A 10 step manual to start sourcing your HR Technology

By Hans Mangelschots

Picture: Evgeni Tcherkasski


Selecting the right HR Technology setup for your business can be a tough job considering the size of today’s market. Yet if your organization is ready for a people-oriented approach of HR with HR Technology as enabler, you will have to catch the bull by the horns.


Some have a bias towards technology in general, (unfairly) arguing that it is expensive and probably out of budget. Others often ask us where and how to start searching in their own professional language, without getting lost in the offering or in technicalities they do not always understand.

Being an HR Tech Market Analyst, it triggered me to compile a checklist for sourcing HR Technology. I am not going to tell you how to SWOT HR Software, yet with this list you will be able to create a shortlist of Digital Solutions.


1. Mindset

Look at it this process as you were selecting the perfect candidate. Because you are selecting tools who might be a match with your needs.

As in any recruitment process, everything starts with a vacancy that tells the candidate what you are looking for. Therefore, when sourcing for HR Technology, having a complete list of requirements before the search might save you a lot of time.

2. List of requirements

I am a huge fan of the phrase “Anything is possible in IT”, yet – not being an IT guy – I know I do not have all information.

It is probably a good idea to put together a list of requirements within an interdisciplinary team including HR, IT and Business as this is most likely the fastest way to set your goals, receive conditions and talk about budget.

Doing this before you start exploring the market will leave you in the dark about recent pricing and features – yet the information and consent are primordial and you can always come back with improvements or new insights. Once you know the needs of your organization, you will discover that most HR Technology shares similar characteristics.


Do not forget to discuss:

· Cloud access

· Security features, GDPR, encryptions

· Intuitive end-user experience

· Training and user support

· Scalability (can the solution handle your number of staff, now and in the future?)

3. Current suppliers

Start by asking your current technology suppliers - if you are not replacing them. Chances are they already know several digital solutions for your challenge and things get interesting when they already are working with some of them.

Why? Costs in development and implementation will be lower when a certain connection already exists.

4. Fast search platforms

There are HR Tech databases on the internet, helping you selecting the right gear for your HR Tech setup. Bear in mind that most of these sites have a double business model.

On one hand they are a search and refer (review) site, receiving income (sometimes per click) from suppliers willing to be on that platform.

On the other hand, these platforms offer consultancy and insights by comparing every digital solution that has a button on their site.

The advantage of these sites is that it gives you an idea of what is out there, fast and based on the goal you want to achieve.

The downsides are that only the suppliers who can afford this kind of Marketing Strategy are represented at these platforms and that they absolutely want to be found. This sometimes causes a blurry search result because suppliers not always categorize themselves correctly in their urge for getting “a lead” and are (too) eager to meet your requirements.

Examples of sites for this kind of a fast search are: