October 23, 2024
By Chris Harvey
Wow! You just had the best HRIS product demo and let’s be honest you sort of fell in love with what you saw. Why even bother seeing any other HRIS solution. This is the one.
However, you may not be able to totally trust your eye when it comes to HRIS vendor demos. A powerful, polished demo doesn’t necessarily translate into how the HRIS will perform in your real-world environment.
Is it really the best fit, or just a slick demo?
Let’s help you figure out the reality from product showmanship. The truth is, many HRIS demos are misleading, not because vendors are intentionally deceptive, but because the demo format often hides crucial details.
How Demos Can Mislead You
1. Pre-Configured Data Creates a False Sense of Usability
HRIS demos often run on pristine, pre-configured data sets that make the system seem intuitive and user-friendly. What you’re not seeing is the heavy lifting that goes into setting up and maintaining these workflows in a real-world scenario.
For example, pre-configured data might make generating reports or running payroll look seamless, but that doesn’t necessarily reflect the complexity of handling your organization’s data. In the real world, employee data might be messy, payroll structures might vary by department or location, and custom reports might need to pull from multiple data sources.
2. Demos Emphasize Features Over Functionality
Demos often highlight cutting-edge features that look impressive on the surface, such as AI-driven analytics, intuitive dashboards, or mobile apps. While these are nice to have, they don’t necessarily represent the features you’ll use every day. In some cases, a flashy demo can distract from deeper, more critical areas like ease of reporting, flexibility in workflow design, and integration capabilities.
3. Critical Features Like Custom Reporting Are Often Glossed Over
Reporting is one of the most vital features of any HRIS, but many demos gloss over this, showing pre-built reports that fit perfectly within the demo environment. The real challenge, however, lies in building custom reports that reflect your organization’s specific needs. If a system can’t easily support custom report-building, it could create bottlenecks in decision-making and force you to rely on external resources or manual processes.
Key Considerations and Questions to Ask During an HRIS Demo
A slick demo doesn't do you much good. Ask these questions to force the HRIS vendor to pull back the covers and demonstrate how you would use the systems in your environment.
1. Custom Report Generation
No HRIS delivers every report you will need out of the box. The ability to build your own custom reports is critical for you to realize full value from your HRIS investment.
- Ask: “Can you walk us through the process of building a custom report from scratch?”
- Why: You need to see exactly how flexible and intuitive the system is. Ask to create a complex report that involves pulling data from multiple modules, such as timekeeping and payroll.
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- Ask: “How much support do non-technical users need when building custom reports?”
- Why: This question will reveal whether your HR team can handle report generation on their own or if they’ll need heavy reliance on IT, special training, or the vendor’s support team.
2. Integration Capabilities
HRIS systems rarely function in isolation. They need to integrate seamlessly with other tools, like payroll systems, time and attendance tracking, and third-party benefits providers. Many demos highlight integration capabilities, but don’t go into detail about how easy—or difficult—these integrations are to set up and maintain.
- Ask: “Can you show us how your system integrates with [specific software you use]?”
- Why: A vague answer about "robust integrations" isn’t enough. You need to see real examples of how well the system integrates with your existing technology stack, particularly your payroll or applicant tracking systems.
- Ask: “What are the common challenges you’ve faced with integrations, and how have you addressed them?”
- Why: This will give you insight into potential obstacles and how proactive the vendor is in handling integration challenges.
3. Ease of Workflow Customization
Every business has unique HR workflows, from onboarding to performance management. While most demos focus on out-of-the-box processes, it’s essential to know whether the HRIS can adapt to your specific needs.
- Ask: “Can we customize workflows to reflect different approval hierarchies and department structures?”
- Why: Many systems offer basic customization, but the level of detail matters. Ensure that the platform allows for adjustments that align with the complexity of your organization’s structure.
- Ask: “How easy is it to modify workflows once the system is live?”
- Why: After implementation, your needs might change, so it’s critical to understand how adaptable the system will be in the long run without requiring vendor support for every change.
4. Ongoing Support and Updates
Demos usually focus on the features available today, but what happens when the system requires updates or when you need support post-implementation? Many HRIS vendors charge extra for ongoing support or new feature rollouts, and some systems lag in their ability to keep up with regulatory changes.
- Ask: “What does ongoing support look like after implementation?”
- Why: You need to know what kind of support is included in the contract and what might come at an extra cost. This is especially important for smaller teams that may need more hand-holding post-launch.
- Ask: “How often are new features rolled out, and how does your system keep up with regulatory changes?”
- Why: HR is a rapidly changing field, especially with new laws and compliance requirements. Make sure the system is equipped to keep pace with these changes without requiring costly upgrades.
Final Thoughts: Ask the Right Questions, Get the Right System
HRIS demos are essential to the decision-making process, but they can be deceptive if you don’t ask the right questions. By focusing on critical areas such as custom reporting, integration capabilities, workflow configuration, and the update process, you’ll gain a much clearer understanding of how well the system will truly work for your organization. Always push vendors to demonstrate real-world applications of the system’s capabilities and ensure that you’re not just seeing a polished version designed to impress.