Is It Time to Break Up With Your HR Tech?

BY Carrie Snider | January 24, 2025

Looking into new technology always takes time to research and adopt, but organizations should not put it off simply because it’s a lot of work. “There is constant evolution of technology,” said JJ Carpenter, senior account executive at Rippling, a platform designed to streamline HR, IT, and financial processes. “There are different systems out there today that maybe didn’t fit your bill a year ago.”

Carpenter spoke about HR tech at From Day One’s November virtual, offering suggestions on how to approach new tech that could potentially make a big impact on how a company functions.

Could it be time to shop around for new tech? HR technology should be evaluated regularly—typically every two to three years, though some companies do so annually, Carpenter says—to determine if it still meets organizational needs. Key triggers for evaluation include disconnected or inefficient systems, workarounds or manual data entry, duplicate processes, and the use of multiple unintegrated systems.

Rather than sticking with outdated methods, organizations should stay informed about new solutions that may better fit their needs. Technology evolves, and what wasn’t a good fit before might be now. Regularly exploring options ensures HR systems remain effective and efficient. He spoke on what to look for in HR tech. Excerpts:

Manual vs. Automation

One of the most critical considerations is automation, as many HR tasks are still manual, creating inefficiencies and an increased administrative burden. Carpenter suggests evaluating HR tech with these questions: Are processes still paper-based? Do approvals require physical sign-offs? Is duplicate data entry a recurring issue? Can workflows be automated to reduce human intervention?

A robust HR tech solution should provide automation that improves efficiency, reduces errors, and maintains an audit trail for tracking and reporting. “You don’t want employees to fall between the cracks,” Carpenter added. “Otherwise, they’ll get online and start looking at other companies. You want to try to retain those employees, that talent.”

Organizations should evaluate whether their current system requires excessive manual input and whether automation can streamline transitions, promotions, and other workforce changes. 

Company Background

Understanding the history, structure, and direction of an HR tech provider is essential. In addition to evaluating present-day features, it’s important to consider the long-term partnership potential. Key questions to ask include: Is the system natively built, or is it a collection of acquired tools? Do different modules integrate seamlessly, or are they patched together? How often does the provider update and improve its technology? What does the provider’s roadmap look like for the future? 

JJ Carpenter a senior account executive at Rippling led the thought leadership spotlight (company photo)

A well-integrated system helps prevent hidden inefficiencies that could impact long-term usability. Forward-thinking organizations should also assess the provider’s approach to AI development, security, and legal frameworks, including: Are AI-driven features being developed, and how will they impact HR teams? What data security measures are in place for AI functionalities? How does the provider handle contracts, including annual increases and master service agreements (MSAs)?

Assessing these factors upfront ensures alignment between the HR tech provider and an organization’s strategic goals, Carpenter says.

User-Friendly Interface

Ease of use is a major factor in the success of any HR tech platform. If employees and HR teams struggle to navigate the system, adoption rates will suffer. “Once we have a tool, will people actually use it? The worst thing you can do is invest in a tool you think solves a problem, only to find it creates a whole new one.”

A user-friendly system reduces frustration, accelerates onboarding, and ensures employees and administrators can leverage its full capabilities without excessive training. Carpenter suggested not just asking if a function exists—ask the provider to demonstrate it.

Test the Tech

Before committing to an HR tech solution, it’s important to test it firsthand. Carpenter urged companies to request a sandbox environment to explore features, a demo showcasing real-world scenarios, and opportunities for HR teams to interact with the platform before implementation.

“It’s got to be something that’s going to take away your burden, or at least help mitigate it,” he said.

Reporting Capabilities

Data-driven decision-making is a cornerstone of effective HR management, and a strong HR tech solution should provide robust reporting capabilities, including customizable reports on workforce trends, compliance tracking for various regulations, easy export options for integration with analytics tools like Tableau or Power BI, and visibility into key HR metrics across multiple locations and entities.

Organizations should ensure their HR tech allows them to track performance, generate insights, and make strategic decisions efficiently. “You want to focus on reducing your admin time and increasing your strategy, which boosts productivity,” Carpenter said.

Customer Service & Response Time

Reliable customer support is crucial when issues arise, as employee hours are valuable, and HR tech should build efficiency—not create more work while users sit on hold. When evaluating HR tech providers, consider Service Level Agreements (SLAs) for response times, Customer Satisfaction (CSAT) scores and user reviews, the availability of self-service options, and dedicated support models, such as pod-based support teams.

A provider with strong customer support ensures that technical issues and inquiries are addressed promptly, minimizing disruptions to HR operations.

Return on Investment & Management Buy-in

“Sometimes other parties need to be involved more than you initially expect. Typically, you might start with an HR evaluation and realize IT needs to be part of the discussion, especially for security concerns,” Carpenter said.

Look for tools that provide documentation, ISO and SOC certifications, and transparency around their security measures. These aspects are critical when presenting to leadership or a board.

A strong business case for new HR tech should include time savings, as manual tasks consume valuable hours that translate into salary costs; administrative costs, since excessive administrative work reduces strategic focus and profitability; and long-term efficiency, as reducing manual work improves overall productivity and operational effectiveness.

To build a persuasive case, outline the problem, the cost of inaction, and the benefits of the new solution. Decision-makers will weigh factors such as implementation time, cost, ROI, and associated risks.

Effective evaluation involves a phased approach, system consolidation, and change management to ensure a smooth transition. Testing before implementation is crucial to preventing unforeseen challenges. In the end, making a well-informed decision based on both current and future needs will set an organization up for long-term success. “There is a cost to change,” Carpenter told attendees, “but there’s also a reward if you make the right decision.”

Investing in the right solution can drive efficiency, improve compliance, and enhance the employee experience. By focusing on automation, company background, usability, testing, reporting, support, and ROI, organizations can make a smarter, more strategic decision that scales with growth.

Editor's note: From Day One thanks our partner, Rippling, for sponsoring this thought leadership spotlight. 

Carrie Snider is a Phoenix-based journalist and marketing copywriter.

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