Payroll is a critical part of any business that should be made as effective as possible with well designed processes. If you own a business and are looking to improve the efficiency of your payroll practices, you are likely being given several options of how to do so. Regardless of the payroll systems that you consider using, there are several things that you should do to ensure that your new system is implemented in the best way possible. Below are a few tips on how to go through this implementation process successfully.
Get Your Employees Involved in the Payroll Systems Evaluation Process
Nobody knows the features that your payroll system should have better than the employees who will be using it on a daily basis. Take some time to ask your employees what they would like to see as improvements over your existing payroll processes and take their input seriously. Once you do decide on a system to go with, get your employees involved in the training process as early as possible. The sooner they learn how to use it, the sooner you will notice positive changes in your payroll practices.
Find The Manual Tasks In Your Payroll That Can Be Automated
Many businesses today still do large parts of their payroll manually, meaning that employees are doing calculations and logging information by hand. This is not only extremely time consuming, but it requires storage space for the documents that are involved when payroll is done in such a way. Take some time to take an in-depth look at the tasks that your employees need to complete and make a list of the things that can be automated with your new system. Doing so will save a lot of time going forward, which means that your employees will be able to focus on other tasks that can benefit your business more than doing tedious payroll work.
Keep Regulations And Legal Requirements In Mind
There are virtually endless government regulations that you need to follow as an employer, which is one of the main issues that causes inefficiency in a business’ payroll system. The solution to this is taking some time to choose a new payroll system that makes it easy to stay in compliance with these legal requirements in order to limit penalties and wasted time. Any good payroll system today will automatically update itself with the latest regulations, as they are constantly changing, so keep this in mind as you are evaluating them.
Get Your Existing Payroll Information Ready To Go
As you get closer to implementing your new payroll system, you will want to ensure that all of the existing payroll information that needs to be imported into it is well organized and in the correct format. This is a part of putting a new payroll system in place that is notorious for causing a lot of delays. With that being said, you can reduce the risk of any hang ups significantly by simply doing a bit of preparation work. Another thing to keep in mind when importing information to your new system is that it is absolutely necessary to ensure that everything is imported correctly. The last thing you want is to get rid of your old system only to realize that you have lost critical information along with it.
Test Your New System Thoroughly
Take as much time as you need to test out your new payroll system before implementing it fully. Business owners typically find that this is the best way to work out the kinks that are bound to be present after making such a large change to the way your organization operates. While it can be tempting to skip this step, it is not recommended, as an error coming to light during a testing phase is harmless, while the same thing happening in a real business situation could potentially be very costly.
As long as you keep these few things in mind, you will be able to successfully implement a new payroll system into your business. Doing so will allow your business to work much more efficiently in a variety of ways, which will reduce wasted time and increase profits.
Rebecca Whiteside. Find more useful HR tips at HR Payroll System’s blog