How to Evaluate HR Technology for Your Organization
Pretend you’re in the market for a new dishwasher—how do you tackle the process? You probably have some criteria in mind to help you in the selection.
You’re likely drawn to the one that looks nice and has a favorable price tag. From there, you evaluate its features: Is it adjustable? Energy-efficient? Quiet? Will it fit? Finally, you read reviews from other customers. In short, you research and shop around to find the one that’s best for you.
The same is true when it comes to human resources technology. Once you’re ready to take the plunge, you need to find the right software that best suits the needs of your organization. But where do you begin?
Brian Massey, a Certified Payroll Professional and Client Service Manager at Balance Point offers this advice “You need to have a clear understanding of what your business needs are. Whether you’re anticipating growth, downsizing, or just looking for a better way to manage your workforce, if you don’t know what you are looking for, someone is going to sell you something you don’t need.”
To help you in your search, we’ve identified four factors to consider to help you evaluate the many options on the market today.
4 Questions to Ask When Choosing the Right HR Software
1. Is it secure?
According to a 2017 Identify Fraud Study, $16 billion was stolen from 15.4 million Americans in 2016. With cybercrimes and identity theft at an all-time high, maintaining a secure environment is more critical than ever. Many HR tasks involve the sharing of employees’ personal data, specifically when it comes to onboarding and open enrollment. Employees must provide a great deal of information – social security numbers, birth dates, addresses, and more. When paper forms are involved, there is a greater risk of the information falling into the wrong hands.
With an integrated solution all information is stored electronically, eliminating the need for paper forms. Look for one with a multi-layered security strategy to ensure system access is limited to the right people.
2. Is it easily accessible?
If it’s important for employees and managers to be able access information at anytime from anywhere, then you will want to seek out a solution that is cloud-based. Many cloud-based systems offer self-service features, giving employees and administrators the freedom to access their personal information and pay history, and manage their time off without having to contact human resources personnel.
If the solution has an app, all this can be done conveniently from a mobile device. Mobile apps also allow remote workers to punch in and out wherever they are. With GPS location tracking, the date, time, and precise location can be captured with each punch.
3. Is it dependable?
What good is the best software if it keeps failing or you don’t know how to use it properly? With a cloud-based solution, there is no need for on-site service since all software upgrades and maintenance are done remotely.
When it’s time for training, your provider should take you through a comprehensive demonstration of the software and offer periodic follow-up sessions. Balance Point offers Orange customers access to online training hubs with resources like how-to videos and instructional tutorials. Additionally, your provider should take customer service seriously. Seek out one that provides a single point of contact, the gold standard in customer service.
4. Is it flexible?
Don’t settle for a “one system fits all.” Every organization has its own unique policies and workflows. Your software should be customizable to accommodate your needs.
It should also have the ability to grow as your business grows. Robust solutions can accommodate staffs of 5 to 5,000. An organization with 10 employees may not have a need for an Applicant Tracking System (ATS) today, but it may be necessary in a year or two as staffing needs grow. You should be able to add (or remove) a feature without having to change platforms.
Approach the selection of HR technology like making an investment. One that will help your business thrive and grow. It’s best to take your time to weigh your options to find your best fit.