Most HRIS selections fail long before the first demo. The mistake is starting with vendors instead of starting with discovery.
Discovery is the phase where HR teams define what they actually need, rather than reacting to what vendors show them.
Understand your current reality
Effective discovery begins with a clear picture of how HR operates today. What processes work? Where are teams compensating with manual effort? Which problems create the most friction for employees and managers? Without this baseline, requirements become guesswork.
Separate needs from nice-to-haves
Vendor marketing is very good at creating desire. Discovery helps cut through that by forcing prioritisation. If a feature disappeared tomorrow, would HR grind to a halt? If not, it is not a requirement. This discipline keeps vendor shortlists realistic and defensible.
Define requirements in plain language
Strong requirements describe outcomes, not features. Instead of “advanced workflow automation,” define what needs to happen, who needs to approve it, and how long it should take. This makes demos more meaningful and comparisons fairer.
Align stakeholders before vendors enter the room
Discovery is where HR, IT, Finance, and leadership align on priorities. When this step is skipped, vendor selection becomes political, slow, and frustrating. Clear requirements reduce debate later and speed up decision-making.
Document everything
Discovery outputs should become the reference point for the entire selection. They guide demos, scoring, and final decisions. When challenges arise months later, this documentation explains why choices were made.
Good vendor selection is not about finding the “best” HRIS. It is about finding the right fit for your organisation’s reality and near-term goals.
The HRIS Buying Guide walks through discovery and requirements in detail, providing templates and practical guidance to avoid common selection traps.
