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HR employees and HR workflow automation

Ways HR Can Justify a Workflow Management Tool Purchase

From Realization to Reality: The First Step

It’s one thing to realize how impactful purchasing a workflow management solution could be for your team, department, and even company; but it’s a pointless realization if you can’t convince the decision-makers of its importance, too. If you’re reading this, chances are you’re already familiar with the benefits of workflow automation tools such as OnTask. The question is, how can you convey its importance to the people that can make it happen? 

The reality is, who you approach (and how) could be key to getting your proposal approved — or turned down. Let’s talk about 3 key areas you need to focus on to get the idea approved.


Show, Don’t Tell: Getting Organizational Buy-in

Before you begin, it’s important to identify who needs to be included in the conversation, and what they are concerned about. The decision makers aren’t interested in new gadgets and features so much as solutions to real problems.

So get practical. Instead of telling them about OnTask’s features, show how OnTask will make life easier for them. If you can understand their pain points (areas of recurring frustration or need), you can effectively talk about solutions. But those pain points will be different depending on who is involved. So let’s break it down by the 3 main groups that should be part of this conversation.

HR Management & Administration – Make sure you include both your Chief Human Resources Officer and key HR administrators in the discussion. Thankfully, this is probably the easiest group of the three to approach. You don’t have to go far to understand the pain points here. You live them every day, from time-wasting paperwork and data analysis to stress over poorly-integrated systems causing havoc for compliance and communication. These are the problems everyone on your team needs fixed. So speak to those pain points and talk about how efficient those mundane tasks could be if digitized and automated. 

Bring up the need for a simple, centralized system to prevent miscommunications and legal problems. Speak from your heart — you know best why HR needs the company to adopt a tool like OnTask. 

Company Leadership – Even if you get a standing ovation from HR after your presentation of the issue, things will go nowhere fast if the movers and shakers at the corporate level aren’t on board. So step into their shoes for a moment. While HR focuses on people, they are burdened with the representation of the company and its goals. They are less concerned with people, and more with processes, which may include improving bang for company buck, reducing turnover, and increasing overall productivity. You are asking them to shell out on behalf of the company, so show them how not doing so will hit the company in a way they understand: financially.

 If you can show specific areas that have cost them because they lack a workflow automation platform, and how OnTask will specifically save money and improve productivity, you may gain their ear.

Employees and Teams – Although employees are not the decision makers when it comes to getting approval, their buy-in matters. As you make the case to HR and wider company leadership, input from various teams and employees will be invaluable. They are going to be the chief end users, after all. Understand their pain points, and integrate that into those of HR and senior leadership. They do connect, even if you need to do some legwork to show it. For example, if chaotic structures mean employees are not completing important processes, such as crucial paperwork, evaluations, or training, leadership needs to know. A bad system doesn’t just mean potential logistical and compliance problems, it also means more company expenses down the road, and increased turnover (which is a cost).

Besides making the end solution more effective for all, involving employees and teams from square one is crucial to clearly showing how OnTask will benefit the company as a whole.


Impact of a Workflow Management Tool

You’ll need to tailor your “problems and solutions” list to your audience, but here are the most common problems that OnTask solves. It might give you a good place to start. With OnTask, your teams can:

  • Save Time – Automate processes you currently do manually, like sending reminders and follow-ups
  • Reduce Human Error – Use guided processes for repetitive tasks to make sure no step is missed
  • Data Integrity and Reporting – Let the system compile data into quicker, more accurate reports
  • Process Improvement – Use drag-and-drop interfaces to create custom, repeatable processes
  • Ability to Scale – Let automation adjust to a growing company, instead of hiring workflow admins
  • Empowering Employees – Supercharge remote collaboration & communication (increase morale)


OnTask and Your Company

You’ve experienced the struggles, and you’ve done the research to find something better. Now it’s just a matter of doing what you do best: communicating with people. Show them how OnTask will transform processes that make their lives hard, from spreadsheets and reports to employee productivity. To help them visualize how effective OnTask can be, schedule a demo.