If you're contemplating whether to invest in a new benefits technology solution, you may be feeling stuck. There are countless solutions on the market — each promising to solve your unique problems. This makes evaluating technology quickly feel overwhelming. But fortunately, it doesn't have to be.
Here's a three-phase approach to help you narrow down your options for the right technology partner, not just a platform.
Start with strategy
Before diving into demos or sending out RFPs, get clear of the business problems you need to solve. And yes — business problems, not just HR problems.
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Take a step back and look at where your organization is struggling most. Where are people spending too much time? We don't often think about what people are spending their time working on in their day-to-day, and if those processes are efficient. Time is valuable — not just to HR, IT, and other stakeholders, but to the entire organization and its bottom line. This includes your employees who will be using the system.
Once the business problem is clear, outline your budget and must-haves. Pricing matters early on — it helps eliminate options that won't realistically work for your organization. If your budget is around $25,000, don't spend time evaluating platforms starting at $50,000.
You'll need to be realistic when evaluating technology solutions. Understand that no system can solve every issue. And you can't expect every platform on the market to adjust their source code to accommodate one-off quirks. Decide what features are necessary and others that would just be nice to have.
Pilot thoughtfully and involve stakeholders early
Once you've established your business problem, budget, and must-haves, you'll have a narrowed field of options to choose from. You may be tempted to look for just one solution that checks every box, but that's taking the path of least resistance. Instead, include multiple vendors in your evaluation phase to see how their platform addresses the specific areas you want to improve. Be sure to ask how they integrate with your existing HR tech stack and carriers as well.
Beyond learning about the product itself, demos and pilots provide an opportunity to gain insight into implementation timelines, costs, service models, and how their team supports your on-going success. Bring stakeholders into the process so you can gather feedback and get ahead of potential resistance.
Don't rush through this phase. From stakeholder discovery to RFPs, demos, scoring, and contracting, the selection process often takes several months. Then comes implementation, which can add another 60-120 days depending on complexity.
Think beyond the "honeymoon phase"
Remember earlier I mentioned how you want to find the right partner, not just the right platform? The post-implementation phase is where you really get an idea for the type of client service a vendor provides, which is where many platforms fall short.
See, implementation is often called the "honeymoon phase". At this time, everyone is excited, everything seems easy, and issues are resolved quickly. But that level of support usually doesn't last. Many HR teams quickly notice the great client support they received during implementation becomes long ticket times, call center hold queues, and limited responsiveness. Poor client support can turn a great system into a daily frustration.
That's why it's essential to evaluate the partner behind the platform. Will your team receive proper training and support? Will there be a dedicated team to address any issues quickly? This is especially important to consider for high-volume periods like Open Enrollment.
Remember: technology is only as good as the team behind it©. Choosing the right partner means ensuring your platform is supported well beyond implementation.
Closing thoughts
Finding the right technology benefits solution goes beyond chasing features. The right platform should help you solve real problems with a partner who's invested in your long-term success. Take your time vetting vendors, ask the tough questions, and never settle for support that will vanish after implementation.
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