The choice of HR software is one of the most important decisions a HR leader must make, as the productivity, well-being, results and future of the entire organisation will depend on it.
Once the software has been chosen, it can typically take between 6 months and a year for the team to really assess whether the platform fits the objectives and needs of the company for which it was purchased.
If the right steps have been taken from the beginning, it is very likely that the implementation will be successful. But if, on the other hand, after a few months you come to the conclusion that it is necessary to opt for another platform, the ideal is to re-confirm the needs of the department and start looking for a new provider.
From our experience implementing and running OpenHR, we have compiled some tips that could help you to make a better decision when switching from one solution to another.
- Identify the mistakes made: Evaluate the areas of opportunity for improvement of the platform you purchased with respect to your needs. Generally, and this is something we have come to realise with experience, many HR softwares continue to fail in the set-up and implementation of the tool on a regular basis.
Create a list of functionalities that do not meet current expectations and initiate a specific requirements document to share with your new vendor.
- Research HR platform trends: This will give you a clear idea of what the current market is offering and will open your eyes to new features and improvements that you may not be aware of and that can help you restructure and enhance your HR processes.
- Set realistic expectations: Having had a previous experience, or even if the solution was already in place when you arrived in the department, accept that a change of platform means a reshaping of processes and this can usually take longer than usual. Communicate the expectations of the project to your team.
- Define your budget: Although it is true that the choice of software involves many conditions that have nothing to do with the economic investment, the budget will always be a determining factor for approving one solution or another. Focus on the added value you get with one platform or another, make an analysis of the current investment and compare with the proposals made by other providers, always taking into account the quality-price ratio.
- Analyse the different systems on the market: Don't settle for just one option, ask for proposals from several suppliers, evaluate the benefits and disadvantages of each of them.
- Ask for a product demo and prepare your requirements beforehand: The product demonstration is one of the most important steps, it serves to clarify doubts and expose ideas and objectives from both the supplier and the client. This is the ideal moment to ask questions that will help you identify if this is the right software for your needs. During the demo, the consultant should be able to discuss the scope of the platform and whether it is customisable or more or less a closed standard product.
- Set expectations for the implementation process: Both the selected vendor and your team should be clear on the implementation objectives and timeline. A good implementation should include a start and end date, and a project timeline setting out the different phases. Make sure that at this point each step is agreed upon according to the urgencies of the department at the time.
- Review the contracts and subscription agreements offered by the supplier: It is important to request the necessary documents in order to have legal support in case of any breach of what has been agreed by both parties. Both the client and the supplier commit to a series of actions that must be executed to ensure the success of the project. The contract can give you a clearer idea of these commitments.
- Identify after-sales support channels: HR platforms are designed with the idea that both the department manager and the employees are completely autonomous. However, your choice should always include efficient customer support that is quick to respond in case of an emergency or questions regarding the use of the platform. It is important to take into account what your provider commits to once you have completed the implementation.
Following these tips can significantly reduce the risk of the project becoming an exhausting and frustrating process for HR managers. We recommend a lot of patience, clear thinking and a willingness to learn about this new tool. Once the software is 100% adapted, this will mean that many hours of work will be simplified and spent on more important tasks and not just on day-to-day administrative work.
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