How to Evaluate HR Technology Systems for Your Organization

How to Evaluate HR Systems for Your Organization

To help businesses evaluate the effectiveness of their recently implemented HR technology solutions, we asked HR Leaders and managers for their best advice. From soliciting employee feedback and monitoring KPIs to involving employees in tech decision-making, here are the top tips these experts shared.

Solicit Employee Feedback and Monitor KPIs

Actively soliciting feedback is a critical tip for evaluating the success of a newly established HR technology system and its reception by employees. Create outlets for employees to submit feedback, such as questionnaires, focus groups or one-on-one conversations. Ensure anonymity to enable candid feedback. Analyze the feedback to find common problems or opportunities for improvement. 

Monitor key performance indicators (KPIs) such as user adoption rates, engagement, and productivity regularly. Establish specific targets and benchmarks to assess the solution’s impact on HR operations and employee satisfaction. Finally, continual communication and data-driven review are critical for determining the success of any HR tech solution.

Mohak Bhatia
HR Leader, Knowledge Excel

Use Data Insights and Direct Polling

Many HR technology solutions come with data insights that provide a deep look into how the system is being used. Employers should continuously review this data to see how their site is being used, and by whom, to address whether or not changes in process are needed.

If your system does not come with this type of data, my next recommendation is to poll your team. Attend department meetings to ask for questions or suggestions, or follow up with individual managers or employees to see how the system is working for them.

Ashleigh Martin, PHR
HR Manager

Understand Employee Needs Before Implementation

The first step to ensuring that the recently implemented HRIS is well-received, implemented and used by staff is to gauge the needs, use cases, and problem points of employees before the software is implemented. 

Though this might sound matter-of-fact, it’s very often the case that software becomes a quick-fix bandage over bigger or deeper problems. Sometimes, adding software to the mix when there are process problems or opportunities for staff education simply clogs things up and creates more issues. 

Furthermore, the tyranny of bureaucracy can also cause issues in software implementation. For instance, IT teams may have requirements for software that don’t align with HR needs. Or, on-the-ground team managers might request solutions that aren’t understood or appreciated by more senior managers—and when that happens, a stop-gap is sometimes implemented that does not solve the problem and simply requires more spend.

William Sipling, SHRM-PMQ
Director of Workforce Transformation, Hubstaff

Establish Continuous Feedback Loops

Implementing a new HR technology solution is a crucial step towards optimizing organizational processes and enhancing employee experience. Evaluating the effectiveness and reception of the technology post-implementation is important. 

One approach, which has been leveraged multiple times when introducing a new HR technology for employees or the HR department, is to establish continuous feedback loops with users to understand their experiences and to make necessary adjustments. Collecting feedback through focus groups to get specific feedback and also collecting feedback through surveys or interviews to gauge employee satisfaction is recommended. 

This will also help in understanding the KPIs/metrics, such as the time spent on processes before and after implementation, and assess whether HR processes have become more streamlined and efficient. The key is to collect the feedback and adjust the technology accordingly to enhance user adoption and experience.

Aradhya Srivastava
Enterprise HR Technology Leader

Act on Regular Feedback Post-Implementation

The importance of regular feedback post-implementation cannot be emphasized enough. One tip businesses should consider is conducting concise, clear surveys soon after introducing a new solution, ensuring both quantitative and qualitative insights are captured. It’s not just about gathering feedback but acting on it, demonstrating to employees that their experiences are central to refining and enhancing technological offerings. Also, consider periodic checks, perhaps quarterly or semi-annually.

Linda Scorzo
CEO, Hiring Indicators

Adopt a People-First Mindset

Go in with a people-first mindset. Define what success looks like, then monitor early data like daily user engagement and team usage to gauge adoption. Gather feedback by actively engaging with new users and following up on their experiences to help identify what’s working well and the puzzles that need to be solved. Reach out to team members who haven’t yet embraced the new system to understand their perspective. Remember, when introducing a new system, not everyone will share your initial excitement. 

However, by maintaining a positive, patient and persistent attitude, you can address concerns and questions as they arise. By understanding your team’s reservations and providing immediate support to their challenges, it will help increase adoption rates and foster a smoother transition.

Heidi Hauver
Chief People Officer

Discuss Tech Solutions in Performance Reviews

It really depends on whether the implemented HR tech solution is about enabling employees to work more efficiently, or whether it’s a system that adds to their workload without making a bottom-line difference. 

For example, we have recently rolled out an app for nurses who can plan their week ahead, track time and log information about their patients on the go. At the same time, another HR system is used to request vacation days, log sick leave and receive pay slips, etc. The first system is helping them work faster, while the second one, although convenient, is a middle-management tool for internal control. 

We think the best way to evaluate both types of solutions is to discuss them openly with employees during their performance reviews. Tracking motivation levels over time also allows us to see if a piece of technology is being received well or not.

Hristina Stefanova
Senior Marketing Manager, Blue Tea Software

Involve Employees in Tech Decision-Making

This question is the problem… It’s Captain Hindsight and his trusty sidekick, Afterthought. Employers should have the people who would use it, demo it, along with at least one other option. Let them tell you if it is something they feel is intuitive and easy to use or if it’s a dumpster fire. 

Nothing says, “We care about our employees,” more than letting them weigh in on the tech they will have to work with; then weigh their feedback against the financials involved, and the perceived benefit to the company versus other options. 

You can’t make everyone happy (new tech never does make everyone happy), but by letting people voice their opinion and then taking the time to consider it, your employees will at least feel heard and more valued. That will help your business with retention, culture, (hopefully) the bottom line, and may yield additional unforeseen benefits. If you’re asking this question as an employer, you’re too late, but there will always be a next time.

Matthew Jones
Senior IT Recruiter, VIP Staffing

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