Tips to a Successful Software Replacement Rollout

 September 22, 2021 – Carla López  

The right software can help your business streamline processes and save money. For example, cybersecurity solutions can protect sensitive data and instill consumer confidence, as ZenBusiness.com explains. However, you can only get the most out of such technologies if they are properly implemented.
When you introduce replacement software in your business, best practices can help you integrate the new technology more efficiently. Perspectivas Globales is a startup incubator located in Mayaguez, P.R. that gives guidance to further improve replacement software in business processes. We have carefully selected some useful tips on how to successfully replace software rollout.

Set Clear Objectives

Set clear objectives for your software replacement rollout. Defining concrete Key Performance Indicators (KPI’s) will allow you to structure your rollout accordingly and measure its success later. If KPIs are not being met, that is an indicator to restructure your software.

Make an Integration Plan

Your replacement software should integrate seamlessly with other technologies and processes already in place in your business. Write out a plan outlining how these various components will fit together. This will prevent bottlenecks once the integration is underway.

Clearly Communicate the Replacement Software Rollout

You don’t want to surprise your team with a software rollout. Communicate your implementation plan in advance. As part of your communications agenda, make sure to identify key stakeholders, build an implementation team, and document critical information. This holistic approach will help you stay organized going forward.

Involve your Team from the Start to Encourage Inter-Organizational Buy-in

You want your team to support your software rollout. Involving them early on in the process will help encourage buy-in. For example, when you’re shopping around for software solutions, try to get trial periods, so your team can test tools and provide you with feedback. This also empowers teams, which ultimately boosts satisfaction.

Create Comprehensive Training Documentation

A detailed training manual can be a useful point of reference as your team gets a handle on the software. Nickelled provides a comprehensive guide to creating training manuals. For example, they recommend using text and visual aids and making the material interactive so your team can better understand how to handle the new software that is going to be used.

Choose Champions to Guide Implementation

Select a few key leaders (or champions) in your team to guide implementation. These individuals will help solicit feedback throughout the rollout, acting as a single channel for collecting team member comments or concerns. This will help streamline the overall process since people’s various issues will be funneled via a few key players.

Use your Software Partner's Customer Success Team

Your software provider wants you to succeed in your rollout—it’s how they can count on your business in the future. Use the customer support they offer. Flexera provides tips for leveraging customer success teams, like scheduling regular update meetings.

Maintain regular internal education after going live

Mastering software isn’t an overnight process. As the tool is implemented, new questions may arise. Provide regular training for employees in line with general principles of continuous education. For instance, goal-oriented training tends to have a higher success rate, as it can help keep people motivated.

Solicit Feedback From Your Team

Consistent feedback from your team will allow you to identify potential issues in your software replacement rollout. There are many effective ways to collect feedback, such as surveys and interviews. The more options you provide for feedback, the better.

Continue to Partner with your Software Provider in Future

As Capterra explains, a software provider should be a partner, not a vendor. Maintain consistent communication going forward and don’t hesitate to leverage customer success teams even after your rollout has concluded. Continual contact allows you to get the tools you need for ongoing success.
An effective replacement software rollout requires careful planning and strategizing. Taking the above steps into consideration will help ensure seamless integration and successful implementation.
For more content like this, visit the Perspectivas Globales blog or follow us on all of our social media @pgmayaguez.

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