Welcome back to Part 2 of “New Year, New Decade, New Staffing Software!” If you are reading this article, you may have caught Part 1 which discusses how to start your search for new staffing software. Part 2 will dive into questions not to be overlooked, what to avoid as you narrow down your search, and how to plan for a smooth deployment.

Do not ignore the questions

In the initial stages of your search, you are proving and checking which software has your “must haves”. He is looking at the overall workflow, the design, imagining himself using the software, and more. However, there are two important factors that are often overlooked when evaluating software solutions: security and support.

Security

Security is often ignored when evaluating software solutions. It is absolutely ESSENTIAL 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 noncompliance if you don’t ask these key questions before you sign on the dotted line:

• Where is your data stored and in what tier data center is it stored? Tier 3 and 4 data centers provide maximum security.
• Is 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 type of antivirus/antimalware software do they use?

If data security is a foreign language to you (as it is to most of us), I recommend looking into data centers and anti-virus/anti-malware software to help you ask these questions.

Support

As with any technology solution, good customer service is essential, whether you need to communicate a lot or just once in a while. Staffing software complements your daily tasks and is essential to your workflow. If you have a problem or question, it’s important to be able to contact Support easily and receive a response in a timely manner. At the end of the day, you are looking for a buddy he will be easy to work with and Support is a big component of that. Bad Support will make the entire user experience miserable. So how do you know if you’re forming a good partnership?

Below are key questions to ask:

• Is support included in your contract?
• How fast do you hear an answer?
• Do you have to register a ticket before talking to someone?
• Is support available 24/7?
• Do you receive a person or a robot when you call?
• Are there training and other resources available to help you learn the software?

What to Avoid as You Narrow 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 you want to make sure you choose a quality product that will help your business grow. The last thing you want to do is settle for a cheap option and then go through the process all over again.

The other circumstance you want to avoid is paying hidden costs. The solution may be cheaper up front, but are there costs that you have to pay during your subscription? If there are other fees you’re paying during your subscription, then it could all add up to the same price once all is said and done. Also be wary of any hot sale promotions you’re getting. If you’re giving away your products and services, while offering superior service, what’s the catch?

Choosing a solution that is not optimized

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 integrates with your back office and web portals will help streamline your processes. There is 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 gain access to “big picture” reports for critical business decisions. Avoid the headache and hassle of having multiple solutions.

How do you plan for a smooth deployment?

You asked all the right questions, got referrals, dreamed up the new software, and signed the deal. Whats Next? Planning for a smooth implementation! 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, deploying the software is the last but most critical step.

First of all, you will need to decide what data you are going to transfer to the new software. Most likely you have old or incorrect data that you don’t need to bring. Just bring the data that you need. Before the conversion, the software company will provide you with a detailed document of what will be converted and where it will go in the new system. They will also provide you with a budget 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 down the road.

From an internal perspective, it is important that the entire team adopt the new software. The software will most likely be 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, can all be different. However, no matter how different it is, it’s important to fully commit to the new software. Don’t follow old workflows or old ways of getting things done. After all, you switched 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. Having the right training is key to a smooth transition as you’re acclimating your entire company to new software.

The last step before the official transition is to create a policy manual for your employees. This is a short booklet that instructs your team on 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 won’t be a consistent workflow. A manual makes it very clear how to do all the main tasks.