SnowdropKCS HR and Payroll Solutions, over 30 years' experience in the HR and Payroll industry

Finding the right software partner for your business

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When looking for the ideal software to help you support and grow your business and develop your people plans, you know you’ll be making a big investment – and not just a monetary one. You are forming a partnership which could have a huge impact on your business. That’s why you need to be sure you get it right. When it comes to convincing the board, they’ll want to be sure you’ve done your homework. But if you’re concerned you don’t know where to start, these 10 pointers will get you there.

1. Know what you want. Easier said than done? Make a list of what’s important to your business, plus any ‘pain points’ you have where things are not going right. You need to align your aims with those of the business. It’s not all about you, either: you need to get others involved. You’ll need to get the input of IT, the FD, employees and managers, so think now about who you need to consult.

2. Do your research. Get recommendations from those in your network already using different systems. Use social media to seek recommendations - Twitter and groups on LinkedIn. Remember, it’s not one size fits all here, so consider what makes your business different when you hear other people’s experiences. Use supplier directories, comparison sites, supplier websites, exhibitions and recognised professional bodies such as CIPD and CIPP. For example, the CIPD run a technology show every year with a free exhibition which is always good for getting to understand products and see demos of software.

3. Shortlist time. After this you should be ready to build a shortlist. Develop one based on your requirements and research. The market is still quite crowded so you will probably have a preliminary look at a lot of companies. Narrow them down according to what you have down as your ‘must-haves’. During this process you’ll probably discover functionality you didn’t even realise was possible. Consider what you need, what you may utilise in future and how it will work. Are there modules which can be introduced or unlocked one by one? Is it on-premise or Cloud based? Who hosts the data? Be brutal: ideally a shortlist should have only four or five likely candidates.

4. Point scoring. Develop a scoring matrix so you can look at each supplier equally and fairly. Include all the ‘must haves’ from your original list and ‘nice to haves’. Leave some room for any extras you hadn’t considered which may have come up during the shortlisting process. Although price is important, it may be best to put that aside until later. Focus on functionality – what it does - and user experience – how it feels to use – rather than being concerned too much about cost per head at this stage.

5. Set up demonstration meetings. Get them to come to you and show their software. Don’t leave people out – make sure you invite all important stakeholders. This means IT, perhaps an employee representative or office manager, or other people who may use it more than most, and anyone who may be an administrator on the system. The more people know and understand about the aims of the software and how it works, the easier the process will be to engage users and make it a long term success.

6. Narrow down the shortlist. Use your scoring matrix and compare the suppliers you saw in terms of what matters most to you and your organisation. This will enable all involved to clearly see the benefits of each application and consider what really is most important to you and the organisation. The comparisons should consider the business goals you want to achieve as well as the functionality, user experience, how it is hosted and how you’ll be working with the suppliers in the future.

7. Sometimes, you get what you pay for. Price is important, but it shouldn’t be the only reason you choose a supplier. Lower prices may reflect poorer quality goods and services which, in the long run, may not be the most cost-effective option. Consider the types of businesses you are looking at. You want to partner with a company which has longevity and will be able to serve you in the long term. They may not be the cheapest.

8. Play the long game. You’ll need more than just the sale – there’s training, support, consultancy, just for starters – you’re entering into a relationship here, so don’t do it lightly. While the product is important, and you need it to meet all your requirements, the supplier is equally as important. What will they be like to work with? Will you get the support you need during and after implementation? Do they view the relationship as a partnership? Will they be able to support you and the future growth of your organisation?

9. Training and change management. Ask the supplier about what training they offer. How will they deliver training – online, or perhaps in person at your offices? Or do they have UK-based training centres? Will they commit to help you get the most out of their system? Remember there is also a change process you’ll be going through too as an organisation as it will change some of the ways in which you have been doing things. It’s crucial HR gets ready to support the whole organisation through the adoptive stage. Ask your supplier for advice on this as well.

10. The final. You may feel now that you have two potentials. Invite them back for a second demonstration meeting. Again, think about who needs to be there and what you want to get out of the meeting. Invite the board, the other stakeholders and potential administrators and listen to feedback. Ensure you have the key people you need on board to move it forward to make the partnership strong and to help buy-in and adoption. After this, you should be ready to choose your new supplier.