How long will it last? Will it require new security measures? Who is going to deliver training for the members of your team? Rember, planning ahead will always make for a smoother implementation.
Process Design. Most of the commercially available software nowadays has been created using process design methods. This is why when implementing new software you will probably need to adjust many of your new processes to the logic that was used for building that software. If you are unsure how to deal with process design, you may decide to work with a Design Analysts or hire a software company to advise you on this topic.
If you need to get inspiration on this topic, check out this great article by Harvard Business Review. Solution Design. Once you have created the process design, it is time to work on the solution design, which is essentially a roadmap of business requirements and processes. During this step, you will map the software to your business requirements so that everything is working in tandem. Remember that these initial requirements are just a starting point. You may realize that other methods work better after having used the software for a few months.
It is essential to define them precisely because their underestimation can lead to a decrease in productivity. In fact, it is easy to understand how productivity can be undermined due to the duplication of work and the refusal of users to apply new processes if these are not clear.
Therefore, the implementation of a new software solution offers the opportunity to redesign the workflow. New systems have to be designed in order to maximize internal resources and efficiencies.
This is why it is important to clearly define the processes and the way in which people will have to interact with the software. Vice versa, it will be necessary to understand if it is necessary to modify existing processes. The transfer of data from one system to another will also be a good time to eliminate obsolete and useless data for the project. Interesting for this phase is the use of the brainstorming technique in order to involve and define the needs related to the implementation of the new project management software.
As in all things, people need to try and, you know, mistakes can always happen. This is even more the case if the system is totally new. If the fear of a mistake is so great and the consequences can be so important, one solution is to offer a trial version of the system. Thanks to this version it will be possible to experiment without risk all the features of the new software.
This will help to make the members of the team safer and avoid the fear of making mistakes that can have an impact on the project. Moreover, it is necessary to provide one or more training sessions planned within the implementation plan. Sometimes, project managers are so focused on the implementation process that they forget that other team members have the task to make the transition effective. Not just buy software.
Oftentimes the project manager or a department head is tasked with implementing a specific tool. For example, if your lead accountant used one program at their previous company, they could request that you invest in the same software. In this section, you can also include the justification for how you determined to buy new software as opposed to developing a custom solution in-house or hiring an external software development team.
This might not be relevant for your company depending on your IT environment. Cost overview: In the template below, implementation cost, total cost of ownership, and the return on investment calculation are the numbers highlighted. But these can be intimidating and confusing numbers to calculate. Summary of software benefits: Highlight the expected benefits and tangible gains, such as time and money saved, as well as the intangible benefits, such as increased collaboration and improved risk management protocols.
This section should focus on the business benefits as opposed to the technical benefits. Your executives will have trouble valuing the need for new software if you focus on benefits such as reducing technical debt or streamlining system architecture.
But they will see the value in, for example, increasing speed and accuracy across the sales and leads process. Execution timeline : Outline the timeline for implementing the software solution.
This timeline can vary significantly based on where you are in the software selection process, so be clear on what actions will be taken and when. Project governance : Name each person and their role on the project. This will help with coordination and implementation of the team and project: Change can be difficult for many staff.
You can read more about how to manage your staff through change in our 8 steps for managing through change in ecommerce blog found here. Most software companies will train the key person who will be handling the system. If you prefer to train all staff who would be involved at once, then check with the software provider on what training programs and roll outs they offer. Companies will have training documents available that you can use as reference.
This is an important step to undertake to ensure the software works as intended. It will help find any bugs, its software, it can happen. If the system it integrated with other software tools or marketplaces you will want to ensure that the systems are communicating properly. For a short period you may be running 2 systems depending on how you decided to roll out the new software.
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