Implementing New Benefits Technology? Here’s How To Overcome Challenges And Ensure A Smooth Transition

Implementing New Benefits Technology? Here’s How To Overcome Challenges And Ensure A Smooth Transition

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New technology has the potential to revolutionize your business. Employee benefits technology is no different, but it can come with challenges that affect how much you can get out of the solution.

Obstacles to implementation can come from lack of training, inadequate strategy, a resistance to change, or problems with the solution itself. But whatever barriers you encounter, the key to a smooth transition is with a proactive implementation plan.

Resistance To Change

Though technology offers a lot of benefits for any business, employees don’t always buy in. Some HR employees may be resistant to change because of fear of the unknown. They may fear that the technology will dramatically affect their role – or eliminate it completely – or that they will have more struggles in their day-to-day work.

Another concern is a lack of confidence with technology. When employees are comfortable with your current solutions, they may be reluctant to go through training and have to learn new features to perform their job duties.

No matter the reason, the best way to combat a resistance to change is by preparing employees in advance. Explain the reasons behind implementing a new solution and the benefits that it will have for employees. Speaking in terms of benefits in a real-world context can encourage employees to adopt new technology more readily.

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You should involve HR employees in the decision-making process as well. Discuss options, take suggestions, and ask for feedback to make them feel like part of the change. As a result, they will have a greater sense of ownership and commitment to the success of the new solution. Without the team buy-in, your implementation process will likely be more difficult and frustrating.

System Reliability

System reliability is a big concern – and a possible barrier – to implementing a new benefits solution. If you’ve been using your system for years, it’s likely that you and your team are comfortable with it. Even if there’s a better option with more tailored solutions, you may be more inclined to stick with what you know works, rather than taking a chance on a new option.

What if the new system is unreliable? What if it’s not configured properly? Will you need to upgrade other aspects of your tech stack to ensure everything works seamlessly? These are all valid concerns, especially if you’re worried about the risk of business disruption.

With the right vendor, you can be sure that your new solution is set up properly from the start, reducing risks of business disruptions and ensuring that you can transition seamlessly from your past solution to your new one.

Integration With Existing Systems

Integration is an important consideration in your solution rollout. This can get surprisingly complex, particularly if your current systems are incompatible with your new solution. You may encounter obstacles and barriers that delay implementation and add a lot of stress and frustration.

From Passion To Profit

Making the decision to upgrade with new benefits technology doesn’t need to be this challenging, however. The right vendor can ensure that your new solution suits your legacy systems, integrates seamlessly to augment your processes, and addresses your specific challenges.

Evaluating Performance

Rolling out a new benefits technology solution is a big task, but that doesn’t mean you can sit back and relax once it’s up and running. To get the most out of your investment, you have to measure the solution’s performance on a regular basis.

Goals should be part of your implementation strategy, which you can evaluate based on key performance indicators (KPIs). For example, you may be implementing benefits technology to increase employee satisfaction or engagement, reduce administrative burden, or improve overall organizational efficiency. Setting KPIs at the start allows you to monitor progress against predetermined benchmarks and see if you’re on track to meet your goals.

You should also track employee engagement and satisfaction, even if it’s not a specific goal. Implementing new technology will always impact the employee experience, either positive or negative, and you won’t know how unless you check in with the employees using it. Consider

focus groups, surveys, and individual meetings that can help you gather feedback and learn how the solution is working for your team.

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In addition, look at the solution’s utilization rate. This can complement your employees’ feedback by revealing if there are areas of the technology that aren’t serving their needs, such as features that aren’t working as they should. You may notice that a whole department isn’t satisfied with the solution, which could mean you need to spend more time in training.

Other metrics to consider include the money invested, money saved, employee retention, productivity, and efficiency. These metrics will give you insights into whether the solution is having the impact that you expected. If it’s not, you have a starting point to make changes that can give you better return on investment.

Create a Strategy for Implementation to Get the Most Out of Benefits Technology

While instituting new benefits technology can have a lot of advantages for your organization, taking the first step can be daunting. There may be barriers and challenges along the way, but preparing for the rollout with a strategic implementation plan can ensure a smooth transition and a team that gets the most out of your new technology.

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About The Author
Frank Mengert continues to find success by spotting opportunities where others see nothing. As the founder and CEO of ebm, a leading provider of employee benefits solutions, Frank has built the business by bridging the gap between insurance and technology driven solutions for brokers, consultants, carriers, and employers nationwide.
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