Use What You Have: Why Your Don’t Need Another HR Software

When it comes to running a business, especially one that’s growing, there’s always a temptation to solve problems with shiny new software.

HR is no exception.

If you’ve ever Googled “how to manage HR better,” you’ve likely been flooded with ads for platforms promising to automate your HR, solve compliance, and organise your team all in one neat dashboard.

Sounds perfect, right? Well, not so fast.

Before you sign up for that new subscription or sit through another slick demo, it’s worth asking: Do you really need another HR system? Or are you just not using what you already have?

Let’s take a step back and explore how to get more out of your existing tools before you commit to adding yet another system to your tech stack.

The Real Problem Isn’t Always the System

Most small to medium businesses don’t need a complicated HR platform. What they do need is a better understanding of how to use their current systems more effectively.

The mistake many business owners make is assuming that a software product will fix a people problem. But HR isn’t just about automation or ticking boxes. It’s about managing real people. And people are rarely solved with a plug-in.

What often happens is this:

• You invest in a pricey subscription
• You spend hours setting it up
• You barely use half the features
• It doesn’t solve your actual issue
• It ends up collecting digital dust

Sound familiar?

Start With an Audit of What You Already Use

Before you even think about adding something new, list out what you’re currently using in your business. Include:

• Your payroll system (like Xero or MYOB)
• Cloud storage tools (Google Drive, Dropbox, SharePoint)
• Productivity suites (Microsoft 365, Google Workspace)
• Project management tools (Trello, Asana, ClickUp)
• Communication platforms (Slack, Teams)
• AI tools you’ve already signed up for (like ChatGPT)

Chances are, you’re only scratching the surface of what these tools can do. Many of them already offer templates, integrations, automation options and collaboration tools you’re not tapping into yet.

Why New Systems Can Be More Trouble Than They’re Worth

A shiny new system feels like a solution. But every new system needs time to set up … needs someone to manage it …requires ongoing updates ….comes with a learning curve and adds to your monthly expenses.

And here’s the kicker: even the best systems still need manual input.

Whether it’s adding staff details, setting up reminders, uploading contracts or monitoring compliance, someone has to do the grunt work. So if you’re going to invest time setting something up, why not just enhance what’s already in front of you?

Avoid the Shrinkflation Trap

Ever noticed how some software products launch with a full suite of features, only to slowly remove or restrict access unless you upgrade to a more expensive plan?

That’s shrinkflation in software form. You sign up for a low monthly cost thinking you're getting everything, then over time, key features are locked behind higher-tier pricing. Suddenly your $5 system becomes $50 without warning.

Another reason to delay adding more to your tech stack unless you really need it.

Get Creative With Existing Tools

Your existing tech can do more than you think. Here are just a few examples:

1. Use Spreadsheets for Tracking

A good spreadsheet can handle:

• Leave tracking
• License and certification expiries
• Onboarding checklists
• Probation reviews
• Performance metrics

Use Excel or Google Sheets. With AI integration, you can now prompt it to build templates and calculations for you in seconds.

2. Automate Your Calendar

Set recurring reminders for:

• Performance reviews
• Contract renewals
• Licence checks
• Work anniversaries

It takes two minutes to set up a recurring event, and you’ll never miss an important date again.

3. Create Shared Folders for HR Documents

Dropbox, SharePoint, or Google Drive can store:

• Employment contracts
• Position descriptions
• Policies and procedures
• Onboarding resources

Just make sure folders are secure, clearly labelled and accessible to whoever needs them.

4. Use AI for Admin Tasks

If you’ve got access to ChatGPT or Microsoft Copilot, you’ve already got a personal HR assistant in your pocket. AI tools can help you:

• Draft job ads and position descriptions
• Create onboarding checklists
• Write performance review templates
• Create training materials
• Generate workplace policies

You can even build custom GPTs to automate regular HR tasks specific to your business. And for most admin-level tasks, they’re surprisingly effective.

5. Integrate, Don’t Add

Instead of adding another system, look at tools like Zapier to connect the ones you already use. You might be able to link your payroll, CRM, and HR files with simple automations that eliminate manual double-handling.

When to Consider Bringing in a New System

There are times when a dedicated HR system makes sense. For example, you have more than 50 staff and no consistent processes or you’re scaling rapidly and need onboarding automation or importantly you have the budget and someone to manage it.

Even then, do your research, ask for demos, and check that it integrates with what you’re already using. Most importantly, make sure it solves a real problem.

Tap into AI and Chrome Extensions

Beyond your usual systems, you might be overlooking low-cost or free tools that can enhance your HR processes. For example:

• Scribe and Tango: Chrome extensions that record step-by-step processes to help create SOPs
• Loom: Great for recording onboarding videos or explainer content
• ChatGPT folders and projects: Organise all your HR templates and prompts in one place
• Microsoft Copilot: Embedded in Word, Excel and Teams to draft, calculate and summarise HR info

You’re probably already paying for some of these tools. It’s just a matter of unlocking their value.

Final Thought: Systems Don’t Replace Strategy

No software system, no matter how fancy, can replace having clear expectations, strong communication, and consistent processes in your business. If you’re looking to streamline your HR, start by reviewing your strategy, not just your software.

Sometimes, the best solution isn’t new at all. It’s using what you’ve already got in smarter, more intentional ways.

An Invitation
If you’d like to connect with other business owners, leaders and managers, I’d love for you to join us inside our free Facebook Group where you can connect with other like minded business owners, leaders and managers to discuss all things HR: https://www.facebook.com/groups/hrsupportaustralia