Implementing a brand-new software into your company is often, simply put, chaotic. Don’t let this surprise you or catch you off guard. It should be expected when you are taking a company’s data and processes, which have been developed over years or longer, and molding them to fit a new software. There might be organization changes that are decided. Or it might just be messy gathering the data to put into the system. From our seat, there is no exact way to make this process easy since every company is different! What we can offer is three basic tools we suggest and often organize for our clients throughout implementation, or any project we are working with them on. These tools will help you identify and create action in the midst of the chaos.
1. Commitments
Do not shy away from commitments! Committing to action allows for accountability and ultimately quicker action. When we say “commitment” we mean assigning responsibility to an individual, with a due date. Of course, things will occur that might require the due date to be pushed out. Flexibility is ok, as long as accountability is still occurring. Which brings us to the second tool.
2. Action Item Lists
We like to use the terminology “action items” when it comes to commitments. During an implementation, which can last months, it is easy to lose track of who committed to what, and when they said they would do it by. By creating a simple spreadsheet with a list of action items, you can easily track this information.
This might look like a chart with four columns: Action Item (what is being committed), Who (who is committing to it), When (the tentative due date), and Status, (this can be used to hold notes until it is completed). Once this spreadsheet is created, have it open at every meeting regarding implementation. This way you can easily add to the list as things come up, decreasing the chance for anything to be missed.
As you can imagine, this list can grow quite long over the duration of an implementation project. To stay on top of the list, you should review it at least once a week with your team. This way conversation can be had, everyone can be brought to the same page, and items can be marked off as needed. Anything not marked complete should be discussed to ensure action is occurring.
3. Effective Dates
As you progress through set up in your new software, you must identify effective dates. There is the most obvious; your Go Live date, but there are also effective dates along the way. For example, once you have estimation templates set up, you should set a hard date of all new estimates being created through the new software. Otherwise, you will either be extending the time you are not using the software to your advantage, or you get into a messy situation of some estimates being in the software and some not.
Another example is purchasing. Once the system is ready to process purchases through it, all purchases must be done through the new process. Otherwise, you have no structure. Even if some employees are continuing to follow your old process, which may have been fantastic, once you have some employees following one process, and some following another, a mess is sure to follow. You will lose track of receipts and your accounting system will not be clean.
As an owner, using these tools will allow you to create action through delegation, have an eye on the progress, and ensure your hard work has maximized results. I’ll say it again: implementation is bound to be chaotic at some level, no matter how organized your company is right now. The last thing you need is for the change in process to create a bigger mess or headache than it needs to. With these tools, and the support of our team, you will lessen the chaos and see results sooner.
Please contact us to discuss how we can support your company.
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