HR software consultancy
You sometimes come across the term: HR software consulting. But what is it really? With HR you can imagine something, with software too, and with consultancy probably too. But with the combination of the three, it becomes perhaps more difficult. And if we are honest, there is no single, well-defined meaning of what an HR software consultant does.
The difference between IT and Software consulting
Before we get into the term "HR software consulting," we want to reflect on a common misconception that IT and software mean pretty much the same thing. If you are not at home in technology, then it is quite possible that you use 'IT' and 'software' as interchangeable terms. However, IT refers to the entire infrastructure that must be in place to work digitally. Simply all the cabling, wireless networks, Internet access, hardware and so on. Software, on the other hand, refers to the systems programmed to support certain tasks or processes digitally. Think of a CRM system, the Microsoft Teams environment, a platform for payroll and so on.
So while IT and software certainly touch, they are not the same thing. However, it may be the case that both IT tasks and software tasks are housed in the same person or department.
Below, we will discuss what we mean by "HR software consultant" and leave aside the "IT consultant" for the rest. We'll take you through some variations of the 'HR software consultant'.
The HR software implementation consultant
To begin, we'll take a closer look at the "HR software implementation consultant. Just the addition of the word "implementation" makes it a lot clearer what this HR software consultant does: help implement the software.
When you start working with HR software, that means you're going to change something with your HR processes. What you used to do manually, you are now going to solve with software. Not every organization works the same way and not every organization has the same software needs. Therefore, the HR software you are going to work with will have to be designed and implemented on your organization.
This is also the case when you start working with a SaaS solution. "SaaS" stands for Software as a Service. It means that the software vendor provides a platform developed to support various organizations on certain topics. This might give the impression that the software is a "one-size-fits-all" solution; the software is not developed for one specific organization. In practice, the software is indeed developed as generically as possible. At the same time, on the management side, aka the "back end" of the system, it leaves a lot of room to tailor it entirely to the needs and wishes of a specific customer.
The HR software implementation consultant can play a valuable role in this specific set-up. The HR software implementation consultant knows the software like no other and therefore knows exactly how it can be used optimally, tailored to your organization. Apart from the set-up, your data must be transferred to the software, so that you can continue with the content where you left off. Perhaps you can transfer your historical data as well. The latter, by the way, is more often not possible than not.
What does an HR software implementation consultant do?
How complicated or easy it is to implement HR software varies from case to case. The need for guidance from an implementation consultant corresponds to the level of complexity of the implementation process. In some cases, you can try to set up the software yourself, without personal guidance. You can then set up your system and import your data based on online instructions, for example.
In other cases, the guidance of an implementation consultant is absolutely indispensable. The consultant will discuss your needs and wishes with you and advise you on how the platform can best support you. The consultant can then support you with the setup, or even do the entire setup for you. The consultant saves you from making the wrong decisions. Optimization of the use of the software is ultimately what it's all about.
Optimization is important at the start of working with the HR software. But vendors develop their software continuously, so there must be structural attention to optimization. An implementation consultant can alert you to developments of new functionalities or modules, allowing you to use all the possibilities of the software.
Packages to accompany an implementation consultant
In many cases there are standard packages for the personal guidance with associated fixed fees. In case you set up the software yourself, no or limited costs are charged by the software supplier. As the consultant performs more work with, or for, you, higher rates are charged.
Keep in mind that implementation also always requires time and attention from your organization itself. Often you will have to do your 'homework' so that the implementation consultant can continue. If you have not completed your homework in time, which will delay the implementation process and the planning of the implementation consultant, there is a chance that extra costs will be charged.
To give you an idea of what guidance from an implementation consultant looks like, in relation to implementation packages, we'd like to give you the examples from Treams.
At Treams, you have a choice of:
- Self service
You can choose to completely set up the platform yourself based on online instruction and videos. The platform and the backend of the system are user-friendly and clear. Nevertheless, without personal guidance from an implementation consultant, this option is not recommended. While this choice of setup has no out-of-pocket costs, and thus can be attractive, we see that Treams' experience with both content and technology can provide a lot of expertise. It can therefore save you from wrong choices and setups.
It's important to create the best experience for your people right away, which immediately takes you a huge step toward adoption and acceptance of the new way of working. Subsequent fixes are not only time-consuming and sometimes complex, but they are also counterproductive to your employees' adoption of the system. - Tech ready
Do you have all your content in order? Think about the organization of your HR cycle or cycles, possible templates for interviews, feedback questions, overview of functions or roles with corresponding competencies or other matters relevant to you. Then you can opt for a tech-ready variant of implementation guidance. Treams' implementation consultant takes you by the hand as you go through the online super user training. You will be given specific tasks to carry out in order to set up the software and will have regular contact about this. Of course you can always ask questions or ask for advice. - Vision and change
A final variant is guidance on both technical and content. If you are going to work with performance management, development or engagement, then the Treams software helps you tremendously to provide structure and tools for that. It motivates your people to get the best out of themselves. Moreover, the platform offers insights that allow you to make optimal use of people's strengths.
At the same time, working with the platform will most likely also mean changing the content. Perhaps you want to move from a classic, annual assessment interview to a more contemporary interview cycle. Or you might start working with 360-degree feedback, objectives or flexible growth paths. Just a few examples where you have to ensure that the change is accepted and eventually embraced by your people.
With the change trajectory in mind, Treams offers a two-day workshop Vision and Change, aimed at not only getting your vision clear, but also at making it well and structurally visible. In addition, you will learn how to land the change in the best possible way.
The latter variant touches on the next meaning of "HR software consultant": the "HR consultant.
The HR consultant
The addition of the word "implementation" made clear what we mean by that variant of "HR software consultant. The omission of another little word, namely, 'software,' may in fact make another variant clear. In more substantive terms, the 'HR consultant' guides the change processes associated with working with the software.
When you start working with software, you undoubtedly think about how to inform your people about its use. This involves the more practical side of using it. Think about a manual, FAQs, login options and the like.
There is a tendency to overlook the substantive impact that working with HR software can have. Because software is a means to an end and not an end in itself, it is important not to lose sight of your actual goal. So while it is indeed good to instruct your people in how to use the software, it is equally important to anticipate what it means in terms of content for your people. An HR consultant knows all about that and can guide you through it.
What does an HR consultant do?
To clarify, here are some examples that you will encounter when you start working with HR software for performance, engagement and talent development.
- More self-direction for employees
If you are moving from an HR cycle with a classic end-of-year appraisal interview to a contemporary HR cycle in which the employee is more in the driver's seat, then the Treams software supports you enormously. It offers your people all the tools they need to work on their own development. At the same time, the new way of working means that you give more space, but also more responsibility to your employees to work on their development. They may have to ask for feedback or set their own development goals.
Your people may need guidance on what is expected of them and why this new way of working was chosen. After all, explaining is important, but really understanding is a real motivator.
An HR consultant has the experience and expertise to anticipate and guide the change through workshops, training or by sharing knowledge and content documents. This can be directly in relation to the employees or in support of the HR professional. He or she can also link this directly to the use of the software platform in practice. - Manager move from assessing to coaching
When employees are more in the driving seat of their own development, the role of managers also changes. Whereas before they were used to playing a more dictating role and assessing the employee, now their coaching skills will be called upon. The manager will reflect on the input gathered by the employee and the development goals set. Based on this, the manager will help and support the employee more on track.
While there are managers who can and do this naturally, there are also managers who still need to master the coaching skills. Here too, the HR consultant can provide support, for example in the form of workshops, training, knowledge sessions or substantive coaching. In doing so, the HR consultant can show how the manager can leverage the employee's input into the platform. - Working with 360 Feedback
Feedback is an essential breeding ground for development. At the same time, working with feedback, especially in the beginning, can be quite exciting. Working with feedback requires an environment in which psychological safety is experienced. In addition, you need to learn how to ask for and give good feedback. After all, feedback has do's and don'ts that you can fortunately learn.
An HR consultant advises organizations on what it takes to achieve a mature feedback culture. In addition, the HR consultant can give trainings and workshops, where participants gain experience with feedback and where they learn which criteria good feedback meets.
The knowledge gained can be supported in practice with an AI functionality in the software platform. AI provides feedback on your feedback, so working with quality feedback can really take off. During workshops or training sessions, the HR consultant can pay more attention to this. - Working with goals
It seems so easy to set goals, but in practice it is quite disappointing. At the same time, good wording of goals is very important. An abstract goal leads to confusion and a goal that is too big leads to frustration. Therefore, goals should be SMART: specific, measurable, acceptable, realistic, and time-bound. How to set the right goals an HR consultant can teach you. In practice, the AI functionality of your HR software can help you translate that knowledge into practice. For example, the AI asks you critical questions about your goal and makes suggestions, after which you can choose the best formulated goal yourself.
Why choose an HR software consultant?
Now that it is clearer what an HR software consultant does, you can determine for yourself where your needs lie. Software vendors almost without exception have implementation consultants working for them. It is more exceptional when a software vendor also employs HR consultants. Such services are still sometimes offered on through externals on a flexible basis. Treams has HR implementation consultants as well as HR consultants in-house. In some cases even combined in one person.
So all in all, when choosing an HR software vendor, you would do well to consider not only the functionalities and rates, but also the implementation processes and other services. As also indicated earlier: keep your goal in sight! Working with software will never be your end goal. You want to achieve something with the software. That is your ultimate goal and that is what you want to achieve. Both an implementation consultant and an HR consultant can help you with that.
This webpage was written by Iris Zonneveldt. The founder of Treams. This article was last updated Feb. 1, 2025. The following sources were consulted in the creation of this webpage: PW: Why HR can no longer do without technology skills., PW: Navigating rapid technological change, this is how HR moves along, and ICT Information Center: What does an HRM consultant do?. Do you have questions about this content? Then get in touch on 040 744 08 88 or send an email to info@treams.nl.