Choosing the Right HR Tech Projects: Prioritizing and Timing

Master the art of selecting and timing HR tech projects to drive innovation and efficiency in your organization with our strategic guide

Brett Ungashick
OutSail HRIS Advisor
November 14, 2023
HR tech project timeline and selection flowchart

In the fast-paced world of human resources, implementing appropriate tech projects can make a significant difference between a smoothly running organization and one struggling to keep up. In this tech-savvy era, where the options seem endless, it is essential to choose the right HR tech projects and time them strategically, which is similar to choreographing a dance. Every move counts, so it is crucial to delve into the intricacies of this dance. It involves identifying key projects, applying effective prioritization strategies, mastering the art of timing, and preventing overload that can throw the entire routine off balance.

Identifying Key Projects

The first step in successful HR project management is identifying projects that will make a real difference. Start by assessing your organization's unique needs. Are you struggling with talent acquisition, employee engagement, or performance management? Once you've pinpointed the pain points, it becomes easier to identify projects that directly address these issues.

Consider projects that leverage emerging technologies such as artificial intelligence and data analytics. For instance, implementing an AI-driven recruitment tool can streamline hiring, saving time and resources. Likewise, a data-driven performance management system can provide valuable insights for employee development.

Prioritization Strategies

With a list of potential projects in hand, the next challenge is prioritization. Not all projects are created equal, and some will have a more significant impact than others. To make informed decisions, consider the following prioritization strategies:

1. Align with Organizational Goals

Ensure that the chosen projects align with your organization's overall goals and objectives. If your company is focused on growth, prioritize projects that support expansion, such as talent acquisition tools. For organizations emphasizing employee well-being, projects related to mental health and wellness may take precedence.

2. Assess Impact and Feasibility

Evaluate the potential impact of each project against its feasibility. Some projects might promise substantial benefits but could be challenging to implement. Conversely, simpler projects may offer quick wins with minimal disruption. Striking the right balance between impact and feasibility is key to effective prioritization.

3. Employee Feedback

Your workforce is a valuable source of information. Collect feedback through surveys or open forums to understand the pain points and preferences of your employees. This not only helps in identifying relevant projects but also fosters a sense of inclusion and engagement.

4. Cost-Benefit Analysis

Consider the financial implications of each project. Conduct a thorough cost-benefit analysis to understand the potential return on investment. This ensures that you're allocating resources wisely and focusing on projects that provide the most significant value to the organization.

Timing and Scheduling

Once you've identified and prioritized your HR tech projects, the next challenge is timing. The success of these initiatives often depends on a well-thought-out schedule. Here are some tips for effective timing and scheduling:

1. Seasonal Considerations

Take into account the natural ebb and flow of your business. Certain projects may be better suited for specific times of the year. For example, introducing new employee training programs might be more effective during slower business periods, allowing staff to focus without the distractions of peak times.

2. Integration Planning

Consider how the new projects will integrate with existing systems and processes. Smooth integration is crucial for minimizing disruption and ensuring a seamless transition. Allocate sufficient time for testing and troubleshooting to address any unforeseen issues before full implementation.

3. Employee Workload

Avoid overwhelming your team with too many changes simultaneously. Understand the current workload and capacity of your employees. Introduce projects gradually, allowing sufficient time for adaptation and training. This not only prevents burnout but also increases the likelihood of successful implementation.

4. Pilot Programs

Before rolling out projects company-wide, consider implementing pilot programs. This phased approach allows you to test the effectiveness of the project on a smaller scale, identify any potential issues, and make necessary adjustments before full implementation.

Avoiding Overload

One of the common pitfalls in HR project management is overload. Implementing too many changes at once can lead to confusion, resistance, and ultimately, project failure. Here are strategies to prevent overload and maintain a balanced workload:

1. Clear Communication

Transparent communication is paramount. Clearly communicate the reasons behind each project, the expected impact, and the anticipated timeline. This helps employees understand the broader context and fosters a sense of involvement.

2. Training and Support

Invest in comprehensive training programs to equip your team with the skills and knowledge needed for the new projects. Provide ongoing support, including resources and troubleshooting assistance, to ensure a smooth transition and address any challenges promptly.

3. Incremental Implementation

Rather than implementing all projects at once, consider a phased approach. Introduce changes incrementally, allowing employees to adapt gradually. This reduces the likelihood of resistance and gives your team the time to become comfortable with the new processes.

4. Continuous Evaluation

Regularly evaluate the impact of ongoing projects. Solicit feedback from employees and key stakeholders to identify any areas of concern. Adjust your strategy as needed to address issues and ensure that the workload remains manageable.


In the ever-evolving landscape of HR technology, the key to success lies in thoughtful project selection, prioritization, and timing. By identifying high-impact projects, employing effective prioritization strategies, and carefully scheduling implementations, you set the stage for transformative change within your organization.

Remember, successful HR project management is not just about the projects themselves but also about how well they integrate with existing systems, how they align with organizational goals, and how they impact your workforce. Avoid overload, maintain open communication, and continuously evaluate and adapt to ensure the success of your HR tech initiatives.

So, as you embark on this journey, remember that the right HR tech projects, prioritized and timed effectively, have the power to reshape your organization and drive it toward a future of success and innovation.

How do you determine which HR tech projects are the most critical for your organization?

Answer: Identifying critical HR tech projects involves assessing your organization's specific needs and pain points. This may include evaluating existing processes, gathering feedback from stakeholders, and considering industry trends and emerging technologies. Ultimately, focus on projects that align with organizational goals and have the potential to make a significant impact on efficiency, productivity, and employee satisfaction.

What factors should be considered when prioritizing HR tech projects?

Answer: Prioritization of HR tech projects should consider various factors, including alignment with organizational goals, potential impact on business outcomes, feasibility of implementation, resource requirements, and employee feedback. Projects that offer high value with manageable risks and resource investments should be prioritized over others.

How do you balance the urgency of implementing HR tech projects with the need for thorough planning and evaluation?

Answer: Balancing urgency and thorough planning involves careful consideration of project timelines, resource availability, and potential risks. While it's essential to address pressing needs promptly, rushing into implementations without adequate planning can lead to inefficiencies and setbacks. Therefore, prioritize projects based on their criticality and allocate sufficient time for planning, testing, and evaluation to ensure successful outcomes.

What are some common challenges organizations face when implementing HR tech projects, and how can they be mitigated?

Answer: Common challenges during HR tech project implementations include resistance to change, inadequate user training, integration issues with existing systems, and unforeseen technical difficulties. These challenges can be mitigated through effective change management strategies, comprehensive user training programs, thorough testing and piloting of new systems, and close collaboration between IT and HR teams to address integration issues proactively.

How can organizations ensure the successful adoption and long-term sustainability of HR tech projects?

Answer: Successful adoption and sustainability of HR tech projects require ongoing support, communication, and evaluation. Organizations should invest in change management initiatives to foster a culture of openness to technology adoption and provide continuous training and support to employees. Regular evaluation and feedback mechanisms help identify areas for improvement and ensure that HR tech solutions evolve to meet changing organizational needs over time.

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Meet the Author

Brett Ungashick
OutSail HRIS Advisor
Brett Ungashick, the friendly face behind OutSail, started his career at LinkedIn, selling HR software. This experience sparked an idea, leading him to create OutSail in 2018. Based in Denver, OutSail simplifies the HR software selection process, and Brett's hands-on approach has already helped over 1,000 companies, including SalesLoft, Hudl and DoorDash. He's a go-to guy for all things HR Tech, supporting companies in every industry and across 20+ countries. When he's not demystifying HR tech, you'll find Brett enjoying a round of golf or skiing down Colorado's slopes, always happy to chat about work or play.

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