Supriya Nigam is a lead Content Writer & Digital Marketing Strategist at CareerBuilder India. Her passion for helping people in all aspects of digital marketing flows through in the expert HR Technology industry coverage she provides. Also, an avid Yoga practitioner.

To stay up to date with the latest in Human Capital Management trends and best practices the HR systems should be evaluated and updated. We understand that outdated software system can lead to decreased hiring of quality talent, degraded user experience and inability to deliver meaningful analytics.

The General Buying Scenario

Most organizations when upgrading from older HR technology or move to cloud-based services for the first time consider “Price” as one of the initial decision influencing factor.

Today, HR technology is a disruptive innovation. Multiple substantial market elements are keeping HR departments on their toes; simultaneously, these market alterations are offering excellent prospects for HR departments to bring more value.

Therefore, if you are looking at HR management software, or Candidate Sourcing Platform (CSP), or Applicant Tracking System (ATS), ask the following nine questions when vetting potential HR tech partners.

The right questions to ask when evaluating your HR System

1. Do you have a single HR software suite?

From the past surveys, it is indicated that a good number of companies are using the single system. The reason is it reduces the redundancies from duplicate information being managed across a platform. Also, increases the efficiency of the processes.

2. Do you have cloud-integration?

The cloud-based HR technology is growing at an exponential rate, and it is one of the largest trends in software industry. There are innumerable benefits of moving from spreadsheets to cloud-based services. Some of the main advantages are:

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– Flexibility

– Cost optimization

– Agility

– Rapid release schedule for the latest product functionality

3. Is your HR software mobile friendly?

Getting entire HR system with 100% mobile friendliness is hard. However, some features can have that functionality. For instance, career site is one essential part of every HR system or ATS that should be mobile friendly.

It is critical for an organization to deliver the mobile-friendly experience to candidates as in the next five years a significant rise is predicted in the smart device users.

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4. Does your ATS (Applicant Tracking System) meet your business needs?

The hardest challenge for the organization is to stay on top in the raging war for talent and maximise their recruiting efforts to find the right talent at the right time. The ATS support to automate this process. Finding the one that compliments your business model and size is vital for your hiring success.

5. When was the last time you updated your HR software?

Typically, organizations today have 5 to 7 years old HR system, which may not seem much. However, the availability and advancements of technology have significantly increased in past five years. With the greatest being the usage of smart devices.

It is one set of questions that will help you evaluate your existing HR system and its functionality. Now, let’s move on to another set of questions that help you decide better on potential HR technology partners.

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Key considerations for the successful HR technology upgrade

6. Demos & Trial Accounts

The idea of putting software Demos first is to get a good taste of what a platform can offer. However, it is a part of a sales pitch, and you cannot only rely on them.

Take a one step further and ask the HR software vendor to provide you with the limited-time free trial. In future, you can also convert a trial account to a paid one. It will benefit you to save all the data stored during the trial period.

Moreover, the limited-time trial will give you a better clarity on software efficiency, integration capacity and user experience.

7. Price

For some organizations, the price might not be everything, but for others, it is an important factor to envision. Today, HR technology vendors take different approaches to pricing. Here are a few widely used pricing plans:

– Pricing based on company’s total number of employees

– Per Month Fee

– Flat-per User Fee

– Charges applicable to HR staff only (often seen in case of recruiting software or ATS)

If you are concern about the cost, start out small and add function gradually as you require them.

8. Updates

For every software specifically in HR tech UX (User Experience) play a significant role. As a business leader, it is imperative for you to understand, “What does UX means to your organization?” In other words, how engaging and fun is the technology for your HR team?

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It is not easy enough to get employees and HR team members up to speed on a new platform. Therefore, it is critical to use the vetting process to recognise if a vendor has a User Interface or other changes in the work. It can be a great decision-influencer on your HR software upgrade.

Also, it is better to enquire how often the vendor makes platform updates so that you can leverage the information as per your business needs.

9. Support

It is the most critical part of any software purchase. Before making an upgrade, it is essential that you contemplate following factors on tech support:

– What kind of support you want?

– What training and onboarding elements are covered by the vendor?

– Does vendor provide any premium support service? Moreover, if yes then at what cost?

– Does tech support is 24/7 or available for fixed working hours?

These 9 parameters are indispensable to decide on better HR tools and system. There are other factors as well to consider depending on your business needs, including:

– Availability of Application Programming Interface (API)

– Time and money vendor is investing in adding new features

– Does the system support languages other than English?

Put together all these essentials and think what you are looking for. As a business leader, you must have strong HR technology evaluation criteria.

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