Articles
March 18, 2025
You already have an HR tech solution—but if you’re here, it’s probably not doing what you need. Whether it’s clunky manual tasks, confused employees, low engagement, or compliance risks, your current system is frustrating and feels like it’s holding you back.
A better benefits administration software solution can solve these challenges, but you need more than just frustration to convince leadership that it’s time to invest in something new. You need a bulletproof business case for better HR technology. Here’s how to build one that even the toughest CFO won’t be able to resist.
Step 1: Pinpoint the Problem for Leadership (and Make It Business Critical)
Before leadership will say “yes” to a new benefits administration platform, they need to feel the weight of the current system. Start with the pain points—the gaps in your current system that hit the bottom line and the business priorities.
- Talk about inefficiencies and resource drains: Think manual data entry, repetitive tasks, fixing errors, chasing down info or taking on tasks that should be automated—things HR managers and benefits specialists know all too well. These inefficiencies pile up—they drain time, eat at budgets, and cause you unnecessary stress. Quantify that time and those costs.
- Highlight how your current HR tech impacts the employee experience: For employees, benefits systems should be smooth—not a frustrating obstacle course that confuses them. That’s a morale killer. Better employee benefits management systems improve the employee experience, which makes employees 68% less likely to consider leaving their jobs.
- Wave that compliance red flag: Outdated systems can be compliance risks for your organization. Keeping up with evolving regulations like ACA, COBRA, HIPAA (to name only the big ones), not to mention labor laws and data privacy regulations, is challenging and time-consuming with outdated technology. One misstep could cost big in fines—or reputation.
This is your moment to paint a vivid picture. It’s not just an HR problem. It’s an organizational problem. When inefficiencies drain productivity, employees disengage. And when there are compliance risks, real money is on the line.
Step 2: Spark Interest with the Solution (Show Them Why Better HR Tech Is the Answer)
Now that you’ve outlined the problems and everyone in the room is either nodding along, or maybe even wincing, it’s time to show them how modern HR technology can solve these problems.
- Streamlined workflows: Too much of HR’s time is spent on manual administrative tasks like billing reconciliation, COBRA, retirement, and all sorts of administrative work. Handing over time-consuming administrative tasks to a benefits admin tech vendor not only reduces errors but also frees you to focus on the big picture.
- Stress-free compliance: Modern HR tech helps you stay ahead of audits and reporting deadlines without the manual headaches. Take for example, which can quickly identify ineligible dependents, reduce costs, and keep benefits fair and compliant.
- Seamless integrations and trusted partnerships: Modern HR tech should help you unify your benefits systems, too. With 450+ carrier SSO connections, plus reliable partnerships, and flexibility to create new, secure connections with preferred vendors, bswift makes this simple.
- Engaged employees: Modern benefits administration platforms keep employees informed and active in their health and wellbeing. With custom communication and integrated employee engagement solutions, HR does less handholding, and employees actually use their benefits.
- Smart, simple benefits selection: Advanced solutions guide employees through their choices with easy-to-use and customizable personalized benefits enrollment This not only enhances engagement but ensures employees feel confident in their choices.
- Mobile-friendly benefits management: Everything is on phones and tablets now, and employees expect intuitive tools they can use on-the-go. Platforms with mobile-friendly benefits access free them to enroll, manage, and understand their benefits anytime, anywhere.
Modern HR tech isn’t just about being more efficient—it’s about transforming the way your organization supports its people.
Step 3. Fan the Flames of Interest (Show the ROI for a Better Benefits Administration Solution)
No leadership team approves a new HR tech investment just because HR is frustrated. They need to see numbers—a clear financial justification. If you provide key metrics to measure HR tech ROI, you’re more likely to get the green light. Show them the bottom line.
- Calculate the cost savings: Reduced errors, less time spent on manual work, and fewer errors and compliance risks all stack up to savings.
- Show them the boosted productivity: Show how HR’s time can shift from reactive tasks to being strategic while employees can focus on their work instead of hunting down info on their 401(k) contributions, commuter benefits, HSAs, FSAs, and so on.
- Help them understand that happier employees = better retention: A seamless benefits experience with dedicated HR support for employees doesn’t just help you reach your goals, it shows your people that you value them—and that goes a long way toward keeping top talent.
- Define better HR Tech as part of your competitive edge: A modern benefits platform helps you keep employees engaged, and that affects everything from safety and health outcomes to customer engagement, productivity, and profitability. In fact, Gallup says that companies with highly engaged workforces are 21% more profitable.
Bonus points if you can quantify your ROI. Add up the time saved per week, reduction in errors, or potential compliance cost avoidance—all of these can strengthen your proposal. Even a modest estimate can make your case feel unstoppable.
Step 4. Seal the Deal (Prepare Leadership with a Strategic Benefits Admin Implementation Plan)
Okay, you’ve got them hooked. Now show them how it’s going to happen—without turning this into a never-ending odyssey.
- Set a timeline: Break it into phases like needs assessment, vendor selection, configuration, data migration, testing, training, go-live, and the transition to ongoing care. Every organization is unique, and implementation timelines will vary. Show a realistic plan—no magic, just milestones.
- Break down the budget: Be transparent about costs—licensing, consulting, training—and tie each to measurable outcomes like reduced compliance risks or time saved on admin tasks. Show the ROI and position the investment as a strategic move, not just a line item.
- Manage the change: Anticipate resistance—people don’t love change, even when it’s an upgrade. Outline a change management communications strategy that details your plans for employees, provide training, and ensure a smooth transition.
- Bring stakeholders onboard: A new benefits administration system doesn’t just affect HR. Loop in Finance, IT, Legal, and other stakeholders—they’ll have questions, needs, and important insights. Engaging early ensures everyone feels aligned and turns potential blockers into advocates.
Why Better HR Tech Matters for Your Organization
Your current benefits administration solution might technically be functional, but it’s costing you time, money, and trust. The right benefits administration solution helps you put the focus on employee experience and lay the foundation of a more productive, engaged, and successful workplace.
All of this might feel like just more tasks on your endless to-do list, but it’s essential groundwork. The right business case is the first actionable step to streamlining processes, boosting retention, and reducing compliance risks. The future of your workforce deserves it—and so do you.
See How Smarter Benefits Admin Can Transform Your Organization
Ready to make your case? Get in touch. We can help you fill in that picture and timeline of what better benefits administration can look like for your organization.
We’ll meet you where you are, and help you get where you’re going.
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