Implementing a new system is a detailed process that needs careful planning. Success depends on the right people, clear processes, and strong change management. The sections below outline key building blocks that help organizations implement new systems with confidence.
1. Identify Your Needs
Before implementation begins, you need clear and well-defined goals. These goals guide decisions throughout the project and help everyone work toward the same outcome.
Most pain points and objectives will already have been discussed during the sales process. Even so, it is still worth meeting with your team to review current processes. This helps you understand what should move into the new system and what can be retired. Some long-standing processes may not be useful in the new setup.
It is also important to set realistic expectations for what the system will deliver and to share these expectations with all staff.
2. Ensure Strong Project Management
A well-run project is essential for a smooth implementation. This includes creating a clear project plan, setting timelines, and assigning responsibilities. Choosing the right people for the implementation team is just as important.
While you want information to reach as many staff as possible, a smaller project team often works best. Ask yourself:
-
Who will use the system the most?
-
Who will train others?
-
Who will be responsible for configuration?
-
Who has the authority to make decisions?
Once the team is in place, regular check-ins and status updates help keep the project on track and allow you to address issues early.
3. Provide Effective Training
Training is a shared effort between the product specialist and the users. A strong training program ensures employees can use the system with confidence. This includes formal sessions and ongoing support.
Users should also create documentation tailored to their own organization. This helps current and future staff understand how your team uses the system.
4. Set Aside Dedicated Time for Training
Training needs time and focus. Think about your timeline and how quickly you need the system to go live. Are you changing systems immediately and need quick adoption, or do you have more time to prepare?
Creating a training schedule — and sticking to it as best as you can — helps the team progress at a steady pace.
5. Commit to Continuous Improvement
Implementation is not a one-time event. You should continue to monitor the system and adjust processes as your organization evolves. This may include updating workflows, modifying settings, or offering refresher training.
If the data going in is not accurate, the data coming out will not be accurate either. A yearly audit helps ensure that staff understand expectations and take responsibility for their part of the system. It also helps keep training knowledge fresh.
Final Thoughts
By focusing on these building blocks, organizations can implement new systems more smoothly and achieve better results. With clear goals, strong leadership, effective training, and ongoing review, your team can get the most out of your new system.
Happy training!