Software Implementation: Pros & Cons, Strategy, Phases and Costs

Why is software implementation worthwhile? The ultimate OMR step-by-step guide

Are you dissatisfied with your current software? Would you like to introduce new software, but don't know how? We show you the advantages of introducing new software and which strategies have proven successful. In addition, we reveal what you should definitely pay attention to and explain step by step how you too can become masters of software implementation.

What are the advantages of introducing new software?

The introduction of new software can have many advantages for your company. For example, new software can simplify planning processes and make them more efficient. This saves you time and allows you to focus on more important things from now on.

Moreover, newer software is usually more clear, user-friendly and intuitive than outdated programs. This also makes staff training easier. In addition, the introduction of new software is often the result of a new marketing strategy. So not only does your marketing strategy stay up to date, but also the software with which you manage the marketing activities.

What are the disadvantages of introducing new software?

Software implementation can be associated with complex and demanding processes. To ensure a smooth software implementation, you should look for a provider who develops a suitable implementation concept with you. If necessary, he should stand by your side with support services.

You should also prepare your company well for the software implementation. Be sure to consider the different requirements and expectations of individual departments of your company in the planning process. The HR department may have different wishes than the finance department. Especially in larger companies with many employees, software implementation poses a particular challenge. Try to involve all employees from the beginning, otherwise you may encounter a lack of acceptance of the new software.

What problems can arise when introducing new software?

Preparation is the key. The actual software implementation process usually takes much less time than the preparation for it. However, if your company or your employees are not adequately prepared for the software implementation, this can lead to problems.

One of the biggest problems is lack of acceptance. We all know this, don't we? A new software was just introduced in the company, but nobody in the office or home office is using it. It seems to not bring the desired benefits, and constantly you hear your employees saying: "Everything was better before!" To prove them wrong, a simple software implementation is not enough. Everyone has to understand the benefits of the software and it must be introduced properly. This includes trainings before and after the software implementation. Only in this way can everyone benefit from the software implementation.

To successfully carry out a software implementation, we also recommend you to consider the following points:

• Ensure a clear distribution of roles. Everyone should know their role in the software implementation process and know what they are responsible for. As a prerequisite for successful teamwork, you should also not overburden your employees with additional tasks.
• Always be aware of why you have decided on the software implementation and identify clear objectives. In this way, all project participants can pull together and pursue the set goals.
• Calculate costs and expenses as accurately as possible. Also take into account unforeseen expenses and personnel costs.
• Plan each phase of the software implementation as precisely as possible and check it regularly. Document every decision and discuss it with those responsible.
• Avoid staff changes during the implementation process and bring experienced employees into the responsible team.

What does the software implementation cost?

Depending on the software, costs may vary. In general, however, you should expect the following costs for your company:

• Development and license costs: Costs are incurred both during the development process of custom software and when purchasing licenses for standard software and cloud solutions.
• Introduction and adaptation costs: While the setups are (almost) always included in the initial purchase price of the software, any subsequent modifications and configurations of the software may constitute a further cost factor.
• Training costs: In order to introduce your employees to the new software and keep them up to date with new updates, you should budget for corresponding training costs.
• Security: If there is anything that should not be cut back on, it is security. Thus, budget for regular checks and testing of the software. Back-ups and disaster recovery plans may also incur costs.

Whether you decide on a standardized software solution, a custom software or a cloud-based solution is up to you. Important is that you include all possible costs in your calculations.

What software implementation strategies are there?

In principle, there are two strategies that can be considered for software implementation:

Big Bang Strategy

The goal of the Big Bang Strategy is to implement the software in the shortest possible time. This means that ideally you introduce the software within a few days. To fix unforeseen errors as quickly as possible, you should perform the software implementation on a weekend, on holidays or during vacation times. A prerequisite for this strategy is that training your employees can take place either before or after the actual introduction. With the Big Bang Strategy, you guarantee the operation of the software at the workplaces at a defined time. This allows you to change processes and procedures in your company overnight and enjoy new software sooner.

Iterative Introduction

Iterative software introduction is an introduction concept divided into several phases. You unlock the software step by step for different departments or employees. This also supports parallelization. This means, you work simultaneously with the existing and the new software. If you choose this introduction strategy, we recommend you to plan the introduction well and only unlock the software for a few employees at the beginning. This way, you can gather feedback from the start.

What phases does software implementation include?

Phase 1 of software implementation: Planning

Planning is the first and probably most important phase of software implementation. It is the basis for the software implementation. So don't skimp on time, because only a well-planned implementation can ultimately be successful.

• Team composition: Determine who is responsible and assemble a team for software implementation. Depending on the size of the project, the implementation of software can become a full-time job for many involved. But don't worry, it pays off. Don't skimp on resources here.
• Goals and expectations: Only those who know the goals can achieve them. Define the goals of software implementation already in the planning phase and make sure that both your team and you know the benefits of the software. This allows you to weigh up in advance whether software implementation would be worthwhile.
• Site plan: The site plan helps you in detailed planning. It includes all checklists (submission checklist, configuration checklist, hardware checklist, etc.) and the contact details of all participants. In addition, you should draw up an exact schedule for your project. Each step of software implementation should be precisely timed.
• Software Implementation Strategy: Decide on one of the two software implementation strategies already in the planning phase. Weigh the pros and cons of each strategy and consider which one is more suitable for your company.

Phase 2 of Software Introduction: Training

Software implementation can only be successful if everyone involved is well prepared and able to participate in regular further training sessions. These, however, can take a lot of time. Therefore, we recommend at the beginning to train a small team of key users. They, in turn, pass on their knowledge to the other employees of your company. The training of the key users should ideally be completed before the actual software introduction.

Phase 3 of Software Introduction: Data migration

To transfer all your data safely, you must prepare data migration well. Normally, the company plans the data migration together with the software providers. You should always keep an eye on the milestones of preparation and regularly ensure that nothing stands in the way of the migration process. This way, you can be sure that everything works on the appointed day. Otherwise, you risk potential data loss. So test the process thoroughly in advance.

Phase 4 of Software Introduction: Roll-out

The roll-out is the actual implementation - the so-called day X of the introduction. This process usually does not take much time. However, high concentration and attention are required as most errors can occur here. Therefore, proceed as follows:

1. The responsible team must give the go-ahead for software implementation and all test results must be positive. In addition, all participants must be ready for the roll-out and appropriately trained.
2. The persons responsible install the software if necessary and load it onto your company's system.
3. You should carry out data migration on weekends, holidays or during vacation times. Otherwise, daily operations could be affected. However, this depends on the system and the migration.
4. The responsible persons check the most important functions of the software in a short time and make sure that it works. Only then do they unlock the software for the entire company.
5. The pilot phase begins. Both data quality and performance are monitored and any errors are corrected.

Phase 5 of Software Introduction: Analysis

In the final phase, together with the responsible team, you should check again whether everything works and ensure the ongoing monitoring. The implementation is only completed after all employees are familiar with the new software, it works without any issues, and everyone recognizes the benefits of software implementation.

How do you find the right software?

Now you know the benefits of software implementation, the potential problems that could arise, and the process you need to follow for implementation. So what's missing? That's right, the appropriate software!

On OMR Reviews, you have the opportunity to read user reviews of countless pieces of software and compare appropriate software with each other. No matter if you're in search of a Email Marketing-software, SEO-software, Video Conferencing-software, Projektmanagement-software or HR-software. We have them all! So what are you waiting for?