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Rather than sticking with outdated methods, organizations should stay informed about new solutions that may better fit their needs.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.

Benefits Recap & Forecast: Navigating Alternative Health Plan Choices in 2025

On a summer day in 2024, Matt Cook, chief commercial officer of Firefly Health, suddenly felt some pain in his stomach. He reached out to his Firefly care team and scheduled a 15 minute appointment with a nurse practitioner who ordered him to get a CT scan. The results showed Cook had appendicitis and the next day he was scheduled for a surgery. All of this happened within 72 hours of care.Firefly Health is a virtual-first healthcare company that offers an alternative health plan that aims to make it easier for people to get the care they need. During a From Day One webinar, journalist Jenny Sucov spoke with Cook and Erik Sossa, independent advisor and consultant to Firefly and former Vice President of Global Benefits and Wellness at PepsiCo about health plan trends and challenges employers face with the changing landscape for benefits.The Shortfalls of Typical Healthcare BenefitsWhile Sossa was working with PepsiCo., he felt that employers were leaving employees to manage their benefits on their own. “They had to deal with changes in annual enrollment, finding an in network provider, prior authorization and an explanation of benefits,” he said.Despite the value of healthcare benefits, corporations are taking away from the positive employee experience while they themselves are struggling with the cost of providing care for their workers. “Employees oftentimes are facing the brunt of some of those tough decisions in the form of maybe a more restricted plan,” said Cook. “Affordability is such an issue for both the employee and employers themselves.”Coming from the corporate side, Sossa acknowledges that companies struggle with cost sharing and sometimes burden employees with having to educate themselves on healthcare plans while they may not have the time to learn the ins and outs of health insurance.“For an employee who doesn’t navigate healthcare for a living, they serve our companies for a living, that’s a tremendous burden on them to try to navigate through this,” said Sossa. “That’s part of the dynamic and one of the things I’m very excited about with companies like Firefly that are trying to really change that paradigm.”Matt Cook, the chief commercial officer of Firefly Health, spoke during the webinar (company photo)Cook said that one group that launched Firefly’s health plan alongside traditional plans told them that Firefly was “the first plan they ever offered where frontline workers and executives alike chose the same plan.” The concept of healthcare affordability is not just with money, but also time. For busy workers, healthcare is only useful when it can be accessible according to the member’s schedule.What is Alternative Healthcare?Alternative health care is an alternative to “historical medical plans that have been delivered in this country across a consolidated set of health plans that are out there today,” said Cook.Firefly is trying to “rethink” the medical plan experience by taking off the burden that has been placed on employees. Sossa views it as the “next evolution” of healthcare. “It’s an alternative to a broken system but hopefully that alternative becomes more and more of the status quo as we rethink the way healthcare needs to be delivered in this country,” Cook said.The new generation of healthcare that Sossa envisions is one that is affordable, accountable, productive and healthy. Firefly is using industry wide data sets on wellness, prescription drugs and labs to understand the gaps that need to be filled in healthcare.Firefly’s model allows patients to quickly schedule a 15 minute visit and continue the engagement in between visits. The company found that there were more longitudinal engagements with its members that were dealing with chronic conditions, some of which they were seeing two dozen to 100 times a year. In a primary care system, they might be visiting their doctor once a year, said Cook.The company offers both virtual and in person care through local partnerships. Firefly uses a care model that ensures members are consistently met with the same team throughout their journey.Pitching New Programs to StakeholdersChanges in new programs, like healthcare, can be exciting but it has to be approved by company stakeholders in order to be implemented. Sossa said when something new is being pitched, you have to have a “clear understanding of your audience and speak their language.”When talking to the CFO, understand the marketing, investments and advertising aspects. When discussing with human resources, touch on the represented population, labor landscape and contracts. Sossa says stakeholders will be more receptive to ideas that are half-baked, ones that require some brainstorming.“Bring them the idea at a 30% mark, where you have the ability to sonar ping with them, get their influence and get their reaction. But if you have a chance to sonar ping your ideas as you go through, that makes them part of developing the solution, and they are much more receptive to that,” Sossa added.He encourages corporate leaders to “resist the gravitational forces of short term thinking” and consider how something that will be sustainable and will solve issues takes time. Sossa advises his clients to think of themselves as moving into the first year of a three year strategy. “Aim a little higher in your steering,” he said.The Future of HealthcareAlternative healthcare is at an inflection point, but it is still a slow progressing industry as they introduce the concept to the corporate world, says Sossa. Cook added that the inflection comes at a time where provider shortages are only getting worse.“Ultimately, the average person is going to be looking for that accessible, high quality care and I think that moment is coming. We need to bring great quality care to our people, not leave it to them to go and figure out where to find it,” said Cook.More competitors are entering the alternative health care industry and the adoption of it is going to increase in 2025, predicts Sossa. Especially with growing frustrations on the traditional healthcare models and lack of progression to meet members’ needs.Editor’s note: From Day One thanks our partner, Firefly Health, for sponsoring this webinar. Jennifer Yoshikoshi is a local news and education reporter based in the San Francisco Bay Area.

The Future of Employee Experience: Leveraging Technology To Drive Engagement

Organizations that lack a technology strategy risk falling behind in addressing employee engagement—one of the most pressing challenges businesses face today. Research from leading firms like Gartner, Gallup, and Forrester reveals alarming trends: 60% of employees report burnout, 80% experience loneliness, and 70% feel disengaged. These factors contribute to a 50% increase in quiet quitting.“We need to drive engagement. We need tools that allow us to recognize each other and foster leadership transparency,” said Jaime McMahon, chief digital officer at LineZero. McMahon spoke during a thought leadership spotlight at From Day One’s December virtual conference.McMahon pointed out four priorities for HR professionals moving into 2025 including:Transforming HR through technology and strategic integrationCreating a future ready workforceFostering a culture of innovation and adaptabilityEnhancing employee experience and engagementHR professionals are prioritizing talent retention, according to a survey by Fuel50. Organizations are increasingly recognizing employees as vital assets to their business rather than replaceable workers. However, the challenge lies in effectively retaining talent. According to Fuel50, only 20% of organizations have systems in place to track employees’ skills and abilities.Creating the framework for data and AI gives organizations the ability to track the ROI of engagement initiatives, detect trends, and make changes as needed faster. “How do we make sure and get access to this type of information so that we can make our workforce effective? At the end of the day, it begins and ends with the data” said McMahon.Driving Change With Data and AIJaime McMahon the chief digital officer at LineZero led the conversation (company photo)Taking advantage of new technologies like AI is smart for business. AI is rearranging old operational habits. The capabilities offer ways for a customized employee onboarding experience, as well as automating routine HR duties. It’s not just about AI, though, says McMahon.Integrating a digital workplace becomes a centerpiece for efficient communication, feedback, and document management. Employees stay informed on important company business, making them feel included, which in turn creates more engagement. Plus, it enables proactive decisions with real-time analytics.Organizations should avoid focusing solely on building a digital workplace and instead aim to create a comprehensive digital hub. This hub integrates five key components: communications, which facilitate seamless information sharing; engagement, which fosters connection and collaboration; a digital workplace, which provides the tools and infrastructure employees need to work efficiently; analytics and insights, which drive data-informed decision-making; and AI assistance, which enhances productivity and support through intelligent automation.“When I think about what’s going to make an impact today, these all make a dramatic impact,” he said. Companies who are not implementing these digital concepts will likely fall behind their competitors. Looking into the new year, companies who seek to stay ahead must invest in digital hubs, embrace AI, and make employee experience the focal point of their business strategy.Editor’s note: From Day One thanks our partner, LineZero, for sponsoring this thought leadership spotlight.Mary Jones is a freelance writer out of Ohio. Her work is featured in several publications including The Dallas Express, NDash, and The Daily Advocate.

Using Technology to Prevent Burnout: Modernizing Workplace Mental Health

Nearly 2 in 3 workers experience burnout. Most of them do not have easy access to the resources needed to help with mental well-being. Employers are now wondering, “How can we better support our employees?” The answer may lie in our growing technological landscape.Nivati, a company focused on providing better mental health resources for employers and employees alike, is looking to change this reality, says Haeli Harris, director of clinical operations at Nivati. Harris spoke during a thought leadership spotlight titled, “Well-Being: What is it? And What Technology Can We Use to Promote it?” at From Day One’s Miami conference.Clients who come to see her often have an imbalance of some kind. Seeking out and solving that imbalance can be a challenge, says Harris. While 46% of workplace employees report diagnosable mental illnesses, more than half of them will not seek professional treatment, according to a study from the National Library of Medicine.“It’s not always just something wrong with the mind. Sometimes there’s social pieces, career pieces, their environment, the places that they’re in,” she said, “and so we really want to be thinking about all of those different areas.”Using data collected from the Substance Abuse and Mental Health Services Administration, she said, leaders at Nivati have discovered just how being off-balance affects employees’ mental and physical health. Each person is different in how they manage stressors, says Harris. “Well-being isn’t a one-size-fits-all.”To help workers, employers should first understand barriers to finding therapeutic solutions. Many who do not get treatment cite lack of transportation or availability as well as cost for reasons why they cannot reach the care they need. In the workplace, there is an additional barrier—the stigma around admitting mental health struggles. Some may feel they would rather handle it themselves than go to their employer, says Harris.The Effects of BurnoutBurnout plays a large role in this dynamic. Looking at the numbers, a 2022 Aflac WorkForces report found 59% of workers experience burnout.Haeli Harris of Nivati led the thought leadership spotlight “A lot of people feel pretty hopeless in how we fix this,” said Harris. “We’re trying to encourage people. Let’s not give up. Let’s think of those attitudinal barriers and what we can do in the workplace to help with those.”Burnout does not begin with the mental and physical collapse of a worker. There are stages and signs that burnout is coming. Employees first feel burned out for a variety of reasons, including a sense that their workplace is not concerned with their well-being. While workplaces provide health insurance, there are often other ways to support employees and address feelings of burnout.Employees will start calling out of work, Harris says. They find they can not focus as well, and their productivity starts to decline. They stop practicing self-care, and lack either access to or willingness to see a counselor. Employees will eventually cease discussing their career goals with their employers, as they no longer have the energy to produce high-quality work.Using Technology to HelpStudies have found if employers directly address the importance of well-being, mental health and self-care, the employees are less likely to experience burnout. “We want to encourage people to continuously learn, not just about the things they do at their job, but about mental health, too,” Harris said.Employers can help by increasing access to several pillars of self-care and focusing on supportive leadership. In her own workplace, Harris recommends promoting meditation and mindfulness.Meditation and mindfulness are centuries-old practices that encourage living in the present moment. For many, this could mean spending time in nature. For others, mindfulness could mean practicing yoga and focusing on more physical solutions to stress or anxiety. Many utilize apps, classes, programs and video guides to reach a sense of emotional peace. The concept and positive impact of mindfulness, Harris said, “is clinically proven.”Well-being in the workplace doesn’t stop there. Employers can also offer supportive leadership by way of training directed at managers, who can then be better-equipped to both recognize and help when the early stages of burnout begin in employees. She recommends hosting one training each quarter. The availability of online, remote training means employers can access these much easier and more reliably.An important piece of the puzzle surrounding mental health is physical health. Wellness incentive programs, like providing gym memberships or walking challenges, has a marked positive effect on employees’ connections to their work. Physical exercise helps alleviate feelings of depression, anxiety and stress. Movement and exercise can directly curb those looming feelings of burnout and mental exhaustion in the workplace.Even for mostly remote workplaces, Harris said keeping up on communication apps such as Slack will help employers stay connected to their employees.The Social Aspects of WorkOften a symptom of burnout is an employee feeling underappreciated for their work. It does not have to be that way. Employee recognition and consistent acknowledgement of a workers’ efforts can lift them up and feel more motivated to continue with high-quality work. There are also ways to “use these apps and all the technology that is out there,” she said.Each quarter, Nivati hosts book clubs through their preferred communication app. Apps like Calm or Headspace are popular for workplaces looking to “provide quiet places and then encourage mindfulness practices,” she said.Having employee-focused training is another way to promote these types of self-care techniques. Nivati consults with nutritionists, financial coaches and personal trainers—to name a few—who offer personal development programs. Nivati has an on-demand video library with different types of programs doing just this, she said, which is “a great opportunity for people to go and choose what they want to learn.”“Psychological safety is a big thing that’s been talked about more for companies, and I think it’s important that we do think about how our leaders are showing they have an open door,” Harris said.Editor’s note: From Day One thanks our partner, Nivati, for sponsoring this thought leadership spotlight.Sydney Brown is a freelance journalist from Vancouver, WA. Her work has appeared in The Seattle Times, The Spokesman-Review and The Columbian.

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