4 things to consider when implementing new software in your business

This article outlines four crucial areas you should be aware of when evaluating the implementation cost and impact of new software in your organization.  

1. Understanding the duration and pace of implementation 

Duration matters: The length of the implementation process can impact success. A prolonged project may lose momentum and support. It's essential to establish a realistic timeline that balances urgency and thoroughness.  

Regular reviews: Frequent assessments are crucial. Regular check-ins help identify issues early and keep the project on track. For software like CargoValue, this could mean setting bi-monthly milestones to evaluate progress and address concerns.  It's not just the overall timeline that matters, but the pace at which implementation occurs. Break down the process into phases, like planning, development, testing, and deployment. Consider using agile methodologies to allow for iterative development and quicker feedback loops.  

Steps to consider: Define clear milestones and deliverables for each phase. Implement sprint cycles to maintain a steady pace and adapt to changes quickly. Use Gantt charts or project management tools to visualize and track progress.  

2. Ensuring team and resource integrity 

Right team, right skills
The success of a software implementation heavily depends on the team's competence. Ensure that the team includes members with the right mix of technical skills and understanding of organizational processes.  

Resource allocation: Adequate resources, both in terms of personnel and budget, are essential. Be prepared to adjust resource allocation as the project progresses to address emerging challenges.  The right team should be a mix of IT specialists, project managers, and key stakeholders from various departments. Each member should understand how the new software impacts different parts of the organization.  

Steps to consider: Create a cross-functional team to foster collaboration and knowledge sharing. Establish training sessions to align team skills with project needs. Regularly reassess and reallocate resources as priorities shift.  

3. Gaining commitment at all levels 

Executive support: Visible backing from top management is non-negotiable. It sets the tone for the entire project and signals its importance to the entire organization.  

Engaging end-users: The staff who will use the digital tool must be part of the process. Their buy-in is critical for smooth adoption. Understanding their concerns and feedback can lead to better customization and easier acceptance of the new system.  Commitment must cascade from the C-suite to front-line workers. Leaders should communicate the software's benefits and how it fits into the larger company vision.  

Steps to consider: Engage leadership in championing the project through town hall meetings and internal communications. Gather feedback from potential end-users to involve them in the design and customization process. Develop a change management strategy that addresses potential resistance and fosters buy-in.  

4. Managing additional effort and workload 

Balancing workloads: Implementing a new digital tool should not overwhelm current workflows. Assess the extra effort required from employees and find ways to balance it with their regular duties.  

Providing support and training: Adequate training and support during the transition phase can reduce the perceived extra effort. Make sure employees feel equipped and confident to use the new tool effectively.  A new software implementation can add to the existing workload. Effective change management should minimize disruption and enhance productivity, not hinder it.  

Steps to consider: Conduct workload analysis to understand current capacity and anticipate the impact of new tasks. Offer time management workshops to help employees adjust to new workflows. Schedule regular check-ins to monitor employee workload and provide assistance as needed.  

Implementing a new software is more than a technical upgrade; it's a change management project. By focusing on these four key areas - implementation duration, team integrity, organizational commitment, and workload management - companies can facilitate a smoother, more successful transition. However, with CargoValue, the journey is further simplified and enriched. The ‘CargoValue Way’ introduces a customer-centric implementation mode that ensures a seamless transition. This model includes a comprehensive digital representation of your supply chain, rapid onboarding typically within a month, customized workflow insights, and ongoing dedicated support that culminates in immediate value from day one.