Re-structuring, changing system or implementing a new system is always a challenge to management and employees. Staff and management are used to and familiar with the current systems and they can breeze through their work quickly.
New systems require training and getting used to and may take quite a while for the employees to get used to the new functions. From my experience most employees dread new systems even though the new system will make their working life easier in the long run. Until the employees appreciate the new system, it is always a challenge for the employer to convince the team about the new systems benefits. I remember a time where I overheard the CFO saying the overtime was extensive and the company has to find new ways to curb overtime. A flyer landed on my desk a week later and it was a system using mobile phones to clock times which included a GPS tracking system. Most of the riggers and technicians worked out in the bush and remote areas. This system was perfect to address several issues. It will not only reduce overtime (employees can’t go back to clock in once they missed the clocking) but as employers, there is a duty of care to ensure the safety of employees and the GPS tracking would cover this requirement. Of course there were a lot of push back from the riggers & technicians! They could no longer cheat on overtime but funnily enough they were more concerned about privacy & confidentiality. So how did HR and Management address the situation? 1. We engaged change champions or agents whom we know employees look up to be part of the change 2. We ensure we have a Workplace Surveillance Act Policy in place to address the issues on the GPS tracking 3. We checked all States’ Workplace legislations on privacy & confidentiality 4. We gave all riggers and technicians new phones for better coverage 5. We told them they did not have to have the GPS tracking on after work 6. We told them about the benefits of not having to do manual time-sheets on weekends 7. We provided training on the system and emphasised the benefits for all parties - the employees, payroll and management. Conclusion – both employees and management were happy with the results – reduced overtime, addressed the WHS issue and payroll did not need to follow up with Time-sheets! The lesson here is – consult, planning, engage champions, test, training, benefits, implement and adjust!
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