You Launched HR Tech — Now Embed It to Maximize ROI

Evolving business needs push many organizations to begin HR technology transformations, but few have the tools and knowledge to make their transformation a success. Additionally, while HR technology is being seen as increasingly essential, only 43% of HR professionals, HR executives, and workers rated their organization’s HR technology as effective, according to the 2025 SHRM State of the Workplace report.  

SHRM partnered with Confirm — a company that specializes in HR technology — to help organizations close this gap and improve outcomes. We’re sharing Confirm’s four-phase framework for successful HR technology transformations, designed to eliminate guesswork and maximize ROI.

The Analyze phase outlined how to assess organizational readiness by identifying key stakeholders and mapping cultural factors to align transformation efforts with business goals. The Build phase then implemented those insights by developing a comprehensive change management plan. Next, the Execute phase detailed how to bring the plans from strategy and design to life while focusing on minimizing disruptions and maximizing ROI. 

Organizations that follow the first three phases of this approach are sure to see initial success, but the Embed phase is needed to ensure that the HR technology transformation delivers a lasting impact. Follow these steps to properly embed change and ensure your organization reaps the benefits of its transformation efforts for years to come:

1. Sustain Momentum with Ongoing Assessments and Adjustments

Ensuring the long-term success of organizational change requires continuous evaluation and adaptation. Open and transparent communication remains essential — regularly updating employees on progress, successes, challenges, and next steps fosters trust and alignment. Employee involvement is equally critical because ongoing engagement helps sustain momentum and reinforces commitment to the transformation.

To keep the transformation on track and fully embedded in daily operations, organizations should:

• Solicit and act on feedback. Regularly gather input from employees, address concerns, and acknowledge the contributions of change champions. Recognizing their efforts fosters a sense of ownership and encourages sustained participation.
• Leverage monitoring tools. Organizational network analysis (ONA) and similar tools can help track how well the transformation is embedded into workflows, identifying areas that need additional support or refinement.

2. Measure Success and Drive Continuous Improvement 

Regular performance measurement is essential for sustaining transformation efforts and ensuring long-term success. To measure success and drive continuous improvement, organizations should:

• Align leadership commitment with KPIs. Leaders should actively use key performance indicators (KPIs) when communicating their support, demonstrating the tangible value of the transformation, and reinforcing how it aligns with broader organizational goals.
• Celebrate milestones with KPI-driven insights. Publicly recognizing achievements backed by KPI data not only boosts motivation but also highlights measurable progress, keeping teams engaged and invested in long-term success.

3. Actively Monitor Tool and System Utilization

To solidify the change, it must be fully embedded into workflows by integrating new systems into core processes, training programs, and performance management frameworks. This ensures that the transformation becomes a natural part of daily operations rather than a temporary shift. Sustaining these efforts requires continuous support, including ongoing training, accessible help resources, and expert guidance to help employees develop proficiency with new tools and processes.

To encourage long-term engagement, organizations should recognize and reward employees who exemplify transformation objectives. Acknowledging their efforts reinforces desired behaviors, motivates others to sustain the change, and fosters a culture of continuous improvement. Together, these actions drive adoption, enhance utilization, and secure the long-term success of the transformation. 

Conclusion

A successful HR technology transformation isn’t just about rolling out new systems, it’s about making change stick. Without a structured approach, even the most powerful tools can fall flat, leading to resistance, poor adoption, and missed opportunities. But HR technology transformations are just one piece of a larger puzzle — organizations constantly evolve, facing shifts in strategy, workforce dynamics, and market demands. Take our course on managing change to learn how to successfully initiate and react to changes at your organization.  

Methodology

Confirm is an all-in-one people platform built on the science of organizational network analysis to reveal who is driving impact — and who needs help. Recognizing a critical need for an HR technology transformation process that focuses on the “people” side of change, Confirm developed its four-phase change management methodology: Analyze, Build, Execute, and Embed. This methodology emerged from lessons learned in previous large-scale transformations, during which inadequate resources and lack of buy-in led to suboptimal adoption. 

This methodology was developed with three main goals in mind:

1. Reduce resistance to change by involving stakeholders, addressing concerns, and promoting buy-in, which leads to smoother transitions.
2. Ensure that disruptions are minimized and productivity slips are avoided to help maintain operational efficiency during the change.
3. Commit to enhanced employee morale and engagement, transparent communication and support, and fostering a sense of trust and stability.