Rolling out SMARTCHILLI. Bringing your staff along.

Every change requires preparation. Both in large companies and in small businesses. In smaller companies, change is easier to implement than in larger ones, because fewer individual interests come into play. However, there will always be supporters and those who are resistant. We would like to help you a little with the preparation for change. First things first.

Information for everyone.

Inform all colleagues in advance about your idea to use SMARTCHILLI. Use positive words and do not order something. Show colleagues the advantages and explain the reasons for your project. Give colleagues time to inform themselves on the homepage in advance and allow for concerns. Supporters will eagerly embrace the technology. Those who are hesitant must be convinced (not persuaded!) and their concerns dispelled. You can easily refute data protection and security concerns. We have set up a separate area for this on our homepage. You can easily dispel technical concerns by letting employees simply try out the technology.

Piloting.

For larger companies, it is advisable to designate a small group of supporters to take on the pilot project in advance and thus lead by example. Colleagues who still have concerns can thus see for themselves how easy, fast, and simple the system is to operate. In addition, key issues can be identified that will then receive particular attention in the final implementation (e.g., Where do I install the STAFF HUBS? How many do I need and where might there still be obstacles that can be removed in advance?). We have given you free use of SMARTCHILLI for the first 30 days. Use this time for piloting. If you need more time, just let us know and we'll talk about it. We are also happy to assist you with the pilot. If new colleagues join during the piloting period, include them in the pilot; if colleagues who initially had concerns become curious – always be happy to include them. The greater the acceptance, the easier the actual transition will be.

During the piloting period, you are welcome to run paper and SMARTCHILLI in parallel. However, it would be better to actually separate them. Those who use SMARTCHILLI no longer write down times, while those who do not use it remain with paper. A mixture of these two procedures often leads to uncertainty among employees and to the new system not being used (or only sporadically) because they trust the existing system more. We recommend one group uses SMARTCHILLI for time tracking and the others use paper. After the pilot phase, the pioneers can also report on their experiences to those who have made them and dispel any remaining concerns. You have now completed the "unfreezing" phase and you can begin with the change.

The change – the implementation.

It's time to change. Inform employees about the deadline by which everyone will be required to participate in SMARTCHILLI and give them enough time to prepare for it. We recommend testing the system alone for one week, then starting the pilot for a maximum of three weeks, and then switching completely to SMARTCHILLI. The transition should not be too long, otherwise, there is a risk that colleagues will feel that the change is not truly desired.

The system change must be accompanied by the abolition of the lists. Colleagues must always know which system is relevant to them. Refer them to SMARTCHILLI in writing and also include a note on what to do if things didn't work out as planned. What to do and who to contact if you forgot to book?

At the beginning, individual colleagues will certainly forget to log out. It's so quick and easy that people tend to forget it until it becomes second nature. However, you can quickly see who made the mistake in the attendance overview. Write to them and inquire about the end time if he or she does not notice it themselves. The correction is simple. If this happens multiple times with the same person, then a personal conversation is necessary.

Refreeze – make the change permanent.

You have gone through the process and now it is time to integrate SMARTCHILLI into everyday life. You can do this by sending success messages to colleagues for the first one or two months (thank you messages, SMARTCHILLI usage rate, or simply hints on how SMARTCHILLI makes your life easier). Those who refuse to use it may need a talking-to. On the whole, however, its use will consolidate itself and thus become part of the corporate culture.

The corporate culture.

You will notice that SMARTCHILLI has a positive effect on the corporate culture. It becomes easier and more transparent for all parties: everyone immediately sees their hours, and no one feels that hours are being recorded "that somehow cannot be correct" anymore. Cooperation with tax advisors and those who prepare wages is made easier, and last but not least, you can now calmly face any inspection by customs or pension insurance carriers. The data is always there and no longer needs to be searched for. One click and the audits are complete.

One more thing … we won't leave you alone.

Especially in large companies, it makes sense to have the process accompanied. On the one hand, you don't have to take care of it yourself, and on the other hand, external support can help give the change the necessary weight so that everyone pulls together. Our specialists are also happy to be on-site for you and help you if you want. From the introduction, to the programming of the STAFF HUBs and their positioning, to accompanying the entire process in your company. Ask us if you wish.