Switching HR Software: Questions to ask yourself

Katie Harrower |


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All too often, HR software users decide to switch systems before they’ve asked themselves some crucial questions. The result of this can be hurtful to your business, leaving you with product that is a costly mismatch for your business needs.

Here’s some of the things we would recommend asking yourself, and your providers, before selecting a new system.

1. What does your current system not provide you with, that you need? This sounds easy enough, but you’d be surprised how many people choose a replacement HR software without properly asking themselves this question first. In the same way you wouldn’t write a business plan without aims, you need to work out what you want to achieve by switching to a new HR software provider.

2. Is it up to security standards? You should make sure that your potential HR software supplier is commissioning frequent external penetration tests, which are designed to uncover any weaknesses that could leave your data unprotected. Performing these tests regularly ensures that the system is fully secure and your potential supplier can be trusted with your data.

3. Is it User-Friendly? A user-friendly interface is essential for successful people management through technology. You and your users need to be able to navigate around the system without a problem, saving you time and frustration having to constantly contact support for help. Make sure to undertake a thorough demo of your potential new system to avoid disappointment in this regard.

4. Is it mobile-friendly? This comes hand-in-hand with your potential HR system being user-friendly, especially if you are intent on using the self-service function, allowing your employees to request time off and self-certify absence from home. Being able to access your HR system from a mobile or tablet device is beneficial for everyone using it.

5. Is it adaptable? When switching to a new system, you need to consider whether it will be able to evolve along with you and your team. What we mean by this is adjustability, how regularly it is updated, and the level of flexibility the software demonstrates. Make sure to ask your potential suppliers these questions to get a good picture.

6. Is it all-encompassing? There’s little point in adopting a brand-new system only to find you need another three systems to perform all the necessary functions you need within your HR dept. We would advise writing down a prioritised list of potential ‘pain points’ that you aim to solve by implementing a new system, to guide your discussion with potential suppliers.

7. Is it Cloud Based? Although hardly necessary, cloud-based HR solutions generally see a higher level of satisfaction from users – 66% of companies using cloud HR systems feel their needs are always or frequently understood by their providers, with only 5% feeling that their needs are rarely or never understood. This compares with those companies that use on-premise systems – only 39% feel that their needs are always or frequently understood, and a whopping 35% feel that they are rarely understood, or never understood at all.

Did you find this article useful? Youmanage HR offers software to help you streamline your HR processes and ensure compliance within your company. We also write articles on HR, leadership, employee engagement, health & well-being and much more. Start a free trial of Youmanage, get in touch to ask questions, or check out our blog to help you to deliver HR best practice in your business.

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Katie is the Marketing Executive here at Youmanage. Within the wider team, she is responsible for managing all aspects of marketing communications, including content and digital strategy, social media, website traffic, prospective client experience and the overall satisfaction of existing Youmanage users.