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Saying that selecting the right HR technology is not an easy task would be an understatement. Buyers face a crowded market, and with new advancements emerging at an unprecedented rate, it can be hard to cut through the noise and find the right fit for your organization.
Let’s start with an obvious yet crucial consideration: whether you end up choosing the right or wrong HR technology, the ramifications of that decision will be far-reaching. Once the implementation is complete, it’s unlikely that you’ll be able to easily go back to the previous system or switch to another one. After all, implementing new software often involves significant costs, moderate to extensive timelines and a certain degree of operational disruption.
So, how can you increase your chances of making the right decision? What crucial factors do buyers need to consider when in the market for new HR technology?
Granted, certain aspects are non-negotiable when making a decision. Budget is often one of the first (if not the first!) that comes to mind. Services have a cost, and your organization will need to be able to afford that cost. Another important factor is the vendor’s reputation. As with every “consumer good” these days, purchase decisions are largely influenced by user reviews, which typically serve as an indicator of a vendor’s trustworthiness. And while those are important, they’re just the beginning.
As part of a team dedicated to guiding customers through transformation and helping them maximize the impact of their HR technology implementations, we’ve identified an additional set of aspects to consider when selecting a new system and vendor, many of which can sometimes be overlooked by decision-makers. Let’s jump in.
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1. Choose HR Technology That Plays Well with Others
One important factor to consider is the integration potential of the system under evaluation. In our experience, systems deliver the greatest returns when they function under a unified platform where they can connect seamlessly with each other.
At the same time, over the past few years, we have seen a proliferation of point solutions, each designed to address very specific needs. Many of these surely add value to your operations, so it makes sense to continue using them.
This brings us back to the platform ideal. A single platform that supports the full spectrum of HR needs is the long-term goal for many organizations—and for good reason. The efficiency and consistency it can offer are hard to beat. But getting there doesn’t mean tearing down your current infrastructure and starting from scratch.
Instead, the most sustainable path is to move toward that vision gradually. That’s why it’s crucial to choose a solution that integrates robustly with your existing tech stack—one that can coexist with the systems already in place and also become the foundation for future unification. If possible, look for HR technology that speaks a common language across solutions, both legacy and newer ones, so it can accommodate everything from traditional processes like cover letters to emerging trends like skills-based approaches and skills ontologies.
2. Prioritize a Fast but Reliable Implementation Process
What will the implementation process look like? This question brings to light two key criteria we consider essential when selecting new HR technology: system configurability and proven standards. Many argue that these elements are contradictory, but our experience tells us otherwise.
Let’s start with a quick refresher. Configurability refers to a system’s ability to adapt to your needs rather than forcing you to adapt to it. It’s a quality that supports the creation of tailored solutions for unique use cases and typically comes with the autonomy to make changes without the need to turn to developers or the vendor.
This flexibility is key: technology should make your life easier instead of adding friction or forcing you to rethink how you operate. If your process works, your system should be able to support it easily. Of course, configurability isn’t without its challenges. Building and maintaining customized solutions takes time, expertise and resources. But the end result is a system that can reflect the way you work, now and in the future.
Proven standards are implementation best practices that have been tested by many organizations and that are backed by strong results. This means that they can be effectively applied across other organizations as well, with the appropriate adjustments as needed. Because they’re standardized, they help accelerate implementations. While this approach is typically more cost-effective, it may not address unique or highly specialized cases.
We’ve found that combining configurability with proven standards lays the groundwork for high-impact, tailored solutions. Starting with a curated set of best practices that effectively meet the needs of most use cases helps avoid the delays of building from scratch. From there, specific components can be fine-tuned to meet complex or unique needs. The result is faster implementation, increased adoption and the flexibility to evolve.
3. Look Beyond the Technology
Innovation rarely happens in a vacuum. That’s why we recommend looking for a vendor that fosters an interconnected user community. You’re not just buying a solution but also joining a network of peers with shared challenges and goals with whom you can exchange best practices to maximize your investment.
It’s also worth considering how the vendor drives innovation. Staying aligned with industry trends is key, but equally important is a development roadmap shaped by customer feedback. When customer input plays a central role, the technology is more likely to evolve in ways that meet real-world needs.
Bonus Tip: Don’t Forget the End Users
Procurement teams aren’t always familiar with the day-to-day tasks of the people who will actually use the new system. That is why we advise involving end users in the decision-making process and understanding their expectations and needs. In our experience, doing so unlocks two powerful benefits for those trying to determine whether a system is the right choice:
- It helps prevent the time and money drain that can arise when software goes unused or underutilized.
- It sets the stage for future adoption and engagement.
The Winning Selection Formula
As we’ve outlined, choosing the right HR technology requires taking several criteria into account. Budget and reputation matter, but deeper considerations, such as integration potential, configurability, a proven track record of successful implementations and a roadmap influenced by customer feedback and requests, are just as important.
While it might not be possible to build the “perfect” platform right away—and that’s okay—the right solution will be able to evolve with you. In the end, taking the time to carefully assess these factors in your potential vendors can help set the stage for growth and long-term success.
