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Don’t get lost in the tech talk – ask the right questions to find a true partner.

Choosing a new HR system can feel overwhelming. With so many options on the market, all promising similar features, how can a small to mid-sized business (SMB) sort through the clutter to find a solution that truly fits? This is why knowing the right questions to ask HR technology vendors is essential. It’s not just about finding software with the right core HR software features. It’s about finding a partner who understands your unique needs and can help your business thrive.

Here are five key questions that can help you evaluate potential vendors and identify a shortlist that can support your needs today and grow with you tomorrow.

1. Is the Technology Platform Built for Your Current and Future Needs?

The foundation of any great HR solution is the platform it’s built on. Modern solutions leverage a software-as-a-service (SaaS) cloud-based delivery model. Cloud-based solutions offer significant advantages for SMBs, including reduced capital outlay, faster deployment,  and anytime, anywhere access. They also are easy to scale as your organization grows. Technical issues are handled by the vendor, allowing your team to focus on core business initiatives.

Look for a solution built from the ground up as a cloud-native, multi-tenant platform with a single codebase. This architecture ensures timely and efficient upgrades and innovation, meaning you’re always on the latest version with minimal effort or disruption. Even with multi-tenancy, the system should be highly configurable to adapt to your specific business processes without impacting upgrades.

Equally important is whether the solution delivers a unified HR platform – a single HR application for SMBs, integrating payroll, time tracking, talent management, and benefits. Maintaining multiple, disparate systems for employee information leads to data inconsistencies and increased administrative effort. 

A key indicator of a truly unified platform is a single employee record shared across all applications. Data should only need to be entered once, automatically populating across the suite, which saves time, reduces errors, and streamlines reporting. This single source of truth allows for immediate access to accurate, real-time data for reporting and decisions.

2. Can the Solution Enhance the Employee Experience and Support Data-Driven Decisions?

The HR application you choose directly impacts your employees’ experience. You want a solution designed to delight and engage your workforce, especially the modern mobile employee. An intuitive user interface (UI) and mobile access are crucial. Features like simple online job applications and convenient self-service tools for common tasks (like changing an address, requesting time off, or swapping shifts) empower employees and significantly boost engagement. Empowered employees have higher engagement and higher overall employee satisfaction. 

Beyond employee self-service, the system should empower managers and executives with powerful reporting and analytics capabilities. Look for configurable dashboards, ad hoc reports, and data visualization tools that provide organization-wide visibility. Frontline managers and executives need access to accurate, real-time data to make informed business decisions, rather than relying on guesses. Ask vendors to demonstrate how their solution provides access to this historically siloed data and how it’s presented in an easy-to-understand format. Predictive analytics tools can also help you anticipate trends and proactively engage employees. Ultimately, the solution should help you in improving employee experience with HR tech and leveraging data effectively.

3. Does the Vendor Understand the Specific Needs of Your Organization and Its Employees?

While many organizations share common HR needs, your business likely has unique requirements, especially depending on your industry. A one-size-fits-all approach from a vendor might not cut it. The ideal partner understands the specific challenges within your industry and can offer tailored solutions.

Ask vendors how they accommodate diverse workforces, including both salaried and hourly employees, potentially with multiple pay rates, departments, or job assignments. If your industry requires complex scheduling (like shift work or aligning skills with demand) or robust absence management, ensure the vendor has proven capabilities in these areas. They should also provide reporting and analytics tools that give a single view into the performance and KPIs of your entire workforce. A vendor with industry-specific expertise is better equipped to elevate your HR performance.

4. What Is the Vendor’s Approach to Customer Success?

Finding the right technology is only part of the equation; the vendor’s commitment to your success is equally vital. This is reflected in their approach to implementation, training, support, and ongoing partnership.

A well-managed HR software implementation process is crucial for maximizing your investment, getting up and running quickly, and achieving effective user adoption. Ask potential vendors about their process, how they incorporate industry-specific practices, the expected timeline, and how they ensure your goals are met. Ideally, they should use a proven model or “model company” approach that provides a running start.

Comprehensive training programs for both your project team and end-users are key to accelerating adoption and satisfaction with the technology. Beyond initial training, inquire about ongoing training resources.

Regarding support, expect a vendor to offer more than just a single point of contact. Look for a dedicated, cross-functional team with expertise in HR, payroll, time, and IT to provide comprehensive support. Quality support should include tools for managing period-end activities, notifications for legislative changes, and self-service resources like knowledge bases, webinars, and blogs. A vendor that fosters a customer community can also be invaluable for sharing best practices and influencing future product direction.

5. What Resources Are Available to Help HR Reduce Compliance Risk?

Navigating the ever-changing landscape of labor laws and regulations is a significant challenge for SMBs. Understanding how HR software helps reduce compliance risk is a critical concern. An effective HR solution should automate mundane tasks and provide tools for proactive compliance management.

Look for features that automate compliance with regulations like FMLA, ACA reporting, and I-9 forms. The system should handle payroll tax filing, potentially with outsourcing options for complex tasks like garnishments or multi-state taxes. Real-time updates for tax jurisdictions and automated alerts for potential compliance issues (like scheduling violations or overtime) are essential. 

Beyond core functionality, ask vendors what resources they provide to keep you informed about changing laws and regulations, such as searchable databases, summaries, or email updates. These resources help you stay informed and reduce the risk of costly fines and litigation.

Find the Right Partner: Workforce Go

Workforce Go is built on an integrated HR payroll time system. They offer a unified cloud platform that combines workforce and HR management, designed to handle your entire workforce, whether salaried, hourly, full-time, or part-time.

With Workforce Go, you benefit from a single employee record and real-time updates for more informed decisions. Their focus on a superior, universal user experience with mobile access helps boost ease and efficiency while minimizing training. Workforce Go offers a range of solutions covering everything from Recruiting, Onboarding, and Benefits to Time & Attendance, Advanced Scheduling, Payroll, and ACA Management, all designed to streamline processes and provide valuable insights. They aim to help you optimize your people, payroll, and time management processes.

Ready to see how a truly unified platform can transform your HR operations?

Request a Demo with Workforce Go today and see how our unified cloud platform and dedicated support can help your SMB succeed!