Technology should make HR’s life easier, not more complicated. Yet in reality, it often feels the opposite - systems are expensive, complex, and employees don’t use them. So how can organisations avoid chaos and ensure their HR tech actually works?
Vidmantas Šiugdžinis, MELP co-founder and board member, shares six practical tips based on MELP’s experience in employee engagement and examples from both Lithuanian and international companies.

1. Know what problem you’re solving
Start with the question: which processes in our organisation are least effective? Where’s the real pain point? Is it payroll, communication, or feedback?
Vidmantas’ advice: don’t try to fix everything at once. Choose one process that will bring visible results quickly.
For example, after Danske Bank automated its onboarding process, the preparation time for a new hire dropped from three weeks to just three days.

2. Take a step, not a revolution
It’s unrealistic to expect the whole organisation to change overnight.
Vidmantas’ advice: start small. A pilot with a limited group of employees means low risk and valuable feedback.
For instance, when supermarket chain IKI renewed its internal communication platform, it began with store managers. Their feedback helped fine-tune the system before rolling it out company-wide.

3. Involve employees from day one
New technologies don’t stick if employees don’t understand how and why to use them.
Vidmantas’ advice: HR should collaborate closely with internal communications - run Q&A sessions, explain the benefits, and make it a two-way process rather than just sending out an instruction email.
When IKEA introduced a new HR system, they held regular in-person training sessions. Within three months, adoption rates rose to 80%.

4. Add a bit of gamification
When technology feels engaging rather than like another obligation, it’s far more likely to take off.
Vidmantas’ advice: build small motivational elements into your communication plan - weekly challenges, leaderboards, or small rewards.
Deloitte’s learning platform, for instance, uses gamified features, and as a result, 37% of employees return to the platform every week.

5. Collect regular feedback
Rolling out a new system isn’t the end - it’s the beginning. To keep adoption high, you need to continuously improve the process based on real user feedback.
Vidmantas’ advice: send short surveys every three months to check how the tool is working and where it can be improved.
For example, Ignitis Group gathered employee feedback after launching an internal system and used it to simplify the user experience - doubling engagement levels.

6. Track clear KPIs
Without measurement, you can’t know if the system is delivering results.
Vidmantas’ advice: define three or four key metrics - for example, how long a process took before and after implementation, how many employees actively use the system, and what percentage rate it positively.
The National Bank of Canada, for example, automated 1,500 leave requests on the very first day of system use - saving $4 million per year.

Successful HR tech integration isn’t a single IT project. It’s a step-by-step process that requires collaboration across departments - and above all, a focus on people. Start with a clear goal, test on a smaller group, communicate the benefits, gather feedback, and track your KPIs. That way, technology stops being a burden and becomes a genuine support tool.

Quick checklist
Step    MELP tip
Audit and needs analysis    Don’t try to implement everything at once
Pilot phase    Low-risk testing
Engage people    Combine communication with training
Gamification    Make it fun and engaging
Regular feedback    Short surveys every 3 months
KPI tracking    Focus on 3–4 clear metrics

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