Why Employees Resist New HRIS Systems (And How to Overcome It)
- Lexie Ward
- Apr 8
- 4 min read
Implementing a new HRIS or time and attendance system should improve efficiency, accuracy, and compliance. But for many companies, the biggest challenge isn’t the technology—it’s getting employees to embrace the change.
Resistance to new HR systems is common, especially among long-tenured employees who are used to the old way of doing things. If not managed properly, this resistance can slow adoption, reduce system effectiveness, and even lead to project failure.
So, why do employees push back against HRIS implementations, and how can companies successfully navigate these challenges?
The 6 Most Common Reasons Employees Resist New HRIS Systems
1. Fear of Job Security
Employees—especially those who have been with the company for years—often fear that a new system will automate tasks they once handled manually, making their role less valuable or even redundant.
How to Overcome It:
Emphasize Role Evolution, Not Replacement: Make it clear that the system is designed to enhance their role, not eliminate it. For example, an HR team member previously managing payroll manually can now focus on strategic HR initiatives.
Involve Them in the Process: Ask for their input early and show them how the system can make their job easier, not harder.
2. Lack of Technical Confidence
Not everyone is tech-savvy, and some employees worry that learning a new system will be too difficult or that they’ll make mistakes that impact their performance.
How to Overcome It:
Offer Hands-On, Personalized Training: Provide multiple learning formats, including live sessions, recorded videos, and step-by-step guides.
Appoint Super Users & HR Tech Champions: Identify employees who are quick learners and can provide peer support to colleagues struggling with the transition.
Encourage a No-Blame Culture: Assure employees that mistakes are part of the learning process and will not be penalized.
3. Comfort with the Old System
Some employees have used the same system or manual processes for years. Even if it’s inefficient, they trust it. A new HRIS disrupts their routine, which can cause frustration.
How to Overcome It:
Highlight Pain Points of the Old System: Demonstrate inefficiencies in the current system—whether it’s excessive paperwork, duplicate data entry, or slow processing times.
Showcase the Benefits of the New HRIS: Focus on real-life improvements, like faster approvals, fewer errors, self-service access, and mobile capabilities.
Create a Transitional Period: If possible, run the old and new systems in parallel for a short time so employees can adjust gradually.
4. Lack of Communication About the Change
When employees don’t understand why a new system is being implemented, they are more likely to resist it. They may assume it’s an unnecessary change or fear that they won’t be supported in the transition.
How to Overcome It:
Be Transparent from the Start: Communicate why the change is happening, how it benefits employees, and what to expect during the transition.
Address Concerns Proactively: Create open forums for feedback, town hall meetings, or anonymous surveys to surface and resolve concerns before they escalate.
Make Leadership Visible & Supportive: When executives and managers actively promote and support the new HRIS, employees are more likely to follow.
5. Poor User Experience of the New System
If employees find the new system cumbersome, unintuitive, or time-consuming, they will resist using it—even if it has better features.
How to Overcome It:
Ensure Proper System Configuration: Work closely with HRIS consultants and IT teams to optimize the system for your company’s specific needs.
Gather Employee Feedback During Implementation: Conduct user testing with employees before finalizing the setup to ensure it’s user-friendly.
Provide Quick Access to Help & Support: Offer an easy way for employees to get assistance, whether through an internal HR team, a help desk, or quick-reference guides.
6. Resistance from Key Influencers or Senior Employees
Long-tenured employees or department heads can significantly influence how others perceive the new system. If they resist, it can create a ripple effect throughout the organization.
How to Overcome It:
Engage These Employees as Early Adopters: Involve them in the selection, testing, and rollout process to make them feel like valued contributors rather than forced participants.
Demonstrate Personal Benefits: Show how the system will make their daily tasks easier—such as reducing manual reporting, streamlining approvals, or improving scheduling flexibility.
Leverage Peer Influence: Encourage key influencers to become system advocates who help drive adoption among their colleagues.
How to Ensure a Smooth HRIS Implementation
Overcoming resistance is about more than just introducing a new tool—it requires a well-planned change management strategy. Here’s how to ensure a smooth transition:
Develop a Clear Rollout Plan: Outline milestones, training sessions, and support resources so employees know what to expect.
Provide Hands-On Training & Ongoing Support: Offer training tailored to different employee needs and learning styles.
Communicate Early & Often: Use emails, meetings, and one-on-one conversations to keep employees informed and engaged.
Celebrate Early Wins: Highlight positive results quickly—such as reduced processing times or improved accuracy—to encourage adoption.
Stay Flexible & Open to Feedback: Be willing to adjust workflows, training methods, or system configurations based on employee feedback.
Final Thoughts
Resistance to new HRIS systems is natural, but it doesn’t have to derail your implementation. By understanding why employees resist change and proactively addressing their concerns, companies can ensure a smoother transition and higher adoption rates.
At ROCKCREST, we specialize in helping companies successfully implement HRIS systems with a focus on change management, training, and employee adoption strategies. If your organization is struggling with resistance to a new HR system, let’s connect and find a solution that works for your team.
Need Help With Your HRIS Implementation? Let’s Talk.
