Etz Blog

Moving away from manual paper-based processes often means culture change. Taking timesheets online is no exception.

People are often resistant to change, and many implementation issues are the result of inadequate preparation for dealing with ‘soft’ side issues. To prevent user issues slowing implementation timetables it is important to put culture change preparations near the top of the rollout checklist.

Here are some tips:

• Explain reasons – focus on the benefits for each user group. So for example:
  • Admin: manual paper timesheets are laborious and monotonous to process.
  • Managers: using online timesheets means better efficiency, less wasted time
  • Workers: people get paid faster and can be kept in the loop about where payments are in the payroll system.
• Communicate timings - fully explain the timeline for change and the date from when manual timesheets will no longer be accepted.
• User guides – use printed and online guides, but don’t rely on stock versions. Create custom user guides that are tailored for your system, and design and write them in a way that you know users will digest them; maybe consider online video tutorials.
• Management buy-in - get managers and directors on board, cultural change needs to be led from the top down. Managers must display support for the system and demonstrate belief in it. Solidarity is all and dissent is unhelpful.
• Pilot ‘super user group’ – consider selecting an initial group of internet and computer savvy users to pilot the system. They can help train other users and generally act as ambassadors for online timesheets.
• Seek advice and support – if a service provider offers value-added services, make sure that you find out how much support is available to help with culture change issues.

Etz offers excellent support for cultural change issues, assisting clients with a smooth transition to Etz online timesheets. Take a look at these case studies.