5 steps to choose your HR tool and convince your CFO
To increase daily performance, stay on top of things and, above all, save time and money, every HR professional needs to be equipped with tools for managing the HR function. Not to mention that COVID-19 has reminded us of the importance of managing feedback and monitoring employees' working hours from a distance. But it's not easy to find your way around all the software on the market. Finding the right one is more complex than Neo's dualistic choice between a red pill and a blue pill. Between similar functionalities and hidden costs, we help you to see more clearly in order to find the HR solution aligned with your real needs and the company's objectives without succumbing to the FOMO syndrome (Fear Of Missing Out or the fear of missing a major event).
Step 1: Collect feedback on bread points from all your teams
It makes sense, but finding the most appropriate HR solution starts with clearly identifying your needs. To do this, there's nothing like using team feedback to understand what's going wrong on a daily basis.
But how do you encourage your team members to freely expose what they find frustrating, redundant or even ineffective?
It is recommended that you set up a brainstorming session. This session will allow you to find ways to improve the existing system or even to identify new functionalities or other processes. To make even more surprising discoveries, don't set any limits on the suggestions: at this stage, it doesn't matter if the solution is impossible or unrealistic. Needless to say,a corporate culture that encourages open discussion will make your job much easier.
The other trick is to build up an extended taskforce, i.e. not just HR managers but also IT professionals. This open-mindedness allows you to benefit from technical advice, which is difficult to appreciate outside of your core HR business, such as cybersecurity or integration.
Finally, rank your solutions according to two levels of priority:
- Must-have (important and urgent)
- Nice-to-have (not immediately urgent but useful)
Second step: Identify the features aligned with your business characteristics and needs
Once you've identified your needs, take a look at the existing offerings and the features that can meet your challenges. As a reminder, the role of human resources used to be to collect and monitor employees' personal and professional information, such as salaries, health benefits and performance reviews. Now, data is making its way into the HR environment. But making data talk and making it intelligible and actionable in the moment is more than just collecting and centralizing data. Feedback management, payroll management, talent management, scheduling management, reporting, attendance and performance monitoring, dashboards... You should find something to boost your HR toolbox.
In case you want to have an HR assessment tool, you need to think macroscopically. For example, a management system dedicated to appraisal can overlap with other elements such as goal management, 360 feedback, OKRs or recognition. Similarly, in recruitment, options such as multicasting, interview scheduling or application management can be very useful.
Choosing a new HR tool is more profound than just equipping yourself with the Rolls-Royce of machines: your approach must be part of a sustainable overhaul of your HR management process. The proposed management solution must be aligned with the company's challenges and objectives. It is on this point that you will have to insist in part to hope to convince your CFO.
Finally, because urgency is often bad advice, it is better to plan for the long term. Do you want a rigid and highly hierarchical company or would you prefer to encourage a true corporate culture?
Step 3: Choose a time-saving solution
Let's be very clear, as the main stakeholder, the tool must first serve your interests and first and foremost free up your time and therefore make you more productive .
You should therefore favour tools that automate the entry of your employee data and offer a quick start-up. Similarly, look for solutions that allow you to have and share an instant overview of several families of data.
Similarly, a new tool worthy of the name cannot be installed at lightning speed.
You should therefore allow an average of 4 to 7 weeks before being able to use your new HR solution. This leads us to specify that if it is a management tool, you will have to plan its implementation a few months before the evaluation season (often in the December-January and May-June period).
Step 4: Don't just focus on the cost of the tool
Now you've reached your goal, it's time to compare and evaluate the solutions you've chosen, with a demo to prove it. We bet you want your new HR solution to be easy to use, efficient and turnkey. However, the simplicity of a solution is evaluated at three levels: configuration, use and deployment. Also, you should know that price cannot be the only variable to take into account when making your choice.
To speed up the learning process, you will be happy to benefit from dedicated training, while in case of a problem, you will appreciate being able to count on a friendly and responsive in-house assistance. A platform specializing in employee evaluation like Elevo makes it a point of honour to provide long-term, friendly support to all its customers.
This is the time to evaluate the selected solutions on the spot, supported by a member of the sales team . With this strong duo, you will evaluate the vendors, schedule product demos and make a comprehensive list of the strengths and weaknesses of each selected solution .
During product demos, don't forget to ask the following questions:
- Does the solution integrate easily with your existing HRIS or ATS? What is its degree of modularity (up to how many users...)?
- Does the solution comply with safety standards?
- What size are the companies that are customers of the solution provider?
- Who are the other companies operating in your sector of activity?
- Isa launch meeting and long-term support planned?
- What is the price structure ? Are there any hidden or additional costs? Depending on the complexity of the system and the number of employees, the cost of an HR management solution can vary.
Finally, don't forget the questions of ergonomics, design and ease of use, which remain decisive selection criteria, especially in the context of a performance management tool used by all your employees.
"Elevo is a tool for HR but more importantly for employees and managers." Justine Reure, HR Development Officer, at Figaro Classifieds.
Step 5: Convince your CFO
Make no mistake, your biggest challenge will not be to find an HR solution worthy of the name but to convince your management to follow your recommendations.
To be convincing, you need to prepare your presentation in advance . You will be able to rely on factual data, figures and authentic feedback from the field. Take stock of your previous HR tools, the objectives that have been achieved and the additional resources that have proved necessary.
It can be useful to prepare your arguments in front of the most common objections to change (usefulness, costs...).
The main issue will be the price (undoubtedly "prohibitive" at first sight for your CFO). In this case, don't hesitate to point out that such and such an objective has never been reached with such a budget level. You can also demonstrate the high costs of HR dysfunction that can be reduced with this new purchase. For example, for a tool specialized in recruitment, it is possible to weigh the low risk of such a purchase against recruitment.
As in sales, think benefits, not features, no matter how innovative.
As for the benefits of the new system, identify those that the company can expect both directly and indirectly.
In a fiery but uncertain contest you managed to sway the decision in your favour. Well done! By doing so, you have not only reaffirmed your strategic role, but you have also given your organizationa lever of resilience that will take your team and your organization to the next level .
If you want to transform your management practices (evaluation interviews, 360° feedback, etc.), Elevo is the solution that will help you with your project.