The company faced challenges in training over 150,000 employees across 40 countries and 23 languages on a new HR system. Venga helped by developing globally neutral training materials, translating content into 23 languages, and launching a multi-platform support portal. Through strategic planning, process automation, and quality reviews, Venga ensured all employees understood how to use the new system, leading to a successful global rollout.

1. HOW A FORTUNE 500
COMPANY TRAINED
THEIR GLOBAL
EMPLOYEES TO LEARN A
NEW HR SYSTEM
The Venga Solution for Global HR System Rollout

2. 150,000+ employees
40 countries
23 languages
1 HR system
When a multinational company with 150,000+ employees decided to
rollout a new cloud-based Human Resource and Talent Management
system (HRIS/HCM) worldwide, they faced challenges not only in
how to train these employees on using the system itself, but also in
how to train them on newly-introduced HR processes implemented
due to the new software. Then, there were the logistic and linguistic
challenges of training a workforce spread out over 40 countries with
different cultures, languages, educational backgrounds and learning
preferences.
Here’s how we helped them to tackle all their challenges.
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3. • Assurance that every one of the 150,000+ employees around
the globe understood how to use the system
• A clear return on investment (ROI) of the new system
Vice president and director level employees. This group learned
about the reasons behind the new system implementation as
well as the benefits to the company and to each employee.
HR staff. This group learned how their work would change due
to the system and then were trained on how to use the actual
system.
All remaining employees. Finally, this group learned how to use
the self-service features in the new system.
• Web pages
• Job aid documents
• eLearning videos with subtitling and voice-over
• Live or online classroom training material
The goals
Three distinct phases of
the training rollout
Global training materials
support
Project Background
The company had clear goals, targets and requirements for the training rollout.
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4. A total of 23 languages are required for the training materials,
which were originally developed in English.
Languages and regions
English
Simplified
Chinese
Traditional
Chinese
Spanish
French
(for Canada)
French
(for France)
Hebrew
Indonesian
Italian
(for Switzerland)
Italian
(for Italy)
Japanese
Korean
Dutch
Polish
Portuguese
(for Brazil)
RomanianRussian
SlovakThai
Turkish
Vietnamese
Czech
German
Greek
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5. The training content was being developed by members of the
implementation team, who were all internal staff at the company.
While experienced in HR and IT, the internal staff were not
accustomed to developing global training material.
Some of the end results were inconsistent and included local
jargon and U.S.-specific terminology, such as the retirement plan
term “401K”.
The material also included content that subsequently would have
to be re-written and recreated instead of just translated.
The system implementation was being carried out simultaneously
as the training was being developed and some processes were
still undefined. This meant that certain content had to be re-written
or screenshots retaken, all of which increased the risk for double
work and errors.
Lack of globally neutral
source content
Need for more than just
translation
Hybrid implementation
process
The Challenge
The company faced specific challenges prior to the global training rollout.
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6. The 150,000+ employees were spread all over the globe and for
certain audiences in most countries, the material needed to be in
their local language.
These challenges, coupled with the sheer enormity of the task of training the diverse target audience
across 23 languages meant that a bold, knowledgeable and take-charge solution was required for
success.
Enter Venga.
A diverse global target
audience
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7. The Venga Solution
Discovery
& research
Linguistic
team
Planning
Process
automation
Translation
review
Final
touches
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Venga solved the challenge by performing six steps.

8. Venga began by reviewing all the project information, plans,
source material, and client internal resources.
Content requirements audit. During the source content review, we
identified all global processes as well as all local exceptions and
material. A learning path was then created for each location and
job role.
Comprehensive source content review. We removed U.S.-specific
content that did not need to be translated at all, thereby saving the
training project substantial money.
Once the learning paths were completed, we devised the type of
training material that was needed for each audience and topic.
Most identified materials were self-service eLearning, but there
was also a combination of online or live classroom training.
Then, we worked together with the company to identify what
content would be needed on the support portal. We determined
that a support portal for this type of project should contain training
schedules, all the recorded training, as well as other supporting
documents such as job aid, process documents, and forms -
all of which needed to be translated and localized for overseas
locations.
We also identified content that didn’t require translation, while
making sure that all material that would be translated aligned with
the rollout schedule.
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Discovery and research
Planning

9. While the planning and source review was happening, we were
busy hand selecting a team of experienced linguists that met
the specific needs of the company and subject matter. Incorrect
or just sloppy translations can lead to user errors or simply give
the user the impression that the training is not important, thereby
possibly leading to low adoption of the newly introduced product.
For each project, Venga made sure that all translation and
localization processes were system-based and whenever
possible, replaced manual steps with automation, all in the name
of efficiency and speed. For this project, we were able to create
workflows that took the content straight from the company’s
content management system (CMS) directly to the translator,
applying all the correct language assets and setup, without any
manual intervention.
Once the translation was completed, including several quality
steps, the translated material went to the company for review.
Reviewers were included during the glossary translation stage, to
agree on the best translations for terms used in the material. We
also had them review early samples of the translation to ensure the
style and tone was in line with what they wanted. We ran training
and Q&A sessions on the review process and tools, and offered
a support line if there were any questions. The review comments
were incorporated and final layout was managed in the desktop
publishing (DTP) phase.
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Linguistic team assembly
Process automation
Translation review

10. Note that for some languages, the company did not have internal
reviewers. For these instances, Venga used its “Subject Matter
Experts” to fill in the gaps, helping the company achieve this
important quality step in the translation process.
At that point we were getting close to the finish line, only two major
tasks remained:
Voice-over and video production. After the client had selected
their preferred voice talents, we managed scripts, pronunciation
guides and instructions, and the syncing of all assets ahead of the
launch.
Launching of the global multi-platform support portal. With an
employee base of over 150,000 people, the preferred way to
consume the training materials varied wildly. The portal allows
constant access on all devices, such as smartphones, tablets,
PCs and more. The fact that this portal is enabled for all devices
turned out to be one of the most important factors in the success
of the project.
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Final touches

11. To ensure your successful rollout and employee training of any
new HRIS/HCM system for your company, make sure you have
a clear plan and processes in place before your kick-off. At a
minimum this should include:
• Source content review
• Define audiences
• Map out learning paths for each locale and audience
• Decide on what content needs to be translated into which
languages (based on learning paths)
• Build a team of experienced translators and reviewers and
involve them early on in the process
• Automate to ensure efficiency, speed, and easy reporting
• Test, test, test before rollout
• And...have fun!
The Result
Working together with the company, Venga managed and helped to upload all the
training material translations, resulting in a successful HR system rollout to over 150,000
employees in 40+ countries.
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12. About Venga
With expertise in translation, localization, and creative services in over 100 languages, Venga
partners with clients to help them go global.
We follow a strategy of building robust programs for continuous translation and localization for
enterprise clients. These programs are supported by an agile production team, an innovative tools
and technology approach, a specialized supply chain, and an ISO certified quality assurance team.
Our clients can expect a long-term and transparent partnership. We are committed to continuous
improvement and supporting our client’s accelerated growth and localization maturity.
For more information about Venga, please visit our website at www.vengaglobal.com
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