When introducing new software to your organization, you might be excited to expand your capabilities and improve efficiency. However, implementations can bring undue stress. While your software partner will handle much of the implementation process, your company’s preparedness streamlines the transition.

If you’re considering new software for your company or have recently made a purchase, here are some tips to prepare your organization for kick-off and beyond.

9 Mission-Critical Steps to Prepare for a Software Implementation

Identify the employees and business units that will be affected by the implementation. 

As you set up your implementation team, consider recruiting individuals whom the new software will impact. They should be familiar with your business processes, and they can draw on their knowledge and experience to offer input during the configuration phase. You will most likely need to reassign some of your implementation team members’ other duties so they have the bandwidth for the project. 

Choose your project manager carefully. 

While a capable candidate doesn’t necessarily need to have previous project management experience, they must be able to manage a complex timeline and a task list with many moving parts. 

When you select your project manager, ensure you have given them the authority to make decisions. Also, remember that your project manager needs your company’s support. Your executive and management teams must champion this implementation to ensure it is as smooth as possible. 

Establish clear roles and responsibilities for your staff. 

Give your project team members well-defined roles and expectations to avoid misunderstandings and oversights. Be specific about what action items will entail. For example, if you put someone in charge of “training,” specify what that encompasses. 

Ask your consultant for guidance if you’re unsure how to define roles. 

Realize that staff buy-in is your company’s responsibility. 

Implementing new software brings about change within your company, which can be worrisome for team members. Managing that change in a comfortable, positive way should be your top priority. You must communicate the advantages of the new software and set expectations that its adoption is essential. In the same breath, you should talk with team members about their concerns and develop solutions to address them. 

Remember: If employees don’t buy into the system, they won’t want to use it. To fully benefit from your new software, your team needs to understand how it works and appreciate its capabilities. 

Ask your implementation partner what you need to do on your end. 

One of the most common questions about a new software investment is, “How long does an implementation take?” 

Unfortunately, there is no single answer to this question. Even for identical software solutions, implementation timelines vary from one company to the next. The most accurate answer is that the implementation will take as much time as is required to prepare your workforce and ensure your hardware and infrastructure are ready. 

There are ways to expedite the process. Companies that operate strategically, stay organized, and communicate with their IT partners and staff naturally see a smooth and efficient implementation.  

Instead of asking how long the implementation will take, try asking your implementation partner, “What can we do on our end to make this go smoothly?” 

Use reports to drive your system design and configuration. 

Reports reflect how data is available to your organization and demonstrate if a system provides valuable information. Look at your current operational and financial statements and identify what you like, don’t like, and wish they would include. Ask your implementation partner for input and feedback as you work through this step. Here are some questions you should ask: 

• How would you like data grouped?  
• How would you like data displayed?  
• What additional level of detail do you need to make better business decisions?  
• Are there reports you currently lack that you would like the new solution to produce? 

Don’t wait until the last minute to put your data in order. 

Remember, preparation is essential for effective implementations, and waiting until the last minute to complete tasks can postpone your go-live date. There are plenty of tasks you can satisfy ahead of kick-off, like tidying up your data. Organize your data as soon as possible, and discuss the following with your team and implementation partner: 

• Which team members know where our data is? 
• Which team members thoroughly understand our data sets? 
• How can we gather and clean up our data so it’s implementation-ready?  

Identify any other software vendors that must be involved. 

As you address the data your new software will process, you should identify the systems that currently house it. You can start a conversation between your team, your software provider, and your implementation partner to transfer data successfully and, if needed, link systems.  

Transferring data is a huge undertaking, but it is fundamental to implementing new software. Make sure the whole team is on the same page to ensure the safe and painless transfer of your data.  

Don’t treat staff training as an afterthought. 

New software education comes in many shapes and sizes. Think about what will work best for your company based on structure, resources, and staff preferences. Would large group sessions be practical? Or would small-group or one-on-one sessions be more valuable? 

Your implementation consultant can offer guidance, which can be beneficial early in the process as you create a schedule and budget for the lessons your team requires. 

Sometimes, companies underestimate the amount of training time they will need and, as a result, they end up with additional, unanticipated costs. Communicate with your implementation partner to understand how much training your team will require.

Keep in mind that training is also a significant component of user adoption. If your team feels confident about using the new system, they’ll rely on it to complete tasks instead of creating workarounds that suit their comfort levels. 

Need Some Help?

Your implementation partner should be happy to offer guidance about preparing for a software installation. It shows they care, are engaged in the process, and are committed to helping achieve a successful outcome. If your partner balks at the request, you may want to reconsider the company with which you’ve partnered. 

At Cargas, we encourage our customers to come to us with their questions and to ask for advice. Whether you’re considering a new CRM, accounting software, ERP, or other solution, there is no such thing as over-planning. Contact us today to discuss your business’s software needs and learn more about our approach as an implementation partner.