If you’re still running your HR on a decade-old system, it’s costing you more than you think.
Projects crawl along, but you can’t quite put your finger on why. The same manual workarounds are repeated every week because “that’s how it’s always been done.”
But it’s not your fault. The real problem is the outdated tech that can’t keep up anymore.
It’s draining resources and potentially leaving security wide open.
£132.6 million in lost productivity
That’s what inefficient hiring and unfilled roles are expected to cost the UK’s largest companies in 2025 (HRreview). And while the causes vary, outdated HR systems are often part of the problem.
When processes are slow or tools don’t talk to each other, delays can stack up (slower hiring, missed onboarding steps and payroll issues that affect more than just HR).
Finance teams stay late each month. They spend hours correcting mistakes and locating mismatches.
IT staff feel it too. More time goes into keeping the lights on than into projects that could make a real difference.
Wasted time adds up. On average, workers lose 17 hours a week battling with software that seems to be working against them (servicenow). In the UK, nearly half of employees report losing three or more hours a day, thanks to inefficient systems (netguru).
Fixing immediate problems often takes priority. Quick fixes might look good on progress reports, but they keep you constantly fighting and push real progress further away.
Boost your operational efficiency by 19%
That’s the power of upgrading your HR system (PandaHR). Upgrading to a modern HR system takes the weight off everyone’s shoulders. It smooths out daily tasks and cuts down the never-ending back-and-forth of emails and approvals.
With better tools, managers get the clarity they need to see how things are running in real time. Teams spend less time fighting paperwork and repetitive admin, freeing them up to focus on what really matters.
When systems work the way they’re intended to, overall engagement rises. Instead of tackling clunky software, teams can get on with their jobs – and that means better results across the business.
Modern HR systems aim to remove complexity, and when the basics run smoothly, your people are free to do their best work.
The security risk you can’t ignore
Around 75% of data breaches start with malware targeting systems that haven’t been properly updated (Nitso Tech).
HR systems are a goldmine for attackers, with sensitive data like payroll details and home addresses up for grabs.
When these platforms can’t connect with modern protections like two-factor authentication, those gaps quickly turn into open doors.
Older systems also struggle to meet GDPR requirements. Without encryption, compliance becomes harder, and the risk of fines increases. A breach can risk your reputation, and it can take a long time to rebuild trust.
Modern systems reduce those risks and give you the confidence that you’re protected from both financial and reputational damage.
Modern HR systems set you up for the long haul
Maintenance costs drop, thanks to a lack of regular intervention, and processes run faster from start to finish.
They’re also easier to scale, so as your team grows or your needs change, new features can be quickly implemented.
Downtime becomes far less common. Cloud-based platforms are designed to stay up and running, so you’re not left scrambling during busy periods.
As data’s accessible from anywhere, remote and hybrid teams can work just as efficiently as those in the office. All the information you need is right in front of you, so collaboration becomes easier, and decisions are faster to make.
Modernisation helps to build the foundations for a solid HR system that runs smoothly for years to come.
How to get leadership approval
When it comes to replacing outdated HR systems, the case needs to impact the whole business, not just one department.
56% of HR leaders say outdated systems slow their ability to respond to business needs (Adrenalin).
Lay out all the current issues on the table – how much time is being lost, the cost of downtime, security risks and staff morale.
Then, combat these problems with the benefits. Modern systems won’t fix your issues in a week or two, so don’t overpromise. Instead, show the overall return and how it’ll be felt across every team.
A smart approach is how you suggest upgrades can be done without disruption. Phased rollouts are ideal, as they keep day-to-day work moving while improvements are made in the background.
Suggesting this to leadership can help them see what progress will look like without the fear of downtime.
Bring more efficiency to your business with modernised software
Upgrading your systems doesn’t have to lead to disruption or countless headaches. With the right approach (and partner), you can give your teams the tools they need to work smarter.
We take the time to understand how you work now and where you want to be. Every upgrade is designed to fit around your processes, so improvements slot in effortlessly.
All the specifics are handled, and communication is kept clear throughout – if the end result isn’t completely there, we’ll refine it to ensure it’s the best it can be for your whole business.