Simple steps to a successful software rollout

Doing things right means following a solid methodology and adhering to industry best practices

It’s important to test the new system in the same way it will be used on a day-to-day basis

Although proper planning and careful execution can help implementations go smoothly, a contingency plan is a great secret weapon

Doing things right means following a solid methodology and adhering to industry best practices, Mason explains. When putting together an IT implementation team, it’s important to establish a well-rounded group that includes technology specialists and experienced project managers, as well as experts in business analysis and change management. The project manager will need to look at the project from all angles – including scope, time, cost, risk and people management, and everyone must have the ability to clearly communicate. Organizations such as the Project Management Institute (PMI) can be a valuable resource for building project management expertise and deriving best practices.

Staff who will be affected by the change should be invited to the planning table. Depending on the project, this may include everyone from the president down to frontline customer service personnel. Understanding the needs and wants of employees and working to make sure the technology provides them with day-to-day benefits should be a benchmark of any software project’s success, and will help drive user adoption.

Selecting the right technology is the critical step. When evaluating tools, be sure to look at what is reliable, stable and meets business requirements, rather than picking products because of industry buzz. Choosing the right tool for the right role is also critical, Mason says. For example, a company might be tempted to over-extend its CRM system by forcing it to hold too much data that might be better placed in a financial system. Knowing a technology’s strengths and limitations, and not trying to reinvent the wheel, will help avoid creating a software version of Frankenstein’s Monster.

Another important step, and one that businesses still occasionally miss, is capacity planning and performance testing. It’s important to test the new system in the same way it will be used on a day-to-day basis. If the goal is to upload a few million records into the system, it makes sense to assess whether it’s capable of handling such a workload first, Mason says.

When it comes to new IT implementations, avoid the big bang approach, Mason cautions. It’s advisable to test new technology within the organization first. This can be done by designating a pilot project group to test the new tools while the rest of the organization still uses the existing technologies. This way you can make the switch gradually, and buy some time to fine tune the system before a company-wide roll out. This helps ensure that the business is not negatively affected by the transition.

Providing thorough training to the staff is a must for any successful IT implementation, Mason says. Giving employees the knowledge they need, and with a particular focus on the benefits it will offer them, will help drive employee adoption and ensure the organization gets maximum benefits from the new tools. It is also a good idea to provide extra support to staff during the transition so they are able to get the information and help they may need to feel comfortable with the new system.

Although proper planning and careful execution can help implementations go smoothly, a contingency plan is a great secret weapon. No matter what technology is being put in place it’s very important to have a roll-back plan that will help you deal with any unexpected challenges that may arise. This way, even if something does go wrong you’ll have a plan B to fall back on, Mason says, helping ensure business continues as usual while the IT team has time to deal with the issue without extra pressure and stress.