HR CHANGE MANAGEMENT
Change management is first and foremost about people and their capacity to adapt to change. Since, the HR department is all about recruiting, training and monitoring employee performance; it has a key role to play in any change management program. There are different aspects in which HR can play a significant role and we shall consider some of them.
The HR department has to ensure that employees are motivated to undertake the change and participate in the change management program. For this to happen, they need to recruit the right people who can think out of the box and can bring a fresh perspective to the table.
Great companies have great leaders and great leaders are “enabled” and “energized” by highly supportive environments that nurture and reward talent. The last aspect of reward and recognition is the final element in a successful change management plan and if the employees who enthusiastically participate in change initiatives are suitably rewarded and adequately recognized, there is an added incentive for them to further the change initiative.
In conclusion, HR needs to be seen as much more than a supporting function and instead, must be viewed as integral to the organization’s change management strategy.
Ten Pre-Requisites for Transformational Change (as per Beckhard’s Change model)
- Ensuring the commitment of the senior management towards the change, which should even be visible to all the organizational members.
- Producing a written mission statement and the futuristic vision/direction of the organization which may provide guidance on the objectives, policies and values.
- Building a shared awareness and change in the perception of the employees regarding the need for change.
- Selecting a team of key managers and opinion formers who will be playing a crucial role in gaining the commitment of the employees towards the change and in disseminating the change widely across the organization.
- Generating an acceptance towards the overall process of change and the entire process of transformation.
- Developing an understanding that resistance to change is inevitable and it needs to be managed effectively.
- Educating and training the participants regarding the necessary competencies required for effectively overcoming the resistance towards the change and winning their commitment.
- Taking steps for avoiding the blames or any kind of negative behaviour which may generate any kind of resistance towards the change.
- Using appropriate resources for facilitating this entire process of transformation or change.
- Maintaining open channels of communication regarding the key processes, failures, challenges and the learning from the new initiatives.
Successful Key Factor
Effective change management involves a systematic approach which facilitates an understanding of the bigger picture instead of just the functional parts. Change Management is future driven and must include the strategic and tactical elements for realizing the futuristic goals of any change program.
Key factors which are involved in the effective change management process have been described below:
- All Pervasive Nature of Change: For a greater impact, change process must be looked at from a holistic perspective instead of parts. Any change process will fail to meet the collective goals of an organization or achieve the desired results unless it is implemented in an integrated manner.
- Effective Management of Change Should Have the Support of Senior Management: This is one of the most important requirements for achieving the successful outcomes from a change management process, without which the entire efforts will fail. This is because top management or the leadership provide vision and direction for implementing change in a planned manner.
- Multidisciplinary Nature of Change: Change is multidisciplinary in nature, as a result of which project teams are set up for ensuring the success of a change management project and realizing the core objectives
- People: The most important factor in the Change Management Process: The most crucial organizational resource is People and one of the precious assets which determine the success and growth of an organization.
- Change is About Continuous Improvement for Achieving Success: A change project should be taken as a mission, and all the efforts must be directed for the fulfillment of that mission in order to achieve success.
- Change Management is Perpetual: Change Management process is an ongoing process and demands attention from various fronts which include: assessment of the triggers which propel change, vision and planning which means developing a futuristic roadmap and involving people in the entire process for making change realizable.
- Effective Change Management Process Require the Involvement of Skilled Change Agents: The Change Agents greatly have the responsibility of ensuring the success of change initiative by demonstrating the required competencies at work. Over and above the knowledge level and functional skills, the change agents should be capable of connecting easily with the people and should be able to communicate and convince people about the change.
- Successful Change Management is all about Ownership: Change Management must involve collective ownership from all the key stakeholders including management for their strategies and decisions, change agents for facilitating change and seeking the support of people, problem owners who are directly involved in the change and also the people.
- Change Offers Opportunities and Challenges, is all about Fun and Passion: Challenges drive the best of the outcome from the people and improves the crisis handling capabilities of people to emerge as the winners eventually.
HR DIGITAL STRATEGY
Human Resource Information System (HRIS) often described as Human Resource Management System (HRMS), in the present scenario can serve as a crucial tool in providing a competitive advantage to the organizations. It involves measurability, better management of data and information, equally provide scope for measurement of key HR practices and its outcomes on employee productivity as well as organizational performance. HRIS is usually adopted as well as implemented for attaining the following goals:
- Improving Efficiencies: Automation in HR, reduces dependence on hard copy form of data and information related with the employee details, facilitates saving of time and resources by way of using online applications/forms created in a user friendly interface. This improves the overall efficiency of the HR department and the HR professionals may focus more on strategic decision making and developmental functions of HR.
- Mutually Beneficial for both the Management and the Employees: Automation of HR or HRIS, facilitate transparency in the system, thereby result in improved employee satisfaction from his job and convenience for the management in proactively responding to people related affairs.
- HR as a Strategic Partner: With the implementation of HRIS in the organization, the role of HR expands from merely being a support system or an administrator to a strategic partner. HR functions in alignment with the corporate strategy and today plays a strategic role in driving business objectives through effective management of human resources and implementation of HR best practices/interventions for improved employee performance.
An evaluation of HR costs involves calculation of ROI (Return on Investment) on Human Capital, which generally encompasses an assessment of the benefits or the positive outcomes and also the costs or the negative outcomes of HR led initiatives/practices. The evaluation of costs and benefits of HRIS can be performed with the help of various techniques:
- Identification of sources of value for costs and benefits of HR led initiatives: This would be involving an assessment of the business environment, changing trends and an evaluation of the strategic course of alternatives.
- Estimating the Timing of Benefits and costs: This essentially involves comparing the HR costs and benefits in various periods or measuring the costs-benefits of various programs led in different timings. This plays a crucial role during the policy making process.
- Calculating the value of Indirect Benefits: Indirect benefits are the secondary benefits. This step helps in understanding the influence of various factors on the probability of success of HRIS projects.
- Improving the organizational competitiveness by way of improved human resource functioning.
- Provides the opportunity for shifting the focus from day to day operational issues of HR to much more strategic objectives.
- Employees play an active part in the HRIS implementation and its usage in day to day functioning.
- Results in reengineering or restructuring of the entire HRD.
HRIS Implementation Key Pillars
- Project Manager or Project Leader: A project manager is a professional who is responsible for planning and execution of projects within predefined timelines and resources.
- Steering Committee/Project Charter: The project manager is helped by a team of individuals who assist the manager in following the implementation process, which is known as the steering committee which decides on the priorities of business of an organization and manages its operations.
- Implementation Team: Project Manager is supported by both the functional as well as technical professionals who look after the operational and software development requirements. The functional team members are essentially from the HR department, who have extensive knowledge about the HR functioning and the processes involved in it.
- Project Scope: It is important for effective project management. Projects should be carefully planned and executed and this can be made possible if the project scope is clearly defined. Project scope enables following of the predefined road map, the resources which may be involved in it and the deadlines within which the project is supposed to be completed.
- Management Sponsorship: Management sponsorship and project management are mutually interdependent and are linked with each other. Management is responsible for any change in the project whether to add or remove or change the project.
- Process Mapping: This is one of the most crucial steps involved in implementation of a system as it highlights the systems and processes involved in the implementation stage, provides a clear idea about the key existing processes and the changes required for implementing the system.
- Software Implementation: Once the planning, sponsorship as well as the mapping is done, now is the stage for the ultimate software implementation. At first the hardware condition is verified, i.e., all the parts of the software implementation. Then the software implementation process starts by determining which past data should be acquired. Each and every step of the HR Processes are matched with the HRIS process. The documentation process is the last step.
- Customization: Customizations offer ample opportunity to the HR department to match their functional processes with the software. Customizations provide scope for continuous improvement and facilitates achievement of business goals through robust solutions. Customizations involve continuous software upgradations and involves huge maintenance costs.
- Change Management: In this process acceptance of user is determined, whether the HR users accept the concept of HRIS. The employees may face difficulty on accepting it, so, proper training should be given over the system processes.
- “Go Live!”: This is the stage for the get goers. Here in this stage, the old software may be shut down immediately with the introduction of the new one or there may be training procedures or proper knowledge training of the software before interaction.
- Evaluation of Project: Once the project is implemented, continuous evaluation is required for identifying the loopholes or major drawbacks in the system and developing a plan of action for overcoming these drawbacks.
Organization culture refers to the beliefs and principles of a particular organization. The culture followed by the organization has a deep impact on the employees and their relationship amongst themselves.
Every organization has a unique culture making it different from the other and giving it a sense of direction. It is essential for the employees to understand the culture of their workplace to adjust well.
Organization Culture Type
- Strong Organization Culture: Strong organizational culture refers to a situation where the employees adjust well, respect the organization’s policies and adhere to the guidelines.
- Weak Organization Culture: In such a culture individuals accept their responsibilities out of fear of superiors and harsh policies.
Reasons for Changes in Work Culture
- A new management, a new team leader, a new boss brings a change in the organization culture.
- Financial loss, bankruptcy, market fluctuations also lead to change in the work culture of the organization.
- Acquiring new clients might cause a change in the work culture.
- The employees on their own might realize that they need to bring a change in their attitude, perception and style of working to achieve the targets at a much faster rate.
- Accepting changes in the work culture is the toughest thing to do for an employee.
- Employees need time to cope up with a new culture.
- The employees must design new strategies, new plan of actions and policies to meet the new challenges.
- An employee must change his behaviour and thought process as per the culture.