Rolling out new HR software into a business can be a stressful decision for organisations of any size. Surprisingly, subscription cost is rarely an issue. But getting buy-in from senior management, as well as staff who will use the solution daily, is vital.
We deal with a lot of potential customers at various stages of their journey to the empowered freedom HR automation delivers. Many arrive frustrated after what should be quite a simple procedure has previously failed. Some come unprepared and make snap decisions. Quite a few waste valuable time when they have a solution on trial.
Choosing a supplier can become highly complicated – but it really needn’t be. First, you need to maximise your time spent testing systems out.
We advise you to:
Broadly speaking, we get two types of trialists signing up to test HRLocker. Neither of these is right or wrong. They’re just in different phases of their journey.
These organisations are just looking at, or 'tire-kicking,' options from the market, so to speak. They decide to try a few at the same time. They don’t get set up in any system that well and are fielding constant sales calls from various providers.
These kinds of customers often struggle to get set up, which means they can’t test the processes. Judgements are typically then based on appearance alone. Later on, many start the process again as the required functionality doesn’t suit, mainly because a process wasn’t planned.
These organisations have taken a considered approach to implementing a solution that addresses their annual leave, timekeeping, training, recruitment, and compliance needs. They tend to write a 'wish list' and research providers that can deliver what they need.
They have a budget, a project owner, and possibly a small working group that creates a shortlist and then sequentially – not simultaneously – trials the various options before making their preferred choice.
The second type is a more measured approach. One of the most important factors is the budget. If you have a budget, it means you’re serious, that you have a considered plan to follow. But don’t worry. Budget often doesn’t, or shouldn’t, affect pricing, as many providers have transparent pricing terms.
The budget should also take into account the time and costs involved in selecting a solution. Having one isn’t about sending signals to hungry salespeople; it’s for your preparation. So, if you’ve got one, it’s because you mean business, have thought it all through and aren’t just guessing or window shopping with your own valuable time – and money.
It’s important to mention if you have a budget or not when you’re being asked about it. This is because providers’ sales teams want to give you the appropriate information and will be mindful of your particular timeline, giving you the focus you need when you want it.
They don’t want to hassle you, and they don’t want to leave you short either. They don’t want to overwhelm you with tonnes of info you don’t need or be too pushy, especially if you’re in the toe-dipping phase and just want a look around or get a brief overview. There could be something as simple as a short clip for that.
If you have a working group and a budget, the sales teams know you’re organised and serious. They can then deliver collateral appropriate to each level of the working group. This means they’ll spend a lot more time on getting you the right solution and package, regardless of spend.
For example, you might need specific info for your IT team, senior leaders, or finance department to address any concerns or questions they’ll have that might be different from those of an HR or office manager. Similarly, different sectors have different needs and focuses.
The prospective clients that are just testing the water typically end up with slow or no progress. This is costly because the time spent can become considerable, creating a problem because the direction is unclear.
Often, many firms become frustrated with handling a project that’s going nowhere, and then shelve it to focus on primary goals, only to revisit it at a later date when the need suddenly becomes urgent. Sometimes the best decisions are not made in this last-minute environment.
As vendors, we’re delighted with quick, easy sales, so we have a bias on this. But fast sales don’t necessarily mean happy, long-term customers. We need our customers to make informed decisions, too. We’re not always the best fit. That said, even if you’re quite measured and focused with your time, you don’t need to make a meal of it.
A smaller business – or a cost-conscious organisation like a non-profit – can probably go with the first affordable provider they find that addresses 85% or more of their needs, as the extra time involved in the process below can simply be money wasted.
Here’s some advice to get the most out of that selection process, particularly for larger companies:
We’re always happy to hear from anyone at any stage of their journey to deploying People Management Software. We’d be happy to hear about your situation and give our honest advice on what’s best for you.
It could be that we’re not a great fit for your needs, and we'll point you in another direction. Or that we recommend how to go about getting buy-in from your key decision-makers to ensure you get the project off the ground at a later date.
For example, sometimes we hear from office managers or HR admins who have been instructed to try a few systems and report back. Many times this fizzles out, and no progress is made.
Sometimes we hear from overly organised teams that are suffering from analysis paralysis. It’s all a balance.
No matter what your situation is, you’re guaranteed a realistic and honest conversation with us. We’ll always give our best advice on how to make your time spent count towards a successful outcome.