4 Tips for Software Implementation

Software is becoming more interwoven into the fabric of organizational processes. For business owners, who are inundated with minute daily tasks, they help improve operational efficiencies and keep their mission on the right track.

However, implementing a new software system can be incredibly difficult. Tackling it head-on requires thoughtful planning and consistent communication. Let’s take a look at some common challenges facing associations today and tips for the smoothest implementation possible.

Challenges

Many businesses, from the smallest of startups to global enterprise organizations, experience blockers when considering a software vendor. Historically, large-scale implementation projects can take as long as a few months to a few years, and incur significant costs with respect to fees and man-hours. Additionally, infrastructure issues can prevent resource-strapped organizations from securing data properly and laying the foundation for end-user literacy and routine IT maintenance.

Reassessing implementation plans helps ensure business owners are maximizing their ROI. A few key takeaways are below.

Focus on the end-user first.

As technology continues to evolve, end-users, or the employees within an organization that access information via a computer or mobile device, must participate in ongoing training to preserve IT and network security best practices. Part of keeping data secure involves instituting processes that provide a better understanding of how aspects like passwords, two-step verification, and proper permissions impact the overall security of an organization’s network.   Cybersecurity awareness is one of the most important components of end-user training today. Without proper security protocols and training, the thousands of dollars spent on a new software system could not result in the ROI companies seek.

Providing employees with real-world examples of security breaches, like social engineering attempts or phishing, can help them not only identify what a potential threat entails but also the personal risk associated with being negligent regarding network security. Try designating a few “super-users” at the outset of an implementation project. Super users are technically savvy individuals who can explain and disseminate important training information on software literacy and network security protocols. The key is to provide continuous training and focus on the why so employees have clarity within their day-to-day job functions.

Put together a project plan.

Without a roadmap, a business can easily get mired in project deliverables and scope creep, which makes it hard for projects to get back on track. Many organizations get fixated on which vendor to choose, forgetting about the importance of a comprehensive implementation plan. Given the nuanced nature of large-scale platforms like enterprise resource planning software (ERP), which can incorporate many aspects of a business, leaders have to consider how each phase affects each department in their organization.

Project managers and stakeholders must be identified prior to kicking off of a project in order to maintain accountability for deliverables and communication on who and what will be affected (and when). For larger organizations, investing in official project management software might be necessary; however, using a free tool like Google Sheets minimizes the additional learning curve for many smaller businesses. Tracking due dates and action items also helps keep vendors accountable for delivering aspects of a project on schedule.

Communicate with your vendor.

Different service providers have different levels of responsibility in their terms of agreement. Important questions to ask are: Will I receive on-site training? What control do I have over my organization’s data? Will I be provided with ongoing IT support, or will my organization bear the burden of staffing costs? An organization needs to invest in software that will increase operational efficiencies and result in a return on their investment and not create additional costs or risks.  Miscoordination as a result of unclear responsibilities can impact the end-value, so it’s important to delineate accountability from the get-go.  

Businesses will also have different priorities depending on the size of their organization. If an organization is relatively small, it might not have the means to shell out for fancy extras now, but that doesn’t mean they won’t down the line. If an organization plans to scale, they’ll want to communicate any extra functionality they’ll need so their vendor can build that into the framework of their new software.

Invest in IT.

Information technology is a rapidly expanding industry encompassing elements of network administration, technical support, computer science, and software development. IT jobs are forecasted to explode in growth through 2024.  Because of the low hiring difficulty, high growth potential, and relative skills shortage, IT’s role is one that is an increasingly competitive yet critical hire for organizations.

Roles such as change management consultants, data engineers, and network analysts are invaluable when it comes to software implementation. New technical hires with relevant experience can make excellent super-users, as indicated above, and also may help provide the necessary internal infrastructure to enact and maintain large-scale software implementation projects. In essence, IT personnel are the backbone of an association’s digitization strategy, and they will be priority hires for businesses looking to level up their technology strategy.

A business’s implementation plan charts the course of its future. Growth, operational efficiency, and communication are becoming increasingly digitized. In order to stay ahead, brands are looking to cloud-based software to ease the way forward.