change management depend on meticulous project planning and management. It’s crucial to allocate sufficient time for planning before launching the project and to ensure that the process progresses in a controlled and structured manner. WFM upgrades are large-scale initiatives involving multiple stakeholders, making it essential to ensure that decision-makers are available when their input is needed.
At the heart of project planning is defining the project scope: what will be done and within what timeframe. Clearly outlining the scope both before and after signing agreements helps prevent misunderstandings and delays. Special attention should be paid to the early stages of the project, such as solution design, as thorough preparation facilitates execution and reduces unexpected challenges.
“We invested in project planning to clarify how and where we document project-related matters, what kind of internal meeting practices we follow, and how we communicate project progress to our staff.”- Synsam
Tip 2: Consider Both Technical Implementation and Human-Centered Change Management
A system upgrade is a complex transformation that involves both technical system changes and human adaptation. In many companies, the implementation of a new WFM system is often viewed as an IT project, where the primary focus is on system testing and data flow between different platforms. However, if the human aspects of change management are overlooked, many system features may remain unused, and the full benefits of the upgrade may not be realized.
Quinyx implementation projects are often led by HR and business teams, with IT departments acting as key partners. Since WFM systems directly impact employees’ work processes—such as transitioning from using post-it notes for absence reporting to digital submissions or clocking in differently than before—change management must be a priority. Recognizing its importance ensures a successful implementation and maximizes the benefits of the new system.
Tip 3: Assign Clear Roles for Technical Implementation and Change Management
The best outcomes for both the company and employees are achieved when clear responsibility roles are established for both technical implementation and change management. The technical implementation lead oversees planning and execution, while the change management lead is responsible for engaging employees and ensuring a smooth transition to the new system.
The change management lead plays a crucial role in communicating project progress and upcoming changes. In Quinyx projects, store managers often serve as key figures in driving change, not only by adopting new processes themselves but also by acting as communicators and support figures for their colleagues, ensuring that the transition is successfully embedded across the organization.
Tip 4: A Broad Project Team Ensures a Successful Outcome
Beyond clear individual roles, system upgrades require a sufficiently broad project organization to guarantee successful execution and adoption of new processes. Involving different business units enhances the implementation of new processes throughout the organization. A well-structured project team also improves risk management, as diverse expertise helps identify potential challenges early.
In larger organizations, the project team for WFM system upgrades typically consists of multiple groups with clearly defined roles and responsibilities:
- Technical Project Team: Includes representatives from senior management, ensuring financial oversight and budget compliance.
- Steering Committee: Serves as the highest decision-making body, ensuring that the project aligns with strategic objectives.
- Project Team: Handles day-to-day execution, including project managers, IT experts, and business representatives.
- Working Groups: Cover specific areas such as HR systems, Quinyx, and payroll, ensuring that solutions align with organizational needs.
“The project was well-structured, and we always received clear status updates. It was important for us to have enough people involved in the project so that we could get quick support when issues arose.” Read the full customer story.
- Stockmann
Tip 5: Employee Engagement and Internal Communication Are Essential
Engaging employees is crucial in system upgrades. Research shows that up to 75% of change initiative success is achieved through participation and commitment from those affected. Employees need to understand why the change is happening and how it benefits them. Effective internal communication is key to securing engagement, as regular updates keep employees informed about training sessions and project progress.
Quinyx clients often have their own communication strategies, but Quinyx also provides guidance and best practices for communication and change management.
Methods for Enhancing Engagement:
- Key Users: In addition to system administrators, key users within the organization provide easy-access support and assist employees in using the system. A store manager, for example, can act as a key user who is well-versed in Quinyx.
- Teams Training Sessions: Offer hands-on guidance for employees on system usage.
- Support Clinics: Provide employees with opportunities to ask questions and troubleshoot practical challenges.
- Instructional Videos: Support independent learning and help employees adapt to the system at their own pace.
- Weekly Bulletins and Intranet Updates: Ensure continuous access to up-to-date information about the project and system upgrade.
“When we first started using Quinyx, our employees had many questions, so we created a customized guide for our needs. Now, we receive fewer questions because the system is easy to understand.” Read the full customer story.
- Klier Hair Group
Conclusion: A Positive Work Atmosphere Ensures a Successful Transition
Beyond these five key tips, the success of a system upgrade ultimately depends on people and collaboration. When both the project team and employees feel involved in the change, their commitment and motivation increase. A positive and solution-oriented atmosphere helps drive the transition forward - rather than focusing on obstacles, it’s important to find effective solutions together and work toward shared goals.
Constructive and open collaboration between stakeholders ensures that the project runs smoothly and that everyone involved feels heard. By leveraging collective expertise, a system upgrade becomes more than just an IT initiative - it transforms into a step forward for the entire organization.
Want to know more about how Quinyx can help your organization with change management strategy? Book a demo with one of our experts!
