Performance Reviews

Five requirements of a performance management system, to drive adoption

Choosing the performance management system that’s right for you is never easy, particularly when it comes to driving adoption. When people are used to operating the same way for years, major changes can seem daunting. That’s why it’s critical that your adoption plan takes into consideration people’s mindsets, and your company culture.

While there’s no magic formula or checklist to guarantee your new system will be adopted, one way of improving your chances of success is to look for a vendor that is focused on successful adoption.

To ensure the implementation process goes smoothly, check that the systems you’re considering meet the following requirements.

1. Added value for your people

Articulating the value of an improved performance management system and process is key in guaranteeing high adoption rates.

If your HR team isn’t happy with your current performance management processes, chances are the rest of your company isn’t either. Ninety five percent of people are dissatisfied with their company’s performance management processes – largely because they do not perceive what’s in it for them.

Aside from your reasons for purchasing a software or improving your current processes, think critically about why this change is exciting for your people. What will it mean for them in their day to day, and how will they benefit from a new performance management system? This value should be the driving message throughout the adoption phase.

Make sure you and your vendor are on the same page with this requirement, and use their expertise to support you in your roll-out. Together you can identify the added value the platform will bring across HR, managers, and individuals, and evaluate it’s fit with your company’s needs.

2. Positive user experience

A positive user experience refers to how intuitive, accessible, and generally satisfying it is to use a platform. If your performance management system is too complicated to use, it will be difficult to drive adoption.

Your platform should be easy to understand, and any actions you want people to complete should be intuitive. This should support them spend less time completing tasks, as well as increase clarity and alignment among teams, and support greater professional growth. If you couple and easy to use platform with tangible results for people in their day to day work, they are more likely to want to use the platform again.

3. Provide proper training

Proper training is essential to ensure your people learn to use the new system quickly, and efficiently. For that, it’s important to have a bigger picture understanding of how each role will interact with the system, and appropriate training based on what they will experience.

One of the best ways to help people become accustomed to the system is by gaining first-hand experience. Jump into the different platforms you’re considering, and try using them as various different roles: admin, manager, or individual contributor. Each role will interact with your new system differently, and you should be able to train your people on all the ins-and-outs.

Consider the tasks you’ll be asking people to complete within the new performance management system: how can they get the most out of their experience? During onboarding, make sure they are familiar with the ins and outs of the platform and how to use it, for a seamless experience once you send out your first review.

Whether your training takes the form of workshops, training manuals, 1:1 sessions – be sure everyone has properly understood how to use the platform, and knows what’s expected of them.

Once again, talk to your vendors to see what type of training they offer, or what they recommend as best practices.

4. Easy communication

The roll-out of a new platform should not come as a surprise to anyone. Ideally, you’ve been preparing the ground for long enough to generate some curiosity and even anticipation!

Once launched, your platform of choice should support use through proper communication. What do we mean by that? Simply that the platform should also offer features such as scheduling, push notifications, the ability to set reminders, and integrations with your company’s communication tools like Slack. This will support your team’s efforts in raising awareness and driving communication that scales with every subsequent HR initiative.

5. A dedicated adoption team

Nobody has more experience with your new performance management system than your vendor. A dedicated team to help you implement and roll out your new system is a critically important resource to gain widespread adoption.

What support do your vendors offer to help implement your system? Do they have a strong strategy in place, that fits your company’s structure and culture?

A dedicated adoption team should be have experience in change management to help you drive adoption. The adoption team on your vendor’s side should provide:

  • Communication strategies to demonstrate the system’s value to your people

  • Tactics to recruit internal ambassadors and turn them into champions

  • Training and documentation that support onboarding

  • Technical support


Making a change as big as implementing a new performance management system is rarely a seamless process, but choosing the right one for you can make it easier. While evaluating potential vendors, be sure their system and processes make successful adoption possible. Discuss how they plan to support the adoption phase, how their system makes enthusiastic adoption possible, and how they plan to help you improve the employee experience.

With hundreds of customers worldwide and a relentless commitment to your success, Impraise is the partner of choice in empowering a company’s most valuable asset -- its people.

Want to learn more about our approach to helping you achieve success? Get in touch with us.