How to implement an HRM system in an IT company quickly and without chaos, so you can see measurable results within just a few weeks?

In this article, we will walk you through the step-by-step process of implementing HR software using Tallenta as an example — a talent management and project management platform that can be fully customized and integrated into your business workflows in just 4–6 weeks from the start of collaboration.

We’ll cover every stage — from setting up your organizational structure and migrating employee data to training your team and providing ongoing support.

The goal is simple: so that your HR team feels an immediate reduction in manual work, eliminates approval chaos, and gains transparent analytics from day one.

Why Implementing an HRM System is Critical for IT Businesses

In the IT outsourcing industry, speed and accuracy of processes are not just convenient — they are a competitive advantage.

When teams work across different cities and time zones, and HR processes are scattered between spreadsheets, chats, and countless documents, errors, delays, and information loss are inevitable.

A modern HRM platform centralizes all employee data, automates repetitive tasks, and ensures transparent communication between HR managers, team leads, and employees.

This means:

• Faster onboarding process and less stress for new hires

• Automated leave management and request approvals

• Regular (not “once-a-year”) performance reviews

• A single source of truth for all employee information

For IT outsourcing companies, this is not just a tool for HR, but a platform that supports business scaling, reduces administrative overhead, and keeps processes efficient even during rapid growth.

Implementation Stages of an HRM System (Tallenta Example)

Implementing an HRM solution is not a matter of “install it and forget it.” It’s a carefully planned process that balances speed of deployment, depth of customization, and team adoption.

Here’s how we implement the Tallenta HRM & PM platform from the first meeting to stable daily use — all within 4–6 weeks.

Stage 1: Partnership Kick-Off

The first step is an in-depth audit of your HR processes:

• What works well

• What consumes the most time

• Where bottlenecks appear

• Which HR workflows need automation first

We also define shared goals, KPIs, and expected results to ensure we focus on delivering business value, not just “launching a system.”

Stage 2: Customizing the HRM System to Your Company’s Needs

At this stage, we configure Tallenta to match your real business scenarios:

• Build the organizational chart and set role-based access permissions

• Add custom fields in employee profiles (certificates, uniform sizes, training records, etc.)

• Configure absence policies and team-specific leave calendars for different locations or countries

• Customize navigation menus, directories, document templates, and surveys so that everything important is always accessible

• Create automated workflows for onboarding, offboarding, helpdesk requests, equipment tracking, reimbursements, and other business-critical processes

Project Management Integration

• Create client profiles and link them to legal entities

• Configure rate cards and assign employees to projects, clients, and billing rates

• Integrate with Jira and other project management tools for real-time synchronization

💡 No-Code Flexibility: All these settings are done without coding, meaning HR managers can adjust workflows, add processes, or update scenarios without developer involvement.

Stage 3: Data Migration

To ensure the HR software runs smoothly from day one, we carefully transfer all essential data:

• Import employee profiles with complete contact information, roles, and project assignments

• Migrate accurate leave balances and absence records

• Transfer client and partner data for the Project Hub module

Stage 4: Launch & Ongoing Support

When the system is configured and data is migrated, we proceed with the final launch.

Role-Based Training

We provide targeted sessions for each role:

• HR Managers — workforce planning, onboarding, leave management

• Project Managers — task planning, invoicing, resource allocation

• Accountants — payroll configuration and reporting

Pilot Phase & Adaptation

We start with a pilot rollout, collect feedback, and adjust settings for real-life usage.

Continuous Support

• Fast resolution of technical questions

• Regular system updates with new features

• Ongoing knowledge sessions for your team

• Continuous product improvements based on user feedback

💡 With Tallenta, support doesn’t stop after go-live — we remain your long-term HR automation partner.

Common Mistakes in HRM Implementation and How to Avoid Them

Even the best HRM software can fail to deliver expected results if its implementation is poorly planned or mismanaged.

Here are the most common mistakes companies make when deploying an HR management system — and how to avoid them.

Mistake #1: Trying to Automate Everything at Once

Launching all processes on day one often leads to chaos, confusion, and user resistance.

💡 Best Practice: Start with 1–2 core workflows (e.g., onboarding and leave management) and expand gradually. This ensures higher adoption rates and fewer disruptions.

Mistake #2: Ignoring Employee and Manager Feedback

If HR managers and team leads don’t see real value from the system, they won’t use it effectively.

💡 Best Practice: Regularly collect feedback from end-users and adjust system configurations to match real business needs.

Mistake #3: Underestimating the Importance of Training

Skipping role-based training means users will miss out on valuable features and automation benefits.

💡 Best Practice: Provide practical, scenario-based training tied to real daily workflows, ensuring employees can fully leverage the system.

Mistake #4: Failing to Set Clear HRM Implementation KPIs

Without measurable KPIs, it’s impossible to assess whether the investment in HR technology is paying off.

💡 Best Practice: Define success metrics (e.g., time saved on HR processes, onboarding speed, employee satisfaction) before the implementation begins.

HRM system implementation is a collaborative process. The more your team is involved from day one, the faster the platform becomes an integral part of daily operations — rather than another “shelfware” tool.

Why Tallenta is More Than Just an HRM System

Tallenta is a global HRM and Project Management platform designed for IT outsourcing companies.

We help automate HR processes like onboarding, offboarding, leave tracking, performance reviews, KPI & OKR management — and integrate them with project workflows.

• Fully customizable without coding

• Implementation in 4–6 weeks

• Scalable for teams of 50–1000+ employees

• Secure employee data management compliant with international standards

💡 Ready to see Tallenta in action?

Book a free demo call with our team and discover how we can help you build efficient, transparent, and scalable HR processes.