13 of February, 2025

The implementation of human resources software is a crucial process that will allow you to streamline tasks throughout the entire department. This guide explains the steps to follow, from why it’s worth it, to avoiding potential mistakes.

With our practical advice, you will be able to implement the best personnel management software for your HR department. Keep reading to learn more!

Why implement HR software?

Human resource management is a complex process that can become very complicated without the right tools.

An HR software will allow you to automate and optimize many repetitive tasks, saving valuable time.

Boost productivity

With an HR system, your team will be able to spend less time on administrative tasks and more on those of high added value. This translates into greater labor productivity.

Processes such as payroll management, holiday control, or performance evaluations become much more efficient.

Improve decision-making

An HR software will allow you to have access to data and reports in real time that will help you make better decisions.

You can analyze key indicators such as staff rotation, recruitment costs, or sick days to detect areas for improvement.

Reduce errors and save costs

The automation of repetitive processes such as the registration of working hours considerably reduces the risk of human errors, avoiding possible sanctions.

Also, the optimization of workflows and elimination of paper can mean cost savings in administrative costs.

Attract and retain the best talent

Having an updated and efficient HR software will help you provide a better employee experience.

Agile processes, transparent internal communication, and access to relevant information about their job are key factors to attract and retain talent.

In short, a human resources management system is essential for any company that wants to optimize its processes.

Success story: Hofmann

Hofmann is a leading company in the field of personalized photographic products in Spain. Hofmann decided to modernize its management systems by implementing Sesame HR to digitize and optimize its human resources processes.

Problems to be solved

Before Sesame HR, Hofmann had to manage a staff divided between factory profiles and others more office-oriented. Which differs in different needs, such as:

Shift management.
Remote work.
Different sign-in points.
Different work tools.

This generated inefficiencies, as for the management team it was difficult to reach all employees.

Sesame HR to keep control

Thanks to Sesame HR, Hofmann implemented a comprehensive human resource management system to centralize and automate these processes. The software allowed:

Implement a centralized sign-in from different locations.
Digitalize task distribution and promote delegation.
Encourage multidevice flexibility in personnel coordination.

How to implement an HR management system in 5 steps?

If you want to follow the steps of a company like Hofmann, we recommend following these steps towards success.

1. Define your objectives

Start by defining what strategic objectives you want to achieve with the implementation of HR software. What processes do you want to digitalize?

These objectives will help you choose the solution that best suits your needs.

2. Evaluate your options

Once you know what you’re looking for, it’s time to analyze the market. There are many HR software options, from basic solutions to very advanced platforms.

Consider features such as:

Functionalities.
Available integrations.
Ease of use.
Cost.

Request demonstrations from your favorite options and ask other users about their experiences.

3. Prepare your team

The implementation of a new software implies changes, so it is important to prepare your employees. Explain the benefits they will obtain and how the use of the new tool will affect them.

Offer training so they can take full advantage of its functionalities from day one. It is also recommended to name digital ambassadors, enthusiastic employees who help motivate and instruct the rest.

4. Test and personalize

Once you’ve chosen your solution, it’s time to test it and personalize it. Configure the processes and forms according to the specific needs of your organization.

Ask the provider to assign you a consultant to guide you in this implementation phase. After a trial period, you can start using it in your day-to-day.

5. Evaluate and optimize

Finally, you should evaluate the impact of the implementation on your initial objectives. Make sure the tool is being used correctly and detect possible areas for improvement.

Ask your employees about their experience and attend to any questions or suggestions. Optimize the configuration and functionalities according to the needs that arise.

Maintain continuous communication with the provider to get the most out of your investment.

Best practices in implementing HR software

For the success of the implementation of Human Resources software, it is essential to follow best practices that maximize the efficiency and effectiveness of the system.

Next, we present some of the key best practices to consider:

Reduction of recruitment time: The use of HR software can drastically reduce the time dedicated to recruitment and hiring processes.
Improvement in decision-making: Data-based HR systems provide business leaders with valuable information and real-time analysis on the team’s work productivity.
Automation of administrative tasks: In addition to simplifying processes such as payroll and benefits management, HR software can also automate other tedious and repetitive tasks.
Adoption of Artificial Intelligence (AI): Some HR systems are starting to incorporate AI to improve the accuracy of their processes.
Compliance with regulations: HR software can help ensure compliance with labor and data privacy regulations.

Sesame HR accompanies you throughout this process to achieve the most efficient and successful implementation of our Human Resources software.

Common mistakes in the implementation of Human Resources software

Remember, when implementing your HR software, there are several mistakes you should avoid in order to get the most out of the tool.

Not involving employees from the beginning

One of the most common mistakes is not involving employees from the beginning of the implementation process.

It is important for employees to feel part of the change and be able to contribute their vision through work climate surveys.

Gather feedback and involve key employees in the selection process.

Not providing adequate training

Training is key for the adoption of any new software tool. If employees don’t know how to use the new solution, they won’t use it.

Provide face-to-face or virtual training to all employees. Make sure the training is practical and is adapted to the different job profiles.

Not testing the software before implementing it

No HR software is perfect for all organizations. It’s important to test different solutions to find the one that best suits your needs.

Test trial versions and analyze functionalities in detail. Record the whole process to be able to compare the pros and cons.

A rushed implementation with a solution that doesn’t fit well can be counterproductive.

Lack of post-implementation support

The implementation of HR software doesn’t end when the information has been migrated and the employees have been trained.

It is necessary to have good service support to resolve any needs that may arise throughout the whole process.

Implementation of HR software with Sesame HR

Sesame HR is the ideal ally to carry out the implementation of your human resources management software.

Our team has extensive experience helping implement HR solutions. We adapt to your needs and offer you personalized service.

We will also help you with the configuration of your HR software. With this tool, you will be able to:

Professional with over 20 years of extensive experience in various areas of Human Resources (Recruitment, Training, Occupational Risk Prevention, and Personnel Management). Experience in the Management Department: Broad understanding of the company and HR.

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cristinamartin

HR Content Specialist

Human resources software implementation guide