When it comes to choosing a new talent technology platform such as an Applicant Tracking System (ATS), Human Capital Management system (HCM), or Content Management System (CMS), organizations often jump straight to comparing feature lists and pricing. But before you commit, there’s an equally important question to answer: what kind of solution do you actually need?

The answer lies in understanding the difference between custom, tailored, and off-the-shelf solutions—and being honest about your organization's needs, resources, and goals.

To bring this decision-making process to life, think of it like shopping for formal wear.

Bespoke: The Oscars Gown or Tuxedo

Imagine commissioning a one-of-a-kind gown or tuxedo from a world-renowned designer for the Oscars. It’s bespoke, built entirely from scratch, and every detail—from the fabric to the stitching—is crafted specifically for you and the moment. It’s also expensive, time-consuming, and requires deep collaboration with expert designers.

Choosing a custom technology solution is similar:

• It’s designed through a rigorous discovery and design-thinking process.
  
  
• You’re not limited by existing frameworks and the system can be built to meet even the most complex and unique organizational needs.
  
  
• But custom comes at a cost: time, budget, and ongoing maintenance.
  
  

Large, complex organizations with highly specialized talent processes or bold, design-led brands may find custom solutions worth the investment. For others, custom might quickly become overwhelming and resource-intensive.

Tailored: The Wedding Dress or Designer Suit

Wedding attire strikes a balance between personal and practical. You start with a proven design and then tailor it—adjusting the fit, style, and embellishments to suit your vision. The core structure remains intact because it’s been intentionally designed based on best practices.

Tailored technology solutions work the same way:

• You start with a strong, scalable platform already tested in the market.
  
  
• You can configure workflows, branding, and design to align with your organization’s needs without reinventing the wheel.
  
  
• However, it’s important to resist the urge to "over-customize." Pushing a tailored system beyond its intended limits can introduce instability, complicate updates, and create long-term maintenance challenges.
  
  

For most organizations, especially those experiencing growth or managing moderate complexity, tailored solutions provide an effective balance of flexibility, scalability, and speed-to-implement.

Off-the-Shelf: The Prom Dress or Retail Suit

An off-the-rack prom dress or suit is designed to meet the needs of many, with basic options for personalization: color, size, and accessories. It’s affordable, accessible, and often the best choice when time and resources are limited.

Off-the-shelf technology solutions are similar:

• They offer ready-to-go functionality based on industry-standard best practices.
  
  
• Basic branding and workflow tweaks are typically available.
  
  
• They provide quick deployment with minimal technical effort.
  
  

For newer, smaller, or rapidly scaling organizations, off-the-shelf solutions can offer tremendous value. Spending months customizing workflows that could be standardized might not be the best use of time and budget at an early stage.

Before You Commit: Assess Your Needs First

Choosing the right system is about more than just features—it’s about fit. Assess your current and future state:

• Complexity: How unique are your talent processes?
  
  
• Resources: Do you have the internal team and budget to support customization or heavy tailoring?
  
  
• Growth plans: Will your system need to evolve rapidly, and can it scale?
  
  
• Maintenance: Who will maintain customizations and knowledge transfer over time?
  
  

Making the wrong choice can lead to broken workflows, frustrating workarounds, and unexpected costs down the road. By understanding the differences between custom, tailored, and off-the-shelf solutions—and being honest about your organization's capabilities—you can find the perfect fit for today and tomorrow.

Because when it comes to your talent technology, you deserve more than a pretty dress, you deserve a solution that truly fits.

Be Wary of "Customizable" Claims

As you evaluate systems, you’ll likely come across platforms marketing themselves as “highly customizable.” It's important to approach these claims carefully.

In reality, most technology platforms are built to be either best-in-class—offering a proven, efficient way of doing things—or fully customizable—allowing you to shape every element from the ground up. It's difficult, if not impossible, to be both.

A few years ago, I asked an executive at a major ATS provider whether their platform was designed to be best-in-class or customizable. They were a little stumped. Their answer? “Both.” But in truth, these two goals are fundamentally at odds. Either you build a system to be as optimized as possible, or you leave it open for users to configure it however they choose. Trying to do both can create confusion and for organizations managing complex processes, it can set unrealistic expectations that lead to frustration down the road.

Before you commit, dig deeper:

• Was this platform built to optimize best practices, or built for flexibility?
  
  
• What kinds of "customization" are truly supported—simple configuration, or deep development?
  
  
• How will customizations affect future upgrades, support, and scalability?
  
  

Understanding what lies beneath the marketing language will help you invest in a system that truly fits your organization's needs without hidden surprises.

Sometimes Best-in-Class Is the Change You Need

While it's important to understand the limits of "customizable" systems, it’s equally important to recognize the value of true best-in-class platforms.

Organizations often view existing workflows as sacred and something that must be preserved at all costs. But sometimes, an external system built on industry best practices highlights opportunities for improvement. Instead of challenging or overriding these structures through customization, it can be more beneficial to adapt internally.

In fact, implementing a best-in-class system can be the perfect catalyst for modernizing outdated processes. It provides a ready-made reason to revisit legacy workflows, align teams, and adopt practices that have been tested and refined across the industry.

By staying open to how a system was intentionally designed to work, rather than immediately pushing for customization, organizations can not only streamline implementation, but also gain long-term efficiency and scalability.

Finding the Right Fit for Your Future

Choosing and implementing a talent technology system is one of the most important investments you’ll make in your organization's future. Whether you need a completely custom solution, a tailored platform, or an off-the-shelf system, the key is alignment—between your technology, your processes, and your long-term goals.

By understanding the true nature of your options and being honest about what your organization really needs, you’ll set yourself up for a smoother implementation, stronger adoption, and lasting success.

Looking for a partner to help you navigate complex talent decisions?
exaqueo works alongside organizations to align insights, brand, and experience for long-term success.