Some of us can remember when Windows 95 came out. It was the wildly unsuccessful roll out of a software that changed the personal computer world. We still have some residual fear of losing all of our work, like some of us did back then because our computers wouldn’t work after the upgrade. That fear guides our decisions, unfortunately, and holds us back from positive change.
After decades of research, software implementation management has become a principled science. But, if you’re a small business owner, you don’t have a lot of time to learn the science—you just need a few tips.
Your Marketing Hat
We feel the fear of change, even though it’s for the better. Many implementation efforts fall short of goals and targets because the scope of the project is underestimated. Implementation efforts require a consistent level of investment and resources.
Like a marketing campaign, carefully planned decisions and communication will influence the process in a positive direction. The stages of implementation and training may not be linear and need adjustment, so be flexible in your planning. Decisions to move forward can be set at certain milestones during implementation, again, like a marketing campaign.
In order to get your employees’ buy-in for a new system, they need to be given a global view of why the new software is being implemented. This is a marketing technique that focuses on motivations at work. Motivations for a new system differ from employee-to-employee. One employee may need to have the financial benefits explained to them, while another employee may need to hear about the ease and increase in productivity or stability. If given a global view, you’re bound to touch on one of their motivational triggers, making implementation and training easier.
The Dual Role
First, you need to serve as a software implementer. Any software upgrade or change in operational systems need someone to implement it. This role can be offered through the software company, and typically is, or a small local company can do it. Whoever is in charge of implementation, ultimately, you need to be in control of the situation.
Cloud based applications have made software implementation management much easier, because the design is already completed. The software only needs to be integrated into current systems. For example, a point of sale software can be integrated with a cash register, tablet, or computer. Implementation becomes more like simple project management, and less like IT hassles.
After the software is integrated, your second role begins as their trainer. Being a part of the learning process helps them quickly overcome any learning curve. And, if you listen to them (good employee engagement increases productivity), you may find areas of need or new ways to use the system.
Training is the hand-off to your employees. Make it almost invisible. They should be ready when they are no longer asking questions and have used the software for a period of time—when the kinks are mostly out of the system.
Integration Can Be Simple
On all of your software integration projects, find a company that will work with you and train your employees. Also, make sure they are around to answer your questions long after the sale is complete. This is a very valuable service, one that overcomes the pitfalls and set-backs caused by changing a system that has been in place for years. Remember, having a company in place will lessen the amount of work you’ll have to do, but you still have to create a marketing campaign and embrace your dual role for the integration and implementation to be successful.