“The works council has to approve it”

Head of Employee Relations · HR and payroll software

When a buyer says the works council has to approve anything that processes employee data, they're describing a real step, not an excuse. In Germany and several other European countries, employee representatives have a say in new systems like this. Don't try to go around it. Bring the approver in early: ask what the works council usually wants to see, and offer to answer their questions directly.

What the buyer says

Anything that processes employee data needs our works council's approval. That alone can take months.

How to handle it

Listen

Notice that the buyer isn't refusing. "That alone can take months" tells you the approval is the slow part, and that they expect it to be.

Acknowledge

Agree that employee representatives should have a say in systems that process employee data, and that the process deserves to be done properly.

Explore

Ask what the works council has asked about in past approvals, who usually prepares the case, and when they next meet. Ask what documents normally help: what data is processed, who can see it and how it's protected.

Respond

Offer to prepare what the works council needs, in plain language, and to answer their questions directly. Plan the approval into the timeline from the start, rather than treating it as a hurdle at the end.

Say this
“That makes sense. Employee data deserves that level of care.”

Say this
“What has the works council wanted to see in past approvals?”

Say this
“Would it help if we prepared that information and answered their questions directly?”

Variations

Data Protection Officer: “Any new system processing employee data needs a full privacy review first.”
HR Director: “We'd need our employee forum on board before we change anything.”

Questions people ask

How do you respond when a buyer says their works council has to approve new HR software?

Treat the approval as part of the plan, not an obstacle. Ask what the works council usually wants to see and when they meet, then offer to prepare clear information on what data is processed and how, and to answer their questions directly.

Why do works councils need to approve HR software?

In Germany and several other European countries, employee representatives have rights to be consulted on, or to agree to, new systems that process employee data or could be used to monitor staff. The exact rules vary by country and by company agreement.