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Plan for HR Shared Services

Look before you leap! Engage in detailed planning and design to find the right HR shared service model.

  • HR departments need to deliver services with greater efficiency, while at the same time increasing the quality of service, boosting strategic contribution, and becoming a data-driven function. While shared services are a common response to these challenges, they are extremely complex and differ in many ways from one organization to another.
  • Large-scale transformations like shared services require a lot of buy-in, but organizations are hesitant to disclose details before they know what the final outcome will be.

Our Advice

Critical Insight

  • There is no single HR shared service (HRSS) model that fits everywhere. Use a detailed planning process that identifies objectives, maps the current state, and then explores several options for improvement before deciding on a final recommendation.

Impact and Result

  • Follow a detailed planning process to create a shared service model that is tailored to your organization and specifically created to achieve your objectives.
  • Ensure employee experience is considered throughout the process so the final product will fit their needs.

Plan for HR Shared Services Research & Tools

1. Create vision for HRSS

Establish the HRSS vision, objectives, and scope and develop a high-level communication plan.

Plan for HR Shared Services Storyboard
Plan for HR Shared Services Executive Briefing
HR Shared Services Playbook

2. Document current state

Gather relevant information to create an HR task list and determine HR time allocation.

Task Analysis Framework Example
HR Services: Employee Satisfaction Survey Tool
HR Services: Manager Satisfaction Survey Tool

3. Develop a framework to support HRSS

Shortlist HRSS activities, evaluate scenarios, and select recommendations.

Process Mapping Guide

4. Prepare to proceed to the next stage

Build a business case and identify success metrics.

HR Shared Services Business Case Template

About McLean & Company

McLean & Company is an HR research and advisory firm providing practical solutions to human resources challenges via executable research, tools, diagnostics, and advisory services that have a clear and measurable impact on your business.

What Is a Blueprint?

A blueprint is designed to be a roadmap, containing a methodology and the tools and templates you need to solve your HR problems.

Each blueprint can be accompanied by a Guided Implementation that provides you access to our world-class analysts to help you get through the project.

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Guided Implementation #1 - Create vision for HRSS
  • Call #1 - Confirm your vision, objectives, and scope are matched to your organization’s needs.
  • Call #2 - Discuss stakeholders, both within HR and the broader organization, that are necessary to move forward with planning and how to approach them. Review communications plan.

Guided Implementation #2 - Document current state
  • Call #1 - Discuss data collection options for task analysis and choose the most appropriate methodology.
  • Call #2 - Prepare and conduct an HR stakeholder management survey to understand client satisfaction.

Guided Implementation #3 - Develop a framework to support HRSS
  • Call #1 - Analyze task data to determine the biggest wins for an HRSS model.
  • Call #2 - Map processes to confirm suitability for HRSS and identify efficiency gains.
  • Call #3 - Discuss future state scenarios for your organization.

Guided Implementation #4 - Prepare to proceed to the next stage
  • Call #1 - Review the business case and discuss resistance and challenges from stakeholders within HR and the broader organization.
  • Call #2 - Determine next steps and discuss project plan.

Contributors

  • Christian York, Director of Client Success, Kira Talent
  • Karen Larsen, Senior Business Systems Analyst, TD
  • Michel Hebert, Director, Research & Advisory, Info-Tech Research Group
  • Michelle Turner, Lead, HR Shared Services, Tangerine
  • Nicholas Malcom, Director, HR Operations, UnityPoint Health
  • Sandi Conrad, Senior Director, Research & Advisory, Info-Tech Research Group
  • Scott Manning, Partner, ScottMadden
  • Multiple anonymous sources were also interviewed

Related Content: Organizational Design & HR Structure