By
Claire Morley-Jones
June 9, 2025
Running an SME is tough enough without HR admin dragging you back to the Stone Age. But HR Tech can streamline processes and ensure employees are on the journey to feeling valued. This article share practical to harness the right tools to save time, boost engagement and future proof your business - all without the corporate budget!
I frequently wonder how any of us manage to run a small business; it’s certainly no small feat. You’re spinning plates, chasing growth, and trying to keep everyone happy, all while keeping the books balanced. HR? In our experience, it’s often the plate that wobbles the most. Most of our clients didn’t have the luxury of a full internal HR department, so you’re left cobbling together processes, juggling compliance, and hoping your employees feel valued rather than simply cogs in a machine.
And whilst an HR team is important (I mean of course I’m going to say that!) technology can now do its share to transform HR from a headache into a superpower. Sam’s article earlier in the year covered how tech can automate the onboarding experience, but this time I’m concentrating on leveraging the right tools so that you can streamline operations, boost efficiency, and create an employee experience that makes people want to stick around.
Like Sam, I’ll be delivering practical tips on how to work harder with tech and smarter in person to get started.
We’ve said it before and will say it again; no SME has enough “hands”. The administrative burden of payroll, absence tracking, and policy updates eats into time you’d rather spend growing your business. Meanwhile, employees expect a slick experience with seamless onboarding, easy access to payslips, or training that doesn’t feel like a chore (or a bore!). Without the right tools, you’re definitely going to be stuck in a cycle of firefighting and missing key chances to build a culture that attracts top talent or drives performance.
It's important to accept that HR technology isn’t just for big corporations with deep pockets. Usually, today’s solutions are predominantly affordable, scalable, and designed with your kind of business in mind (although picking from the array can be difficult!). From cloud-based platforms to AI-driven analytics, all of these tools can automate the mundane, whilst providing data-driven insights, and ensuring your employees feel like they’re part of something special. Here’s how I think you should be harnessing HR tech, starting with enhancing the employee experience and moving on to ethical implementation, with practical tips at every step.
Whether we like it or not, employees today expect more than a payslip and a pat on the back. In the 200 years since the industrial revolution they’ve learned that businesses will, in the main, do what they can to wring out the most amount of profit they can and they’re more cynical and distrusting than generations before. As a result, they want an experience as an employee that feels personal, connected, and empowering. Possibly, all employees in the past wanted this – there just weren’t the circumstances to make business change their behaviour!
Digital HR platforms like BambooHR, Homerun or HiBob can help to change the experiential landscape for SMEs, offering user-friendly interfaces that streamline processes while also making employees feel valued.
Most of us know that a great employee experience boosts retention, engagement, and productivity but not everyone understands how to generate that feeling. We create application forms and new starter packs that request the same details multiple times, which is annoying to new recruits. We request P45’s for payroll but no easy way, or sometimes even a contact name, of who to get this too. We insist on our employees giving 12 weeks notice, but when we’re waiting for someone to finish their notice and land with us – we don’t stay in contact with them or generate any possible excitement about doing so.
If you’re looking for an HR platform it should be taken as read that the bare minimum it offers should be self-service to let employees update their details, request leave, or access training without pinging you every five minutes. However, it should also help you to automate as much as possible so that you save time on the menial things like ordering a mobile and laptop (by having automatic helpdesk request go to IT) or auto reminding a manager to decorate the new person’s desk. This means you can spend an extra few minutes with the person when they arrive making the experience personal and memorable – and in a good way!
Choose a Platform That Fits: Pick a cloud-based HR system that will scale with you. For example, BambooHR offers a simple interface for smaller teams, while HiBob suits growing businesses with quite complex needs including international workforces. Compare pricing and features to match your budget and headcount – you’ll be looking at anything from £3.50 to £9.50 for a basic cloud based system and about £10 - £15 for something with a lot of functionality.
Streamline Onboarding: Use your platform to create digital onboarding workflows. Include welcome videos (you can literally just talk to your iPhone - it doesn’t have to be an Oscar worthy production or performance), e-signed contracts, and virtual tours to make new hires feel at home from day one. For instance, set up a flow that guides new starters through tasks like submitting bank details or completing mandatory training.
Enable Self-Service: Activate employee self-service portals for tasks like updating personal info, checking payslips, or booking holidays. Train your team on how to use these features to reduce admin queries - most platforms have mobile apps for on-the-go access.
Customise for Culture: Tailor the platform as much as possible to reflect your employer brand. At the very least add your logo but it would also be good to use your company’s tone in automated emails, and include links to your values or team handbook. This makes the platform feel like an extension of your culture, almost like an intranet, not just a tool.
Test and Train: Before rolling out, test the platform with a small group to iron out any kinks. Provide short, engaging training sessions (short 15-minute webinars) and record one of them so you have the video to ensure everyone knows how to use it.
Innova Care Concepts recently selected the Homerun HR platform for their business which has helped them to replace spreadsheet chaos! New hires now complete onboarding digitally, accessing a welcome pack and training modules before their first day. Employees love the mobile app for checking leave balances, and the team saves 8 hours a week on general admin. The platform’s goals and objectives are helping the company to link and monitor their newly developed OKR’s.
Sometimes in order to help the people behind the numbers you have to gather and crack the data. Various analytics tools such as Crunchr and Power BI can help SMEs understand their workforce, predict issues, and make smarter decisions. If you’re worried about introducing yet another system it’s would be better and more efficient to look for a platform that offers built-in analytics that don’t require a data science degree to use. With these you might be more accurate with workforce planning, understanding attrition or optimising your talented superheroes.
The more data you have, the more accurate the picture. You’re going to be able spot trends like high turnover in a specific team, identify skill gaps, or measure engagement. Instead of simply guessing why employees leave, you can use analytical insights from either exit interviews or surveys to act proactively, saving costs and boosting morale.
Start with Key Metrics: Focus on metrics like turnover rate, absence trends, or training completion rates. Most HR platforms have dashboards that display these in real time - set them up to track what matters most to your SME.
Predict Turnover: Use predictive analytics (available in tools like HiBob or Gusto) to flag employees at risk of leaving based on factors like length of service or engagement scores. Act early with stay interviews to ensure you’re meeting an employees needs or development plans.
Measure Diversity: Track diversity metrics to ensure your hiring aligns with inclusion goals. Tools like Homerun HR let you generate reports on gender, ethnicity, or age distribution without manual data entry.
Automate Reporting: Schedule automated reports to land in your inbox weekly or monthly. For example, set the system to send a monthly absence report to spot patterns and address issues like burnout.
Train Managers: Equip team leads with access to relevant data (e.g., team performance metrics) and train them to interpret it. A 30-minute workshop can teach managers how to use dashboards to support their teams.
We noticed that one of clients’ employee turnover (a marketing agency) spiked twice in consecutive Q2’s. Using a mixture of the HR system analytics, our own exit interview data and a focus group with current new starters, we identified that junior staff felt undertrained and nervous about client interaction. As a result we introduced a mentoring programme, tracked its impact through engagement surveys, and saw retention improve by 15% in six months.
We all know that continuous learning is critical for SMEs to stay competitive; but the reality is we don’t always have the time to provide it! Learning Management Systems like TalentLMS or Learning365 make it easy to deliver training that’s both engaging and accessible. You can also create bespoke pathways for roles in the business so that software testers start with junior training and work their way up or new managers go through a management and leadership journey within the first six months.
An LMS helps employees upskill, aligning their growth with your business goals. It also shows you’re invested in their development, boosting loyalty and engagement.
Choose an Affordable LMS: Opt for SME-friendly platforms like Learning365, which offer free or low-cost plans for small teams. Check for mobile compatibility so employees can learn on the go.
Create Bite-Sized Content: Break training into short modules (5-10 minutes) to fit busy schedules. Use your LMS to upload videos, quizzes, or PDFs on topics like leadership or compliance. Most of our clients don’t have much time for this so might supplement their internally created onboarding with training from LinkedIn Learning for example.
Personalise Learning Paths: Assign training based on roles or career goals. For example, set sales staff on a customer service track and managers on a leadership course.
Track Progress: Use LMS analytics to monitor completion rates and quiz scores. Reward employees who finish courses with recognition, like a shout-out in a team meeting.
Integrate with HR Systems: Link your LMS to your HR platform to auto-update training records. This ensures compliance and simplifies performance reviews.
With hybrid and remote work here to stay, tools like Microsoft Teams, Slack, or Zoom are essential for keeping teams connected. HR can also use these to maintain culture and engagement.
Remote employees can feel very isolated without the right tools being used to regularly bring them back into the fold. HR tech fosters collaboration, ensures clear communication, and helps maintain a sense of belonging.
Set Up Communication Hubs: Use Slack or Teams to create channels for team updates, social chats, or recognition. For example, a #kudos channel for shout-outs boosts morale.
Host Virtual Events: Use Teams or Zoom for team-building activities like quizzes or coffee chats. Schedule monthly “all-hands” meetings to share updates and reinforce culture.
Monitor Engagement: Use tools like Culture Amp or Microsoft Viva to run pulse surveys. Ask remote employees about their experience and act on feedback, like adjusting meeting times.
Provide Equipment: Use HR tech to track equipment loans (e.g., laptops) for remote workers. Platforms like Zoho People let you log assets to avoid mix-ups.
Train for Remote Work: Offer training on remote collaboration tools via your LMS. A quick guide on Slack’s features can improve team efficiency.
Employee well-being is a priority, especially with burnout on the rise. AI-driven tools like Headspace for Work or wearable devices integrated with HR platforms can support mental and physical health.
Well great employees are productive and successful – and they can only reach their full potential in the right environment where their welfare has been nurtured. Tech-supported wellness programmes keep everyone in tip top condition, show you care, reduce absences and improve engagement.
Offer Wellness Apps: Provide access to apps like Headspace or Calm through your HR platform. Negotiate group discounts for SMEs to keep costs low.
Use Wearables: Partner with providers like Fitbit to offer discounted wearables that track activity or sleep. Integrate data with HR systems to offer wellness challenges.
Run Anonymous Surveys: Use tools like SurveyMonkey or Culture Amp to gauge well-being anonymously. Ask about stress levels and use insights to tailor support, like flexible hours.
Promote Balance: Set up HR platform alerts to flag excessive overtime. Encourage managers to model healthy work-life balance, like avoiding after-hours emails.
Train on Well-Being: Add mental health awareness modules to your LMS. Short videos on stress management can empower employees to seek help.
Tech adoption isn’t just about tools - it’s about people. SMEs must implement HR tech ethically, ensuring data privacy and employee buy-in.
Mishandling data or forcing tech on employees is likely to erode trust. Ethical implementation ensures compliance and keeps your team on board.
Prioritise Data Privacy: Choose platforms with GDPR compliance (e.g., BambooHR, Zoho People). Train staff on secure data handling and use two-factor authentication.
Communicate Benefits: Before launching tech, explain how it helps employees (e.g., faster payslips, easier leave requests). Host a town hall to demo the platform and address concerns.
Phase Implementation: Roll out tech in stages—start with payroll, then onboarding, then analytics. This prevents overwhelm and lets you tweak as you go.
Gather Feedback: Use surveys or focus groups to get employee input post-launch. If they find the platform clunky, work with your provider to fix it.
Balance Tech and Human Touch: Ensure tech doesn’t replace personal interactions. Regular check-ins or open-door policies keep HR human-centric.
HR technology isn’t just a nice-to-have for SMEs - it’s a must-have. By embracing digital platforms, analytics, automation, LMS, collaboration tools, wellness tech, and ethical practices, SMEs can transform HR from a time-sink into a strategic asset. These tools save hours, reduce risks, and create an employee experience that rivals bigger players. The key? Start small, choose scalable solutions, and involve your team every step of the way.
Think of HR tech as your silent partner - handling the grunt work while you focus on building a business people love to work for. Whether it’s one of our clients or your own SME, the right tech can make HR efficient, engaging, and empowering. I promise!
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