Staffing Software and the Fear of the Unknown

By Natalie Chrapla

April 8, 2015

It’s Monday afternoon and your office phone rings. A software sales person is on the other line asking if you are happy with your present staffing software solution. In your head you think “no,” but instead you tell the sales person that in fact you “are satisfied with your current solution.”

Question:  Why do we do this? Is it because we don’t want to deal with the hassle of changing software?  Or is it because we are uncomfortable with change itself?  What are the benefits of moving from the safety of the “known” (your current software) to the “unknown” (a new, potentially better, solution)? What if I told you that change is a positive thing, and that the software implementation/integration process isn’t so terrifying? Would you be willing to explore other solutions?

Check out the product!

When exploring other software solutions it’s important to examine the software through a series of thorough demos. You want to be able to see all the available features, making sure that the solution satisfies your business needs, as well as needs you didn’t even know you had!  During the demonstrations, ask the sales rep questions about how this solution can streamline day-to-day processes, and how it will increase productivity and profitability.  Working smarter, not harder, is crucial in today’s world, and your software should be able to accomplish that for you.

Ask Around

Of course every staffing solution is going to say they are the best in the industry. Always ask for client referrals. The software vendor will have no problem providing a list of referrals for you to contact. Hearing about how other customers feel about the solution and the service can help confirm that you’re making the right decision.

Will someone hold my hand?          

Once you’ve made your decision to make the change, the actual implementation / integration process is probably the one thing people fear the most. Who is going to help me make the switch?  Where will all my data go?  Will everything transfer over smoothly? Is there a charge for the software implementation? How much time will everything take? Will productivity be down? These questions make staffing firms uneasy, as their data and time affects their profitability.

When asking questions about the process make sure that you will be assigned a project manager. You will want someone to thoroughly explain each step of the process to you, set goals and timelines, and be there to assist you every step of the way. This person will be your primary company contact for every aspect of the implementation and integration process.  This helps set realistic dates, keeps everyone on target, and assures that the “live” date is met.

Post Support

Post “live” date support is essential.  A strong support group will help you take advantage of all of the benefits of the new software. Questions will come up as new users capture their activities and the software blends into the daily workflow. Management will realize new reporting aspects and be able to utilize information to make the company more profitable.

Making the switch to the right software provider isn’t nearly as distressing as one might think. With the help of a good company, solid software, and a dedicated project manager, making the switch can be a smooth and planned process — which in turn will positively affect your company’s success.

Photo Credit : Social Text

Learn more about how smooth the transition is with Ultra-Staff. 


Natalie Chrapla is the Marketing Coordinator of Automated Business Designs, Inc., software developer of Ultra-Staff staffing software for the staffing and direct hire industry. Ultra-Staff is a staffing software business solution with components for front office, back office and the web. Natalie’s email address is or for more information on Ultra-Staff go to