It’s no secret that HR has gone digital—but that doesn’t mean it’s become simpler. As businesses rapidly adopt new systems and tools, the need for structure grows—not just in day-to-day operations but in the strategic thinking behind those systems.
In our recent webinar, “HR Without the Chaos – How to Build Structure in Your Digital Working Environment”, hosted in collaboration with HiBob, we explored how to create a functional, integrated HR ecosystem—one that doesn’t just look good on paper, but genuinely works in practice.
The discussion was led by Marie Rockström from HerbertNathan & Co, joined by Liza Andersin from Keystone Education Group and Emilia Janis from Oneflow. While each speaker brought a different perspective, they all echoed one key message: strategy comes first.
A Landscape Full of Systems—But No Real Connections
Marie and her colleagues at HerbertNathan often see the same pattern: organisations have invested heavily in HR technology or are preparing to do so. But in practice, HR teams still juggle 10 to 15 disconnected systems—alongside spreadsheets and manual processes.
Data transfers are done manually, key information gets lost, and it’s often unclear who’s responsible for what. Managers frequently report that “there are too many systems, but I still can’t find what I need.”
And they’re not wrong. On average, organisations use up to 897 digital tools, but only around 30% of them are integrated.
Fragmented Systems Often Create More Problems Than They Solve
Over the past few years—particularly since GDPR heightened the demand for master data systems—the number of HR tools has exploded. But more tools don’t automatically mean more structure.
In fact, research shows that fragmented system landscapes often lead to:
- More manual tasks
- Higher error rates
- Uncertainty about processes
And it’s not just HR that suffers. The employee experience is impacted, and in the worst cases, poor systems can contribute to stress and wellbeing issues.
It might appear to be a technology issue—but at heart, it’s a lack of strategic clarity.
Real User-Friendliness Goes Beyond Interfaces
User-friendly doesn’t just mean pretty screens—it means making it easier to do the right thing.
For Liza, this meant reducing manual input, building clear workflows, and choosing systems that managers and employees actually want to use. When the systems work quietly in the background—and data flows seamlessly between platforms—that’s when true user-friendliness is achieved.
Common Pitfalls to Avoid
Emilia highlighted a major misstep: building bespoke solutions tailored only to your organisation. While they might suit short-term needs, they often become barriers to growth and flexibility.
Instead, she recommends:
- Standardisation over customisation
- Documenting data models and processes
- Treating your systems as modular building blocks
This makes it far easier to evolve with the business and replace or upgrade components without disruption.
The Digital Workplace Is the Workplace
When the Swedish Work Environment Authority inspected Keystone, they didn’t look at desks or lighting—they focused on the digital work environment.
How many systems are needed to complete a basic task?
How much duplicate effort is happening daily?
The digital environment is no longer just a support function—it is the modern workplace. And it needs to be treated as such when designing internal systems.
Think Strategically—Not Just System by System
The biggest takeaway from the webinar? Start with strategy.
Build your systems with the full employee journey in mind—from recruitment to offboarding. Choose platforms that are flexible, scalable, and designed to integrate. Don’t chase after more tools—focus on the right tools and the right connections between them.
Six Steps to Bring Structure to Your Digital HR Environment
Here are six practical actions to get started:
- Define a clear long-term strategy
Know what you want to achieve—and why. - Choose systems that support both the business and the people
A good HR system should benefit more than just the HR team. - Break down silos between HR, IT, and Finance
Think in terms of ecosystems, not departments. - Prioritise change management and training
Systems alone aren’t enough—people need to want to use them. - Focus on security, simplicity, and scalability
Build solutions for future growth, not just today’s needs. - Involve IT and key stakeholders early
Integration should be part of your business strategy, not just a tech task.
Watch the webinar here (in Swedish)!
Oneflow – A Seamless Part of Your Digital Working Environment
At Oneflow, we understand the frustration caused by disconnected systems. That’s why we offer integrations with leading tools on the market—from HRIS and ATS to CRMs and support platforms.
With our open API, Oneflow fits easily into your current system landscape, allowing you to create contract workflows that are automated, compliant, and tailored to your unique needs—whether it’s for onboarding, employment contracts, or more complex multi-team processes.
Want to see how Oneflow fits into your system environment?
Read more about our integrations here or book a demo with our team.
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