How To Communicate Efficiently During An HRIS Project
When it comes to HRIS projects, there are some structuring questions you will need to answer in order to communicate efficiently during a project:
- Is this a global or local project, and therefore, should the communication be driven globally or locally?
- Is this a multinational project (usually yes) and in this case, should all communication items be written in one common language or should the countries have the choice to translate the materials?
- Will you face some cultural aspects that will orientate you towards different media depending on the country?
- What is the culture of your company when it comes to communication?
- Face to face meetings or digital meetings
- Institutional channels, managerial channel or social network
- Intranet, newsletters or email
- Should your communication be aligned throughout the company or do you expect the local teams to own and customize the communication materials? In which case, what will be the level of control from the global communication team?
There is no unique answer to these questions, as it depends on your objectives, context, and budget. However, before you invest in a communication campaign, it would be advisable to assess your media and communication methods. Investigate which ones work best for the type of audience you will reach out to during your project. This can avoid spending a huge amount of money and energy on documents that no one will ever look at.
Once your communication strategy is clarified, you can go on with your plan:
- Identify the target audiences
- Identify the communication needs of each target (for this, you should be able to rely on the change impact analysis done at the very beginning of the project)
- Identify the messages that will be passed to each audience at specific timelines of the project, and check for consistency with stakeholders’ engagement action plan
- Choose the media, style and type of materials you will use for each message (this is usually the point where the global / local issue starts becoming relevant)
- Clarify the validation process for the materials (this one can become a real pain point if not anticipated)
- Build a calendar for the communication actions
- Clarify the responsibilities for the delivery process (global / regional / local / HR / Management, etc.)
- Anticipate logistics, especially if you plan specific events
- Build / translate / customize the materials.
Communication about the project is key, however it will only be fully effective if the example set by the management is consistent with it. This is even more so for cloud projects, for which the change is often related more to the HR processes and behavior than to the system itself.