System implementation is the act of setting up new computer software for employees of a company to use in their work. The process involves installing the program, training employees, and making adaptations so that it operates according to the needs of that organization.
The main goal of system implementation is to ensure that the software works as expected, allowing the company to make the best use of it. When this setup is done correctly, the software is more likely to help teams in their daily tasks.
A good software implementation makes everyone’s work easier. Therefore, in this article, we will talk about what system implementation is, what the most common mistakes are, and how you can avoid them. Keep reading!
Importance of doing implementation the right way
A well-done system implementation will allow your company to adopt the latest applications to increase productivity and enhance the satisfaction of your customers, partners, and employees. By understanding the impacts of a successful implementation, you can help your organization integrate the appropriate software and reduce downtime in your operations.
By acquiring new programs, your company can access more modern technologies, replacing older software that may be outdated. This allows your employees to be more productive and deliver higher quality work.
New software has the potential to increase the satisfaction of your customers and partners, allowing you to offer more friendly and consistent experiences. But all of this will only work if your company has a well-planned and executed software implementation process.
To do this, it is important to avoid the mistakes that are commonly made during this installation phase. In the next section, we will talk about the nine most common mistakes that occur during this period.
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9 most common mistakes in system implementation
Implementing a corporate system is always challenging, especially if it is a management system. Any solution with a significant impact on the company will need to involve various areas and a good amount of resources to be successfully implemented.
Mistakes in this process can result in wasted money and time, as well as a longer delay in obtaining the expected benefits.
It is worth noting that these failures are becoming more common. For example, 75% of implementations fail in the ERP market — according to a Gartner survey. To prevent your company from becoming part of this statistic, keep an eye on the following potential mistakes:
1. Failures in identifying system requirements
Automating processes is easy with software implementation. However, it is crucial to analyze these procedures and gather information about the expected system requirements.
Poorly defined requirements can cause problems during and after implementation. In extreme cases, they can lead to legal disputes.
Solution: A corporate management software should automate and improve processes. Identify the areas that need improvement and set clear expectations before implementation.
2. Disregarding users in decision making
Many organizations do not consult the employees who will use the software when purchasing the solution. At the same time, many IT managers focus on getting approval from specialists, ignoring this crucial step.
Therefore, do not forget who the employees are that will actually work with that solution every day. Ask for their feedback and consider them in your decision-making process.
Solution: To avoid this, involve key employees in the purchasing and implementation process. Allow enough time to ensure their participation.
3. Inadequate Choice Between Cloud and On-Premise Modalities
Consider the most important factors when choosing between local and cloud installations. On-premise tools require IT teams to maintain the system and hardware. This option is ideal for those who want systems on their own premises.
Cloud software, on the other hand, needs a stable and secure internet connection to serve field staff. Cloud implementations are on the rise but have challenges.
Solution: Evaluate the advantages and disadvantages according to the situation. Identify your company’s needs and constraints before investing.
4. Inadequate nudgets for the IT department
Many decision-makers make the mistake of underestimating the costs of system implementation, which go beyond hardware and software. A successful implementation also requires a competent IT team. Limiting the budget can lead to project failure.
Solution: To avoid this, executives should consider the value invested in implementation along with everyone involved in the process.
5. Rushed implementation
Due to the complexity of corporate management systems, it is not possible to quickly identify requirements, train users, and activate the system — all at once. This implementation model is proven to be ineffective. Successful organizations adopt a slower and more efficient approach, with gradual implementation.
Solution: To ensure success, conduct the system implementation step by step. All project phases are important.
6. Underestimating change management
Every software implementation should include change management. Stakeholders need to face the challenges of changes when they occur. Organizational changes involve employees, technology, and processes, and can positively transform any business.
Solution: To ensure success, do not focus only on technology. Also consider human resources and strategic planning.
7. Excessive focus on software features
The importance of platform features is undeniable. However, it is also crucial to consider its history, flexibility, and ability to integrate with other systems.
Solution: To ensure a wise choice, carefully evaluate the features of a potential platform before deciding.
8. Lack of investment in the implementation team
A crucial phase of system implementation is allocating time and resources to the implementation team. Decision-makers are essential at this stage.
This may require task reassignment, common in the implementation process. This factor can determine the success or failure of the project. Decision-makers should be sensitive to the needs of business and technology teams.
Solution: To ensure success, provide enough time and resources for your implementation team.
9. Ineffective communication
Lack of communication between departments can hinder the implementation of a system, especially management systems. To avoid this, create a communication plan for all project phases. Form a small team with employees from all departments affected by the solution.
Solution: To ensure success, keep this core team constantly updated on the project’s progress.
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How to implement systems
Let’s not mince words: implementing new software can be a daunting and exhausting task. But with careful planning and proper execution, you can have a successful process without major obstacles.
To do this, your implementation project should follow these steps:
1. Define scope and objectives
First, define what problem needs to be solved. Ask the following questions:
- What is the goal of this project?
- What is its purpose?
- Do we have any specific goals in mind?
- How will employees or users engage with this software?
- What processes need to be improved?
To better define the scope of your implementation, it is important to understand what the software should do, what features you need, and what limitations exist.
2. Create a detailed plan for your project
Once you have mapped out the scope, it will be easier to develop a plan for system implementation. Once you have answered the questions in the previous section and know what problems you want to solve, you will be ready to create your plan.
This will greatly increase the chances of your implementation being successful when it comes time to execute it. Your plan should include all aspects of the project, including schedule, budget, resources, risks, and expected outcomes.
3. Ask for employee requirements
By gathering requirements from employees and other stakeholders, you can better understand what they want and need from the contracted software. Conduct interviews with multiple sources, including customers, users, and professionals familiar with the subject.
You can also use other forms of information gathering, such as focus groups and questionnaires. Involve all relevant stakeholders in the project, ensuring that their needs are captured at this stage.
Once you have collected this information, document it and review it with the manufacturer to confirm that it is complete and accurate. Ensure that the documentation is clear and precise.
4. Make sure you choose the right software
The key to the success of your implementation is choosing the right software. Ensure that the chosen application has the right features for your company in terms of cost, ease of use, and resources.
Reflect on how the software will benefit your business and confirm whether you really need all the contracted features — or if you can save money by opting out of some of them.
Despite this, you must ensure that your team has everything they need to be productive. Additionally, confirm that you have chosen software that is easy to use, avoiding long training times for your team.
5. Execute the implementation plan
Now that you are sure of the software to be contracted, it is time to implement it. For this, you need to assemble a team of professionals competent in system implementation.
Select standout individuals from your internal IT team or outsource the service if necessary. Assign direct responsibilities for each part of the planning, which will facilitate task delegation and internal communication.
Choose the right installation tools so that the new system is operating as soon as possible, efficiently and quickly.
6. Configure and integrate the software
Once the plan is in motion, you will need to install and configure the new system. Typically, this will be done by your IT team with the help of a specialized team from the application manufacturer.
However, in exceptional cases, you may have to do the procedure yourself — especially if you have a small business. In this case, you should follow all the developer’s instructions carefully.
Either way, after installing the software, you can focus on configuring it according to your business needs. It is also important to respect the adaptation process, giving it the necessary time to be integrated into your existing processes.
7. Train your team to adopt the new woftware
One of the most important steps in system implementation is user training. Start by training a group of employees who are more comfortable with such software — or with computers in general.
From there, these employees can train their colleagues and new hires who may be brought on after the implementation. It is also worth having videos or guides to facilitate this learning. After all, employees can use them to learn at their own pace.
8. Launch the system
After all the planning has been executed, it is time for the most tense moment of the entire project: launching the system. Prepare for the launch by communicating well with stakeholders. You should manage expectations so they know what will happen before, during, and after the system goes live.
Plan the date for migrating your data well, something necessary for the new system to have accurate information. Before the software goes live, it needs to be extensively tested.
When users start using the application, it is normal for them to encounter unexpected problems. Make sure to note them and report them to your IT team — who should then fix them or report them to the software manufacturer.
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Conclusion
Implementing a new system is a task that requires planning, dedication, and attention to detail. Despite the challenges, a well-structured implementation can bring significant benefits, such as increased productivity, improved process quality, and greater employee satisfaction.
By avoiding common mistakes, your company has a better chance of achieving success in the implementation process. Remember that robust planning, stakeholder engagement, and choosing the right software are key pieces for the project’s success.
With a well-implemented system, your company not only optimizes resources and processes but also gains a solid foundation to grow and adapt to market changes. Therefore, view system implementation as a strategic opportunity and an important step for your business’s evolution.
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