Implementing a dedicated IT system in the company – how to get ready?

Last update: 2021-01-11

Is it easy to implement a dedicated system in the company? Definitely not.However, it can be carried out efficiently and seamlessly. This article describes the process step by step. Thanks to it, you can gradually lead your organization to your goal.It certainly isn't a method that will work in every business. A dedicated solution may also require a dedicated plan. Nonetheless, you will find a scheme on which you can base your further actions.

At the very beginning, you have to answer an important question: what is the goal of implementing a given system?


Are you planning to place the existing processes in a single environment? It's a good way for people looking for tailor-made solutions.


Or maybe you will try to adapt to an existing application? There are numerous ready-made and proven solutions that will work fine in many companies. Perhaps it will not be an ideal solution, but in some situations, it will help improve the company.


Your goal may be to eliminate human error, speed up customer service or ensure the legal compliance of internal processes (fresh topic – GDPR).


No matter what the project goal is, you have to set it from the start.

Project goal

Design team

When you set the goal, you should immediately form a team that will lead the project. The head of the team should be a manager, the main person responsible for the product implementation. They must be experienced in managing projects as well as having hard and soft skills. As a result, they will form a strong team and take responsibility for the project. In addition, they will not yield under the pressure of software vendors in case of conflicts which always occur.


Within the company, certain groups often have different agendas. Each of them may focus on something else. You can find many examples:

  • The IT department will probably prioritize the issues of infrastructure as well as data and availability security.
  • People responsible for finances have to make sure that the balance of revenues and expenses remains stable.
  • The Operational Director must ensure that the implementation is consistent with the company development strategy plan.

The design team needs to consider each of these groups. Only then will the whole process make sense.


The vendor should also be happy with a strong design team on the client's side. This structure makes it easier to communicate and shortens the decision path which can be very long in terms of larger projects.

Pre-implementation analysis

What kind of external systems must communicate with the application? What is the implementation scope? How do we want to divide the implementation into stages? What are the internal processes in the company? Who will use the application? Will we need to migrate data? How much will it cost?


You need to answer these and many other questions during the so-called pre-implementation analysis. Thanks to it, the vendor can learn enough about the organization to offer specific solutions. It is a quite detailed and time-consuming step. However, you can't carry out the implementation properly without it. You must conduct analysis by taking into account different departments in your company and meeting with people at various levels of positions in the company. You also need to consider the needs of directors, managers as well as the lowest-level employees. The system is supposed to serve everyone.


At this point, you should resort to written communication. This will allow you to avoid any misunderstandings and problems. Does the vendor want to communicate only by phone? This can be a warning sign.

Determining the implementation stages

Implementing the application should be done gradually, without affecting the company operability. The change should be, if possible, also transparent for customers. You can (and usually have to) migrate the data from old systems. Implementation in stages allows the users to become gradually and comprehensively familiar with the system. Additionally, you can quickly find errors.

Such questions must be asked at this stage. Thanks to them, you can set an implementation schedule, align it with the calendar, taking into account days off and holidays, and plan training sessions for users.

  • What are our priorities?
  • Which systems do we want to implement the soonest?
  • What is the complexity degree in terms of implementing specific solutions?
  • Do we have areas without which we can't start with the others?
  • What time is good for implementation and when should we delay the changes?

Conclusion

Each implementation can be well-prepared well or not-so-well-prepared. If you base your actions on the aforesaid steps, it should help both your organization and your vendor. In digway.de we use this model, so we make the customer feel that we are working for the common good from the very beginning. Structured actions and a systematised process allow maintaining the same quality level during each subsequent implementation.


Does your organization prepare for implementations in the same way?


What is your experience in this matter?


Feel free to comment and rate the article. Even if the topic doesn't concern you at this time, perhaps someone who is currently preparing to implement an IT system will find the article valuable.

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Published by

Technical Sales Consultant

Krzysztof Ryk
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