Optimisation rarely gets the same attention as a shiny new system procurement, which is a shame, because for many organisations it delivers a faster, cheaper return. Here is a practical way to approach it.
Workflow automation
Review every process that is still handled manually, approvals by email, spreadsheet trackers, paper forms, and check whether your existing system already has the capability to automate it. Many platforms include workflow tools that go unused simply because nobody has had time to build them.
Self service enablement
If managers and employees are regularly asking HR for information the system should be able to give them directly, such as holiday balances, policy documents or basic reports, that is usually a sign self service features are underused, poorly signposted, or need a permissions review.
Reporting and dashboards
Build out reporting so leadership can see the information they need without asking HR to pull it manually every time. A handful of well designed dashboards can transform how your system is perceived across the business.
Permissions and security review
Over time, access levels drift. People change roles, leave the business, or are given temporary access that is never removed. A periodic review keeps the system secure and makes sure people only see what they should.
Data cleanse
Duplicate records, outdated job titles, and incomplete fields all reduce trust in the system and the quality of any reporting built on top of it. A scheduled data cleanse, even annually, keeps the system genuinely useful.
Integration health check
If your system connects to payroll, benefits providers or other tools, check those integrations are still running as intended. Integrations that were set up years ago can quietly break or fall out of date as other systems change.
Training refreshers
New starters often inherit informal, half remembered training from colleagues rather than proper guidance, and existing users forget features over time. Scheduled refresher sessions keep usage consistent and confident across the organisation.
Vendor roadmap alignment
Set a regular check in with your vendor to review new features and upcoming releases. It is common to discover functionality that directly solves a problem your team assumed required custom work or a new system entirely.
Run through this list honestly, and you may find your current system has considerably more capability left in it than expected. Optimise also supports newly procured systems: I can take the agreed requirements and handle the administrative setup, data population and configuration needed to build the platform from the ground up while your team continues with business as usual.
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