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Times - They Are a Changin'
The Situation
One of the largest medical centers in the New York Metropolitan area recently launched a new, automated time management system to replace an outdated, inefficient manual process. Employees were transitioned to the new system over an 18-month period.
The Challenges:
- Get buy-in from managers and employees. We wanted everyone using the new system to view it as a useful tool that benefits them as well as the medical center.
- Tie the rationale for the new system to their "Service Excellence" initiative and HR vision for the future.
The Solution:
A comprehensive communications strategy, integrating informational as well as technical content including:
- Informational meetings – Representatives of the project team conducted a variety of meetings using PowerPoint Presentations developed by XL to provide managers with information about how to use the new system.
- Distribution of print communications – XL developed monthly bulletins to provide regular updates on the status of the implementation, as well as next steps. The bulletins also addressed any technical issues that arose and how they were corrected plus testimonials from those employees already using the new system. XL also produced posters to be displayed throughout the facilities to help promote awareness of the system.
- Training materials and user resources – XL prepared two quick reference guides to supplement "hands on" training. One for managers provided an overview of the "How To's" for common timekeeping functions and scheduling. The other, for employees, provided guidance on how to use the new system effectively.
The Results:
- The medical center successfully transitioned 4,000 associates onto the new system within the first six months.
- They also received a Best Practices Award for their effective, strategic communications supporting the implementation of the new time management system.
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