Building scalable HR operations: Modern solutions and people-centric strategies

This article explores the core functions of operational HR and the common challengesorganisations face when scaling, introducing practical strategies to overcome these challenges and build resilient operations that align with business goals.

The need for adaptable HR systems has never been more critical. Over half of HR leaders (55%) say their current systems aren't adaptable enough to meet evolving business needs, according to recent research from Gartner. This challenge becomes more pronounced as organisations expand into new markets, manage diverse workforces, and navigate increasingly complex regulatory environments.

We'll examine practical strategies to overcome these challenges, from choosing the right operating model and leveraging shared services to adopting automation, modern compliance tools, and integrated HR software. Whether navigating rapid expansion or preparing for future growth, HR leaders will gain insights to help build resilient, scalable operations that elevate the employee experience.

What are HR operations, and why do they matter?

HR operations refer to the day-to-day administrative and service-related functions that support the employee lifecycle, including payroll, onboarding, offboarding, time and attendance, employee data management, and compliance tracking.

These operational HR tasks ensure that foundational processes run smoothly, from regulatory reporting to accurate payroll, underpinning every facet of employee experience and organisational growth.

A mature operational HR framework helps drive consistency, improve compliance, and lay the groundwork for digital transformation. As organisations expand, scalable HR operations ensure people-related processes grow in line with business ambitions.

While operational HR focuses on delivering essential HR services consistently and efficiently, strategic HR aligns workforce planning with business strategy, focusing on people development, workforce planning, and culture. This includes talent development, succession planning, and long-term workforce engagement.

Although distinct, both must work in harmony. Strong operational HR creates the stability needed for strategic HR initiatives to thrive.

Common challenges in scaling HR operations and how to address them

As organisations scale, they often uncover inefficiencies in processes and limitations in their systems that hinder growth. Fragmented HR systems not only increase administrative overhead, but they also contribute to uncertainty and inefficiency.

In fact, 96% of HR leaders report experiencing anxiety around HR technology, with many feeling overwhelmed by disjointed systems and unclear digital strategies. This growing discomfort highlights the need for streamlined, user-friendly solutions. Addressing it requires overcoming several common barriers that emerge as HR operations scale:

1. Inconsistent processes across regions or departments

Lack of standardised procedures can cause payroll or onboarding practices to vary by location, increasing the risk of errors and inconsistent employee experiences.

Solution: Clarify roles and adopt consistent, scalable workflows supported by automation tools.

2. Siloed systems that hinder data flow and visibility

Using separate platforms for recruitment, payroll, and performance tracking limits access to real-time data, creating data and process silos that lead to blind spots in HR operations.

Solution: Integrate core systems to ensure data moves seamlessly across the HR ecosystem.

3. Manual workloads that slow down service delivery

HR teams spending excessive time on data entry or responding to routine queries have limited time for strategic tasks and employee engagement.

Solution: Implement self-service tools and automate repetitive processes to free up resources.

4. Compliance complexity as labour laws evolve and jurisdictions multiply

Expanding into new regions and markets or managing remote workforces adds legal complexity to HR operations, making it harder to stay compliant across varied regulatory environments.

Solution: Use compliance tracking tools that adapt to regulatory changes and maintain detailed audit trails.

Left unaddressed, these inefficiencies lead to inconsistent employee experiences, delayed decision-making, and reduced agility, hindering the organisation’s ability to respond to market changes and scale effectively.

Boston Consulting Group further underscores the opportunity to enhance HR productivity, reporting that a “balanced human and AI strategy’ could improve HR productivity by up to 30%. Centralising processes and integrating systems lays the foundation for resilient, future-ready HR operations that are equipped to scale with confidence.

Designing scalable HR operations for sustainable growth

As businesses grow, HR operations must evolve to ensure efficiency, compliance, and a strong focus on employee experience. Let us explore different HR operating models and strategies that can help build scalable and consistent operations while keeping people and compliance at the core.

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Choosing the proper HR operating model

An HR operating model defines how HR delivers its services structurally and strategically. Common models include:

Choosing the right HR operating model for an organisation depends on several factors: organisational size, geographic spread, culture, compliance requirements, and technology readiness. Periodic reassessment ensures the model continues to meet business needs.

Tip: A useful starting point is to map existing HR processes, assess gaps against business goals, and involve regional stakeholders to align the model with both strategic priorities and local realities.

Leveraging shared services for efficiency and consistency

Shared service centres (SSCs) are dedicated units within an organisation that centralise and manage routine administrative functions, such as payroll, employee records management, and benefits processing, across the entire organisation. These centres aim to standardise services, improve efficiency, and reduce operational expenses by consolidating repetitive HR tasks into a single, streamlined service hub.

SSCs have become a cornerstone of modern HR operations, particularly for large or multinational organisations, as they can reduce duplication, enhance process consistency, enable HR teams to focus more on strategic and people-centric activities, and lower costs by 30%.

HR-shared services enable greater process transparency and support consistent policy application across regions. They also free HR business partners to focus more on strategic and people-centric work. When supported by automation and self-service tools, shared services can deliver fast, reliable, and scalable support to employees worldwide.

Keeping HR operations people-centric

Even in a digital-first HR environment, human connection remains vital. Employees expect fast, relevant, and empathetic support, especially during key moments like onboarding or promotion.

Self-service tools enable this by giving individuals control over tasks like leave requests or payslip access, while freeing HR to focus on more complex needs. Personalised interfaces and intuitive workflows, such as those found in SAP SuccessFactors Employee Central, enhance the experience by delivering timely, relevant information. The result is a more connected, responsive HR function, supporting both efficiency and employee satisfaction.

Ensuring compliance in operational HR

As organisations expand, so does the complexity of maintaining compliance. Varying employment laws, data protection standards, and reporting requirements across jurisdictions make regulatory alignment a critical pillar of operational HR.

Automation helps reduce this burden by embedding compliance into everyday processes. For example, systems that validate inputs at the point of entry, track regulatory changes, and maintain detailed audit trails can minimise manual errors and help meet evolving legal obligations with consistency and speed.

To ensure these safeguards are effective, compliance must be part of the system architecture. Platforms like SAP SuccessFactors, when implemented with local knowledge and regulatory insight, support adherence to national labour laws and frameworks such as GDPR, enabling HR teams to manage risk proactively while scaling operations.

Using HR software as a growth enabler

HR software continues to evolve beyond simple process automation. Today’s platforms act as digital ecosystems that connect data, people, and workflows in real-time. They offer scalability by enabling HR teams to manage high volumes of tasks without adding administrative burden. This is especially important as organisations expand into new markets or regions.

One emerging trend is the integration of AI and analytics within HR software. These tools provide predictive insights on workforce trends, flag potential compliance issues, and help HR leaders plan proactively. For example, AI-enabled systems can detect anomalies in time reporting or absenteeism patterns before they become systemic issues.

In addition, modern platforms support mobile access and multilingual interfaces, ensuring global workforces can engage with HR services easily and securely, regardless of location. Cloud-based deployment models further enhance flexibility, reduce infrastructure costs, and ensure systems stay up-to-date with the latest security and compliance protocols.

Modern HR operations depend on integrated systems to deliver seamless, efficient services. An effective HR software facilitates:

• Unified data management
• Workflow automation
• Real-time reporting
• Self-service access for employees and managers

Zalaris provides scalable HR software solutions that streamline operations, reduce administrative overhead, and improve service quality through SAP SuccessFactors, mobile tools, or embedded analytics.

Preparing HR operations for the future

The ability to scale HR operations efficiently is a competitive differentiator and the engine of scale, resilience, and employee satisfaction. By adopting fit-for-purpose HR operating models and leveraging automation to maintain compliance and consistency, organisations create a future-ready HR foundation.

Zalaris supports organisations of all sizes and structures, from centralised multinationals to decentralised scale-ups, by delivering tailored solutions that unify HR data, streamline operations, and ensure full regulatory compliance. With expertise across payroll, workforce management, and digital transformation, Zalaris empowers HR teams to operate more efficiently while staying people-focused.

Book a consultation today to discover how we can help scale your HR operations without compromising on quality, compliance, or experience.