The 14 things you can do to make your software implementation a success

A large software implementation project is complex, for example, implementing a new finance system into your business. Both your team and your software partner must work together well. You will be heavily reliant on your software partner, so choosing the right partner is essential to the project. Once that decision has been made, do not underestimate your contribution to the project. The amount of effort you put into the project can mean the difference between a great project, a good one, or even a failed one.

Here are some tips to ensure that your project is successful.

1. Dedicate time for your staff to work on the project. Don’t allow them to say, “I’ve been too busy with my day job”, because the project will fail to meet deadlines. Conversely, don’t expect your staff to work overtime to fit the project work into their day. Implementing new software is stressful due to all of the change. The best option is to hire temporary staff to take the load off your team. Your internal staff on the project should use that free time. Do not put the temporary staff on the project except for minor, short-term tasks. If it’s impossible to ease the load on your team, at least allow for a more extended project. Be wary about this, though; your three-month project could turn into a year-long project.
2. Clearly define the project scope and objectives: It’s essential to clearly understand what the project is meant to accomplish and what it includes. This will help you to stay focused and on track, and it will also make it easier to measure the success of the project.
3. Involve all stakeholders in the planning process: Make sure to involve all relevant stakeholders in the planning process, including the people who will be using the software and any external partners or vendors. This will ensure that everyone is aligned on the project goals and that all necessary resources are accounted for.
4. Make time to communicate with your software partner at least once a month, preferably more often, even weekly. Make sure this communication is clear and meaningful; for example, we are happy that we achieved X this past week, and next week we will focus on Y.
5. Be clear when you are unhappy. Your software partner may not be aware of the challenges you are facing. The sooner your partner knows, the better. If you leave it until the last minute, your partner may only have time to fix the problem after the agreed deadlines.
6. Choose the right software: Carefully research and evaluate different software options to find the one that best fits your needs. Consider factors such as features, cost, compatibility with your existing systems, and vendor support.
7. Create a comprehensive project plan: A well-defined project plan will help you stay organized and on track and make communicating with team members and stakeholders easier. Your plan should include a timeline, budget, and clear roles and responsibilities for each team member.
8. Involve management in the project, even if it’s just a monthly meeting. If the boss is not getting what they want from the project, your staff and the software vendor will be put in a difficult position.
9. If you have internal Project Management skills, definitely put them on the project. They know how to do all of the little things on a project, such as: communicating clearly, scheduling tasks and assigning people.
10. Ensure both the software partner and your internal staff are being held accountable.
11. There will be problems with your project. Don’t panic. They are normal. A good partner will work through these problems and find an agreeable outcome. 
12. The project will likely cost you more than you initially thought, so allow for this in your budget. For example, you may hire new staff during the project, so you need additional software licences, or your partner finds a better way of doing something than was initially agreed, but it takes more work. 
13. Write your own training manuals. There is no substitute for your staff member, with intimate knowledge of your business, putting your exact processes in writing. This can be highly time-consuming, so allow time for it. Also, look for shortcuts; maybe your partner has a generic training document that you can tailor to your business.
14. Above all, work constructively within your team and with your software partner.

As you can see, all this is just planning, communicating and holding people accountable. Assign your most capable person to handle these things, and you should have a very successful project.

If you would like advice on software for your business, call our team of experts on 1300 868 474 and let us help your company achieve its goals.

Thrive Technologies
The Construction Industry Experts