Different business processes take place in a company, within departments such as the HR department, the sales department or the financial administration. In many cases, the processes are defined in software programs that are specifically meant for this purpose. This usually goes well, but sometimes there is a need for one software package which can be used by all departments. The advantage of one software for the
entire company is that data only has to be entered once, the risk of error is reduced and a company can work much more efficiently. This is also called ERP (Enterprise Resource Planning) software. The implementation of this new software has a major impact on a company. Here are a few tips to help you successfully implement new software in your company.
Good preparation will ultimately determine whether the implementation is successful. This starts with determining how your business processes run and how your existing data can be easily transferred. In addition, each department has specific requirements and preferences regarding software.
As an HR department, you have different wishes than a financial administration or purchasing department. We therefore recommend to set up a
project group to oversee the implementation and to appoint a person from each department to become part of that group. This way, you can determine
which software package is most suitable for your business or whether you may need to have a customized software package designed.
The entire implementation will ultimately depend on the staff. They are the ones who have specific knowledge and who have to work with the new software package. Their wishes and feedback about the software package should be considered and taken seriously. It is of utmost importance that employees are also enthusiastic about the software package. They will motivate themselves as well as their colleagues, which will have a positive impact on the successful implementation of the software.
The involvement of employees in the implementation process also includes the training of these employees. If employees are trained well to work with the software, they can use the software much faster and with more ease. Therefore, never save on the training of your employees.
The test phase should not be underestimated. Once implemented, it is best to run the old software program alongside the new program for a while. This gives you plenty of time to test the new software. During testing, all teething problems come to light and employees can indicate what goes wrong. For this reason, take plenty of time to test the software so that when the final implementation is completed, chances of further teething problems will be reduced.
Good and honest communication
You must bear in mind that problems may also arise during implementation. Be open and honest about this, especially to your employees. Implementation problems can cause disruption of the business processes and this primarily affects the employees. Nothing is as frustrating for the
employees as bad communication about this. If they are well informed, your employees can also respond to any (temporarily) changed business processes.