Human Resources

The 5 Step Process for Implementing HR Software

June 20, 2017
process-for-implementing-HR-tech.pngTake a look at this HR Tech Market Map  from CB Insights. Is your head spinning yet? If it is, you are not alone. HR technology is hitting the market at a fast pace and significantly disrupting traditional HR roles.  Sitting down with individual employees to walk through their new hire paperwork is quickly becoming obsolete, and gone are the days of in-person new product trainings with the entire sales team. So how can HR professionals use technology to support their company and employees?

Whether you’re looking for help with recruiting, streamlining onboarding, or payroll reporting, there’s a software out there. But how do you determine what software is right for you? Whether you’re evaluating new or current software, the process is just as important as the purchase.

Understand the business need and align software


Start with your company’s strategic goals set, and discover what possible gaps can be filled or what processes can be streamlined. Don’t lose sight of the big picture just to fix a single feature of a service or product already in place.

Ask the right questions


Understanding how well the new technology plays with current technology or software is key. If you have an RFP team or process in place, make sure to include software questions. Ask questions like: Do you already have an engagement tool that might confuse employees? Does your current payroll or HRIS system have an open API to handle this new software? If the product or service changes, how does the vendor plan to train or update the end-users?

Gather a team

Instead of having one project team lead the charge on software evaluation and purchase, consider phases of teams. For example:
  1. Phase one’s team can assess the technology and gain approval from leadership.
  2. Phase two’s team evaluates vendors and narrows down the options. They also complete demos, but evaluate no more than three options.
  3. Phase three’s team consists of a pilot group that experiences the software in real time. Make sure that this team includes end-users, IT support, and leadership to elicit broad feedback.

Get marketing involved


Whether it’s internal or external facing software, adoption is the key to getting the most value out of HR technology. If you have a stellar marketing team, get them involved to draft communication and strategy around your purchase. They will help make sure employees clearly understand the why, how, and what of this new software.

Collect feedback


After implementation, create simple communication channels to receive feedback as employees or candidates experience the software or technology. Make sure you share that feedback with your vendor too; whether it’s functionality or a “nice to have,” the relationship with your vendor can become a true partnership.

The biggest mistake HR leaders make when evaluating software is thinking they need the “latest and greatest” when they haven’t assessed their current suite of tools. It’s important to consider you may already have the right tools, but have never evaluated and aligned them to your strategic goals. Be confident you’ve selected the right software that will support your company and employees in the future by implementing this process.