Key Considerations for Choosing Your HR Management System

Key Considerations for Choosing Your HR Management System


In today’s fast-paced business landscape, organisations are looking to streamline their HR processes efficiently. One key step towards achieving this is selecting the right HR Management System (HRMS). As HR consultants in Edinburgh, we have seen first-hand how a well-chosen HRMS can benefit a business in terms of its employee management.

An HRMS is used to perform business processes and HR functions, from managing employee data and payroll to absence management, appraisals, and the monitoring of training, as well as supporting strategic business decisions. HR software solutions can automate and streamline a lot of time-consuming HR administrative tasks, creating efficiency and productivity and freeing up time to deal with more strategic people challenges. It is also a tool to help create employee engagement as many will now have options to allow you to survey your employees quickly and easily.


Here are some crucial factors to consider when deciding on the perfect HRMS for your organisation:

  1. Alignment with Strategic Goals: Your HR system should align with your strategic objectives. It should be adaptable and scalable to grow with your business. Think about what your company aims to achieve and ensure your HRMS supports those goals. Your new HR system should make life easier for everyone who uses it.
  2. Employee use: Make sure the system you choose is user-friendly to ensure that employees across all levels can easily navigate and use the system. This is called Employee Self Service, and Manager Self Service. A system that’s intuitive will boost adoption rates and save time on training. Look for a system that is mobile-friendly to support employees when out and about or even for booking holidays at the weekend.
  3. Decide whether you need the new system to have integration capabilities: Do you need your HRMS to integrate with other systems, such as time recording, training, payroll or accounting software? There can be real cost-saving benefits to having more automation of everyday tasks.
  4. What reporting and analytics do you need? Access to real-time data and advanced analytics can be transformative for HR. Systems can offer standard reports which can be created automatically. While others allow you to tailor reports to suit your needs. Reporting empowers data-driven decision-making, helping you identify trends, areas for improvement, and opportunities for optimisation which means it is crucial the HRMS can do exactly what you need.
  5. Customisation Options: Every organisation has unique HR needs. Look for a system that allows customisation to tailor it to your specific requirements. Think about shift patterns, flex working, and diversity reporting.
  6. User Feedback: Don’t forget to gather feedback from HR professionals, managers, and employees who will use the system when you’re determining the right one for your business. Their insights can provide valuable perspectives.

Breathe HR

We highly recommend Breathe HR for HR Management Systems. Breathe HR is a simple people management platform that’s designed to help small and medium-sized enterprises (SMEs). Breathe HR offers simple and cost-effective software that makes it super-easy to manage up to 200 employees. Breathe HR is one of the best HR software providers in the UK, which is why we’re a partner. As your Breathe HR partner, we can help you get set up on this software quickly and efficiently. We can assist with implementation and ongoing support. You can see details of how we helped one of our clients implement Breathe HR in this case study. We are delighted to be able to offer our clients a discount when using our unique code, please get in touch for the details.


The choice of an HRMS is a significant decision that impacts your organisation’s efficiency, compliance, and overall performance. Taking the time to evaluate what you need upfront will help you make an informed choice that aligns with your company’s vision and sets the stage for HR excellence.

If you’re facing challenges in HR technology selection or implementation, don’t hesitate to reach out and if you would like more information on Breathe HR, please get in touch at or 0131 364 4186.