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In episode 27 of “The JoyPowered™ Workspace Podcast,” JoDee and Susan discuss choosing and implementing HR software with special guest Jessica Stephenson, an HR and social media technology superuser. Topics include making a business case for new HR technology, what to look for in a software application, and how to tell if a vendor’s customer support is really as good as they say it is.

Choosing and implementing a new HR software solution can be a difficult process, and there’s a lot to consider. People often think their organization will never go for new or updated technology, but don’t even ask the question; if you’re in this situation, you can make a good business case by focusing on profitability, revenue growth, and KPIs rather than language and analytics typically used only by HR professionals.

Many HR technology solutions revolve around payroll, but what’s right for one organization won’t be ideal for another. Jessica shares several questions that will help you determine which approach will be best for you and your organization. Make sure you include someone who’ll be dealing with payroll on the team that helps think through the technology selection.

When you’re starting your journey to find a software application, it’s key to know your organization and its true needs vs. “icing on the cake” wants. Consider the needs of the people who’ll be using the software, and don’t assume that an application that works for another company is going to be perfect for you, too. It’s important that all users’ needs are met; ask yourself how easy it will be to encourage others to use the application, how they’ll be trained, and where they’re using it. Consider plans for growth, market conditions or legislative changes, other modules you may wish to add in the future, etc. You can’t predict the future, but you can use these questions to help determine if the application might continue to work for you in the future.

When you’re vetting potential technology partners, it’s a good idea to be upfront with them about what types of reports you run and what you wish you could run so you can find out whether they’re available and how easy it is to access them. Ask your HR contacts for feedback on the system, search software directories, and look for blogs, whitepapers, etc. on the company website. Then, when you’ve narrowed it down to one or two, ask for references; it’s helpful to talk about how they customized things, and they may help you think of questions you wouldn’t have thought to ask. Be sure to ask questions about customer support, and experiment with how easy it is for you to find materials from the website.

Finally, consider internal obstacles like fear of losing data, budget, lack of awareness about features, and the pain of making a move. If you start with just one module, it should be an applicant tracking system; it’s important to consider candidate experience, not just internal user experience.

In this episode’s listener mail, Susan asks how to get users to embrace new HR technology with a self-service model. JoDee and Susan discuss statistics saying the EEOC received 30,000 claims of workplace harassment, and that 75% of people who experience harassment don’t report it.

Mentioned in This Episode:

• Purple Ink, the HR consulting firm JoDee owns
• Susan Tinder White Consulting, the HR consulting firm Susan owns
• JoyPowered, JoDee’s first book
• The JoyPowered Family, JoDee’s second book
• ExactHire, the HR software company where Jessica works
• SHRM, the Society for Human Resource Management
• HireCentric, ExactHire’s applicant tracking software
• OnboardCentric, ExactHire’s employee onboarding software
• RefCentric, ExactHire’s reference check software
• The Work Opportunity Tax Credit (WOTC), a federal tax credit available to employers for hiring individuals from certain groups
• Ban the Box Legislation, which makes it illegal in some states and municipalities to ask candidates whether they’ve been convicted of a crime on the job application form
• TINYpulse, an employee pulse survey provider
• Officevibe, an employee pulse survey provider
• PD@GE, an app GE uses to give constant feedback, which allows people to make mobile suggestions to each other
• the ink pad, a creative and inspiring meeting and training space in Carmel, Indiana
• Capterra, Software Advice, and GetApp, some popular software directories
• BSM Consulting, an ExactHire client who had a great experience with implementing an ATS
• ExactHire’s Facebook, LinkedIn, and Twitter
• ExactHire’s TechNews e-newsletter