Grace Smith
January 8, 2024

Human resources has always been about the ‘human’ element. Be it dealing with employees or managing the affairs of employees. But HR has evolved so much over the past few years that it has become more tech-based now.

36 percent of HR professionals fault the lack of technology for their inability to automate and better organize onboarding programs. Companies that identify areas where they fall behind and then integrate the right HR tech tools to revive the same get ahead of the competition and stay ahead.

So it's high time you develop your own HR tech strategy and then convert it into a solid competitive advantage. 

How Does HR Technology Benefit Your Business?

Human resources is the one department that integrates all functions and tasks across the organization and streamlines them to give a usable output for the organization. Managing human resources is no easy feat, and HR managers can get all the help they can. Integrating the best HR tech into your organization has a multitude of benefits:

  • Helps reposition HR as a strategic player in the business rather than just a facilitator.
  • You can streamline the entire HR process.
  • Bring down administrative burdens and compliance costs.
  • Easy accessibility of data for employees and managers.
  • Real-time metrics enable efficient decision-making.

Although almost all companies have known the taste of automation and the wonders it can do for the business, one must not overplay the hand. Too much automation takes away the human element from HR. Rather, companies could focus on choosing the right kind of tools to enhance the HR functions maintaining the human aspect and personalized services. 

Integration Tech in HR: A Step-by-Step Guide

Integrating a new technology into your HR game can be tricky. There is no cookie-cutter solution that works for every company, but here is a basic template or guide which you can start working on:

Step 1: Conduct a thorough need analysis

It's great that your organization has finally decided to incorporate technology into human resources. The first step in integrating tech into your HR operations is identifying areas where you need extra help. It is important to note here that we are not talking merely about automation. Integrating technology helps managers see things through a whole new perspective.

Depending on the nature, size, and type of business, the areas where technological assistance is needed vary. Identify the kind of tools you would like to have in your HR tech stack. It can be CRM, payroll management, recruitment solutions, and so on. The first step in integrating tech in HR is to pinpoint these areas of need.

Here are some examples of the most prominent tech in their respective domains.

CRM solution - HubSpot, Zoho CRM

Payroll and attendance Management - GreytHR, Keka

Customer Experience - SurveyMonkey, SurveySparrow

Employee Experience - Lattice, ThriveSparrow

Step 2: Choose the type of tools you need 

Now that you have made a list of tools you need in your HR tech stack, the second step is to choose whether you need these solutions in a single platform or not. A single platform or an integrated solutions platform that supports multiple HR functions that you have chosen. On the other hand, there is the best-of-breed system, a set of multiple smaller systems that support each HR function individually.

Each system has its own set of advantages and disadvantages, so the choice depends entirely on your organization's preference. Some companies might prefer a single comprehensive platform that supports every HR function chosen. Other companies might prefer multiple smaller platforms made specifically for each of the chosen HR functions. 

Step 3: Decide between going in-house or choosing vendors

The third step is the one where you decide whether to develop these platforms and tools in-house or give them to a third-party vendor. It is always better to give these tasks to a vendor because they are experts in these kinds of things. If you have chosen the single platform option, then you need to search for a single vendor for developing the same.

When it comes to the best-of-breeds platform, you have the choice of allocating each platform development to a different vendor. If you are a comparatively smaller organization with a tight budget, choosing multiple vendors is the way to go. A single comprehensive platform development through a single vendor might be an expensive matter. 

Step 4: Carefully plan the implementation process

Alright. You have chosen the tools needed, decided on the type of platform, and chosen vendors for the same. Next comes the actual planning of the implementation process once you receive the final product. Planning the implementation process involves identifying the potential issues that might arise during the actual implementation process and coming up with strategies to tackle them.

Define milestones and objectives to measure the progress of implementation. Divide the implementation process into phases and allocate resources and budget for the same. Also, look for areas where integration might get a bit tricky. If your organization already uses some level of technology, such as automation, make sure the integration of new technology goes smoothly with the existing tech.

Step 5: Decide who gets access to the tech stack

Your tech stack is a complicated and sensitive set of HR tools. Who gets access to the same and from where is a serious topic to be pondered. One must keep in mind that changes made by one individual affect all the connected functions as the system is integrated. Because of this reason, employees with high clearance and proper knowledge of the technology must be the only ones given access to the same, at least for the initial few stages or months.

Another point to consider is that your HR tech stack must be accessible for the employees remotely as well. If you use functions like time and attendance management tools, access must be given to all employees, and it must be made accessible remotely as well. But when it comes to more complex tools like CRM and recruitment management, access can be more strict.  

Step 6: Conduct a pilot test and launch the product

Once the implementation planning is done and the security aspects of the tools are taken into consideration, run a pilot test for a few days. Observe the response of the employees and how the tech reacts to your organizational setup. The period of pilot tests is quite crucial as it helps companies see how the tech functions in real-time under an actual working environment. If the pilot run goes successfully, go ahead and actually launch the new technology. 

Step 7: Closely monitor and evaluate the tech

Once the HR tech stack is up and running, make sure to closely observe the same for any glitches or malfunctions. Identify areas where employees find difficulty using the same and upgrade to new versions whenever necessary. Conduct employee satisfaction and feedback surveys to get real-time insights on how the technology has impacted the workforce as a whole. 

Tips To Make The Transformation Easier

Change can be messy. No matter what the scale of change, the process is inherently tricky. Here are some tips that could help you navigate through the hr tech integration process in a hassle-free way:

#1 Manage resistance to change

One of the biggest hurdles the HR team might face during the whole integration process is resistance to change. This is especially true if your organization has not implemented any new technology in the recent past. Employees might have a hard time adapting to the sudden changes, so make sure your change management game is on point.

It is said that 63% of employees stop using technology if they don’t see its relevance to their day-to-day work. So before implementing the new technology, make sure that it would make the jobs of employees easier and not the other way around. Make employees see the point in implementing the new technology and how it increases the overall efficiency and productivity of your organization. Then, there will not be any more resistance to change. 

#2 Make use of internal SLAs

The benefit of having a solid internal SLA (service level agreement) in place is that there is a sense of accountability from both parties involved in the integration process.  The agreement can be between the service provider and the stakeholders of the company or between the facilities manager and the employees of the HR department. The agreement makes sure that the involved pirates have a clear knowledge of their individual duties and expectations from each other. It makes sure that both parties hold their end of the bargain, which in turn ensures smooth integration of the HR tech stack. 

#3 Focus the digitization efforts on end users

Whenever you sit down to make a decision regarding integrating HR tech into your organization, make sure to think from the point of view of the end users. It is the employees who make the most use of the digitization efforts done by the company. The inputs and feedback received from employees must be the main focus while making amendments and new integrations to the tech stack. 

Business-Enabling Digital Transformation

A digital transformation is an inevitable phase every company must go through sooner or later (the sooner, the better). Adding technology to your everyday operations makes it 10x more efficient if done the right way. The key lies in getting employees on board. With ThriveSparrow, you can conduct n number of customized employee engagement surveys to analyse how your employees are faring in the midst of the transformation process. With a band of happy employees to boost your digital transformation, there is nothing stopping you from becoming the net industry leader!