Without proper change management, even the best system implementations risk failure. So how can businesses manage change effectively and support their people through the process? Here are 5 key strategies that make all the difference.
1. Recognise the True Scope of Change
Before you can manage change, you need to fully appreciate its scope. Organisations often underestimate the disruption a poorly managed HCM system implementation can cause..
Think of it like an Enterprise Resource Planning (ERP) rollout. Businesses adopting an ERP system understand it will reshape processes across finance, procurement, and logistics. They expect widespread impact. Yet, oddly, HCM transformations often don’t get the same level of attention, despite the fact that every employee interacts with HR and payroll systems, from recording timesheets to managing leave and accessing payslips.
Failing to grasp the full extent of the change leads to inadequate planning, missed risks, and employee frustration. For this reason, step one is acceptance that this is not a small software upgrade but a business-wide change.
2. Embrace Leader-Led Change
While change must start at the top, leadership extends well beyond titles. True leader-led change involves two layers:
Formal leadership: Senior leaders must be aligned, informed, and visible in their support of the HCM transformation. They need to actively communicate the vision and back initiatives that support employees through the change.
Informal leadership: Leaders aren’t only those with job titles. They are also the influencers within your workforce; the people who others listen to and follow. These could be vocal employees, team champions, or even union representatives. Identifying these informal leaders and engaging them early in the process is critical because once they buy in, they become powerful advocates, helping to bring the rest of the organisation along with them.
By focusing on both formal and informal leaders, you create a ripple effect of trust and engagement across your teams.
3. Personalise Your Approach with Personas
There is no one-size-fits-all solution to change management, especially when it comes to HCM transformations. Different groups within your organisation will experience change differently, and your approach should reflect this.
Developing personas is a practical way to tailor your strategy. For example, consider the needs of frontline employees versus head office staff. A production worker might be most concerned about accessing payslips, while a manager is more focused on approving leave and time records.
Creating general but realistic personas helps you to understand the concerns, motivations, and communication preferences of different employee groups. From there, you can design targeted communication and support that speaks directly to their needs.
4. Communicate Early and Often
People fear the unknown. Regular, transparent communication removes uncertainty and builds confidence. Start communicating with your team early in the project, well before the new HCM system is launched. Provide clear timelines, explain what’s changing and why, and offer practical information on how employees will be supported throughout the transition.
Two-way communication is just as important. Create forums for employees to ask questions, voice concerns, and offer feedback. This not only helps to surface issues early but also builds trust that the leadership team is listening and responsive.
While change must start at the top, leadership extends well beyond titles, identify informal leaders and engage them early in the process.
5. Support Employees Through Stress and Overwhelm
Large-scale HCM transformations can be overwhelming. The sheer number of moving parts, from new processes and new tools to changing expectations can create stress for employees and leaders.
To prevent burnout, stagger your rollout where possible. Provide phased training aligned with key milestones, rather than front-loading everything months before go-live. Equip managers with the tools they need to support their teams and check in regularly on employee well-being.
It’s also worth normalising conversations about stress and workload and acknowledging the challenges associated with a HCM change openly.
Remember, Change is a Journey, Not an Event
Successful change management isn’t about ticking boxes or sending out a few emails. It’s about guiding your people through a journey, step by step, with empathy, clarity, and support.
By recognising the full scope of your transformation, embracing leader-led change, tailoring your approach to different groups, and supporting your people through uncertainty, you'll set your organisation up to not just survive change, but thrive through it.
