4 steps to changing business systems successfully

Published: 12 May 2022

There is always new and improved technology available on the market that we can all benefit from in the workplace. It can be daunting to upgrade or entirely change the systems your business is using, so we have put together 4 steps that you should take into consideration, to help ensure you have a successful system change.

  • Understand your Audience

Before you begin any systems change project, it is critical you understand how your workforce currently operates. Spend time with each department and document how processes work, and also consider any shortcomings. Ask them what improvements could be implemented to make their lives easier. This will help you prioritise what you need from the system, explore any tasks in the system change project and influence how you stage the rollout of the new system.

  • Create a clear Roadmap

Make the transition less traumatic by establishing a clear step-by-step process throughout. Make a checklist to cover aspects such as key dates, departments to prioritise, training, budget, etc.

You could also reward your team during the process for their good engagement with the new system. Transitioning can be incredibly stressful for all involved so positive reinforcement can help and show your appreciation for your staff.

  • Be Transparent

As we’ve said, transition can be challenging and stressful for a company. To put your team at ease, it is essential that you communicate clearly throughout the process and be open to feedback. By doing this, you create the feeling that your collaborators are part of the project and feel valued. It is an opportunity to generate job satisfaction among your team.

  • Provide effective Training

The Project Management Institute shows that having and carrying out a clear training plan can boost the success of a project by over 20%. Your training plan should be part of the roadmap you’ve already created, and it should be tailored to each department and individual. It’s also essential to keep the sessions short, ideally 20-30 minutes.

We are able to assist your business with everything from deciding what solution would best suit your business requirements, to managing the implementation project, and ensuring you have adequate training to allow for an easy transition to your new system.

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