Timing Is Everything: Communicating Change Around Time and Attendance
Change is never just about systems, technology, or process – it's about people.
When organizations introduce or upgrade a new time and attendance solution, the intent is often simple: improve accuracy, reduce manual work, provide transparency to managers, and offer employees better access to their own information. However, without clear communication, employees may interpret it differently – as another thing to learn, another process to follow, or, in the worst-case scenario, they may overlook it altogether.
That's why communication and change management are as critical as the technology itself. How you explain, time, and reinforce the change can be the difference in whether employees accept it with confidence or resist it out of uncertainty.
Here's how to set up your next time and attendance rollout for success – by leading with communication, empathy, and clarity.
1. Start with the "why" – Connect time tools to overarching purpose
Before employees learn how to use a new system, they need to understand why the organization is making the change. When people see the bigger purpose, they're far more likely to get on board.
- Share the why behind the change. Explain how the system will help everyone – by helping to ensure accurate pay, simplifying scheduling, and supporting accuracy.
- Make it about the people, not the process. Instead of saying, "We're implementing a new system," expand upon the why behind the change and explain, "We're improving how we track time to help ensure your hours, overtime, and time off are correct."
- Anchor to your organizational values. For example, frame the change as part of your ongoing investment in people and operational excellence by stating, "As an employer of choice, we're always focused on having the best tools in place to support our workforce."
Pro tip. Build your message around these key questions:
- Why now?
- Why this system?
- How does it benefit you?
2. Engage managers early as change communicators
Managers are the bridge between leadership's message and employees' day-to-day reality. They're also the first people employees turn to when they have questions – so they need to be equipped, confident, and ready to respond.
Prepare your managers with:
- Information about the change during meetings and FAQ sessions to bring them up to speed, answer questions, and evaluate your communications approach.
- Clear talking points and FAQs to ensure consistent communication.
- Simple visuals or demos that they can share during team meetings.
- Support for challenging conversations – acknowledging the adjustment and focusing on the benefits.
Managers who understand the message – and believe in it – can become powerful advocates for change.
Pro tip. Host a short "manager message workshop" before rollout. A 15 or 30-minute conversation can prevent weeks of mixed messaging later.
3. Communicate in phases and celebrate milestones
Change fatigue is real. Employees need time to absorb new information, so communication should unfold in clear, manageable phases.
- Before the launch: Build awareness and curiosity. Send quick updates, such as "Something new is coming to simplify how we track and approve time."
- During the launch: Focus on clarity. Provide short guides, quick videos, or "how-to" tips. Share FAQs and offer an easy way for managers and employees to ask questions and get answers quickly. House information in a central location – such as a SharePoint or Intranet site. Don't forget about employees who do not have email or regular access to a computer – have a plan to support them with posted information, meetings, and resources.
- After the launch: Reinforce success. Share stories of teams who've saved time or reduced payroll adjustments.
Celebrating small wins helps maintain momentum and makes employees feel part of something that is improving, rather than being imposed upon them.
Pro tip. Use multiple channels – such as intranet posts, manager huddles, and short videos – to meet people where they already engage.
4. Close the loop: Listen, adjust, reinforce
The most effective change communication is two-way. After going live, invite feedback and demonstrate that you're listening.
- Conduct a pulse survey or a few listening sessions to learn what's working and what needs adjustment.
- Share updates transparently: "You told us the current time process was confusing – here's how we've simplified it."
- Gather anecdotal feedback by having conversations with managers, HR partners in the field, and other key stakeholders.
- Continue to reinforce benefits and celebrate success stories to sustain adoption.
When employees see that their voices shape how change is managed, engagement and trust deepen.
Lead with communication, land with trust
A new time and attendance system can modernize operations and improve accuracy – but the fundamental transformation happens when people understand and embrace the change.
Thoughtful communication turns a system launch into a shared success story. It helps ensure employees feel informed, supported, and confident – not just about what's changing, but why it matters.
After all, time is one of your organization's most valuable resources (time is money, after all) – and the way you communicate about it shows how much you value your people, too.
We know technology only works when people are ready for it (and when everyone is prepared).
Take a look at other change management and communication articles to gather additional ideas for how you can help guide employees through different stages of your HCM journey – with clarity, empathy, and confidence.
