Implementing a software is a process that requires a good internal collaboration and the implementation of measures to ensure the change management. Here are the eight good practices we have identified to help you with this.
Based on our experience in the implementation of digital tools for our customers and the support of their teams, we would like to share with you the best practices that can be adapted to any project of digitization of a business or implementation of a tool.
These good practices are the result of the continuous improvement of the implementation processes set up in collaboration with our users, whom we thank warmly for their involvement.
1. Identify and then sort out problem areas and needs.
Even if the initial objective of the project is not necessarily the same according to the company, very often it is driven by the need to improve its operational efficiency. In any case, implementing a software is a good time to take stock of the way the company works and see if it can improve its efficiency.
2. Make a rigorous inventory of the existing data and software involved within the organization.
This step will greatly facilitate the process of integrating and/or migrating data into the new tool.
3. Select the key people who will be involved in the project.
Leader, business, IT... assemble a team dedicated to its implementation. The creation of a team is a crucial step, which involves defining the roles of everyone from the budget manager to the operational person who will be responsible for the adoption of the software.
4. Set up a rigorous implementation project follow-up with deliverables and deadlines.
The publisher you must choose is the one who, as a true partner, will support you in this process. You will have a dedicated team with a project manager and a customer success manager.
5. Communicate on the use of the new software.
It is important that a manager formally informs the teams, clarifying the expectations for each business.
6. Organize training workshops for employees and external partners.
Preferably in small groups and by business line, which will ensure better commitment.
7. Contractualize the use of the platform for partners and assess employees’ results.
Experience has shown that empowering users is essential for a successful adoption of the software.
8. Share best practices.
Ask your software publisher for a user's guide and, in the long run, consider gathering your best practices in a document shared internally.
Points 5, 6, and 7 will help you frame the change management process for the most reluctant users. Point 3 is also relevant here, since the key people chosen should be able to play the role of influencers.
Also think about the benefits of the software for averse users: how can the tool add value to their work ?
If you need advice on how to choose software in a structured way, we have also published an article to help you succeed in the digitalization of asset management by choosing the platform best suited to your needs in 10 steps.
