Making a PEO Change in as Little as One Month

Changing Professional Employer Organizations may seem like a time-consuming and lengthy task. It can be, but not if you partner with the right PEO broker.  

The ability to move quickly is especially helpful if you find yourself in a panicked situation seeing the warning signs and the need for a rapid PEO switch. While taking a little more time is normally advised, you might be surprised to learn a company can complete the transition in as little as 30 days while minimizing disruption to business operations.

If time is of the essence and you need to move fast, here's what a week-by-week roadmap for a successful PEO switch might look like, one that prioritizes speed without sacrificing quality or employee satisfaction.

Week 1: Documentation and Current PEO Termination

The key to being nimble during this accelerated timeline is proper documentation and organization. Gather all essential documents including employee records, current benefit plans, payroll information, and existing HR policies. Your new PEO broker and the eventual PEO provider will need this information to set up your account and ensure continuity of services.

At the same time, contact your current PEO a soon as possible to ensure you are fully informed about termination requirements and timelines. Some contracts require 30-day notice periods, so early communication prevents delays.

Week 2: PEO Research and Early Employee Communication

While your PEO broker develops recommendations for a new HR services provider for your company, now is a good time to focus on employee communications. Schedule an all-staff meeting to announce the change, explain why a PEO switch is necessary, and try to address all major concerns proactively. Provide employees with transition timelines, FAQs, and contact information for questions.

BestFit PEO can provide PEO provider recommendations in a matter of days and initiate the enrollment process as soon as a decision is reached. Once a choice is made, we will coordinate with both PEOs, old and new, to ensure a seamless benefits transition. The goal is zero gaps in coverage that could leave employees vulnerable or anxious about maintaining uninterrupted health benefits.

Week 3: Implementation and Training

This week focuses on testing all newly implemented systems and processes before they go live. Run payroll tests, verify benefit enrollments, and confirm that all your employee data transferred accurately. Address any discrepancies immediately to prevent issues during the first payroll run with the new PEO.

Now is also the time for scheduling training sessions for key personnel who will interact with new PEO systems to prevent post-transition confusion.

Week 4: Execution and Follow Up

As soon as week four, you can execute your transition according to your established timeline. Your new PEO should provide dedicated support during the first few days to address any immediate questions or concerns. BestFit PEO staff will also assist your team after the transition to ensure a smooth process. Monitor payroll closely during the first few weeks, and address employee concerns promptly with your PEO partner.

The secret to rapid PEO transitions lies in choosing a knowledgeable and experienced PEO broker. Clear communication, detailed planning, and collaborative execution can turn what seems like an aggressive or even impossible timeline into a manageable, successful transition that positions your business for success.

Ready to make a quick and seamless PEO switch? 

We can accelerate your transition timeline without compromising quality services or employee satisfaction.