New Years, New Decade, New Staffing Software: Part 2

Welcome back to Part 2 of “New Year, New Decade, New Staffing Software!” If you’re reading this article, you may have picked up Part 1, which is about starting your search for new staffing software. Part 2 will dive into questions not to overlook, what to avoid as you narrow your search, and how to plan for a smooth deployment.

Don’t overlook questions

In the initial stages of your search, you are demonstrating and checking which software has your “must-haves.” You’re looking at the overall workflow, the layout, imagining yourself using the software, and more. However, there are two important factors that are often overlooked when evaluating software solutions: security and support.

Safety

Security is often ignored when evaluating software solutions. It is absolutely NECESSARY to ask the software vendor how they will protect your data. The biggest mistake is assume your data is safe. Never assume! Software vendors invest in different levels of security. You are putting your staffing company at risk of a violation if you don’t ask these key questions before signing on the dotted line:

• Where is your data stored and in what tier data center is it stored? Tier 3 and Tier 4 data centers provide maximum security.

• Is the data stored in multiple data centers?

• Who manages the data center and how often is your data backed up?

• Is the data center certified / audited?

• What kind of antivirus / antimalware software do they use?

If data security is a foreign language to you (as it is to most of us), I highly recommend doing your research on data center software and antivirus / antimalware to help you as you ask these questions.

Support for

As with any technology solution, good customer support is essential, whether you need to communicate with a lot of people or only once in a while. Staffing software complements your daily tasks and is essential to your workflow. If you have a problem or question, it is important to be able to contact the support team easily and receive a timely response. At the end of the day, you are looking for a partner it will be easy to work with and support is a huge component of that. Bad support will make the whole user experience miserable. So how do you know if you are forming a good partnership?

Here are key questions to ask:

• Is the support included in your contract?

• How fast do you hear a response?

• Do you have to register a ticket before speaking to someone?

• Is support available 24 hours a day, 7 days a week?

• Do you get a person or a robot when you call?

• Are training and other resources available to help you learn the software?

What to avoid when narrowing down your search

Don’t settle for cheap and avoid hidden costs

While everyone likes to save money, don’t settle for a solution just because it’s the cheapest option. New software is a big change, so make sure you opt for a quality product that will help your business grow. The last thing you want to do is settle for an inexpensive option and then go through the process again.

The other circumstance you want to avoid is paying hidden costs. The solution may be cheaper up front, but are there costs you will have to pay during your subscription? If there are other fees that you are paying during your subscription, then they could all amount to the same price once said and done. Also be careful about the hot sale promotions you are receiving. If they are giving away their products and services, while offering superior service, what is the problem?

Choose a solution that is not simplified

When choosing new software, you want the solution to make your processes more efficient and help grow your business. Considering a solution that is CRM / ATS and that integrates with your back office and web portals will help streamline your processes. No need to switch between multiple programs. An all-in-one solution will eliminate multiple data entries, reduce the risk of data loss, and help you access “big picture” reports for critical business decisions. Avoid the headache and setbacks of having multiple solutions.

How do you plan for a smooth deployment?

You’ve asked all the right questions, received referrals, been dreaming about the new software, and signed the contract. Whats Next? Planning for a smooth deployment! There are several things you need to make sure you do to allow for a smooth transition. While it may seem like the hard part is over, implementing the software is the last but most critical step.

First, you will need to decide what data you are incorporating into the new software. Most likely, you have old or incorrect data that you do not need to bring. Bring only the data that need. Before conversion, the software company will provide you with a detailed document of what will be converted and where it will go on the new system. They will also provide you with a quote and the estimated number of hours it will take to convert the data. This is the time to ask any questions you may have. You want to make sure you know exactly what is being converted and the estimated cost so there is no confusion in the future.

From an internal perspective, it is important that the entire team embrace the new software. Most likely, the software is very different from what you are used to using. The workflow, the way you complete work orders, the way you create new contacts, even the terminology may be different. However, no matter how different it is, it is important to fully commit to the new software. Don’t follow old workflows or ways of doing tasks. After all, you changed software for a reason.

During the transition, it is also essential that senior management consult with the team to maintain patience. Implementing a new system takes time and effort. It is key that everyone takes the time to learn the software and receive training. A big mistake is skipping training. You will be lost, confused, less efficient, and have a million questions. Being properly trained is key to a smooth transition as you are acclimating your entire business to new software.

The last step before the official transition is to create a Policy Manual for your employees. This is a short brochure that tells your team how to use the software. The brochure should describe how to use the software for important tasks. Include what codes you want to use, what data needs to be entered, best practices, etc. The entire team must use the software in the same way, otherwise there will be no consistent workflow. A manual makes it very clear how to perform all the main tasks.