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How to ensure your business solution is implemented correctly

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By: Varun Mahajan Published: July 2017 | Category: Article

After months of searching, sitting through product demos, being pitched by salespeople, filling out score cards, researching different software on the internet, doing due diligence and getting budget approval, you finally select a new CRM. Finally, you think! The hard part is out of the way. Now I can get my software running and start reaping the benefits.

After months of searching, sitting through product demos, being pitched by salespeople, filling out score cards, researching different software on the internet, doing due diligence and getting budget approval, you finally select a new CRM. Finally, you think! The hard part is out of the way.

Now I can get my software running and start reaping the benefit. Oh, how wrong you were.The hard part is only getting started. Implementing your solution so that it fits in with your business, integrates with all the other existing softwares, does what you want it to do and is adopted by your users. It can be a complete nightmare.

That’s why many businesses end up with softwares that are rarely used, partially used or used for the wrong purpose. For example, maybe you buy an integrated HR solution to manage time off requests, sick pay, and holidays, but you still end up using email and a spreadsheet.

There are several reasons why this might happen:

  • Your system is never correctly implemented from a functional or technical perspective, concluding in not working properly.
  • When you run into problems early on, customer support doesn’t resolve them on time or are incompetent.
  • You are unable to generate the simple reports you require.
  • Your staff didn’t receive any training and don’t know how to use the solution.
  • The system is too complicated for your business.

If you want to avoid these headaches, there are a number of ways you can start to see ROI pretty quickly after your solution is up and running. Here are my tips on how to make sure your new business solution is implemented correctly. 1. Pick the right solution for your business If you are looking for new software and you do any of the following, then you’re guilty of not picking the right software for your business:

  • You choose a CRM when you really need is a content marketing solution.
  • You’re a small business but you choose a vastly expensive, hugely complicated piece of software that needs to be customized and configured.
  • The vendor or the implementing partner you pick, goes out of business soon after you implement the software.

To make sure you choose the right solution, you need to be very clear on your objectives: what your business needs are, why you are looking for a new solution, the specific type of software you think you need and any local requirements you may have (for example, local language interface and support or specific laws or customs requirement.) 2. Get input from different stakeholders This is linked to choosing the right piece of software. Maybe you are looking for an accounting software, so you only think to consider asking members of your accounting department. But your HR department is also needed to be involved when they submit hours worked to payroll, or your sales department need to know when invoices have been sent out and how their clients can pay, or your operations department need pricing information in different currencies.

3. Create a project owner and team From these different stakeholders, create a project team that has a leader and members from different departments who can be responsible for making sure their needs are considered. This project team is also responsible in collecting information from from both their team and software vendor, ensuring that any product includes their must have features. This way, all departments can continue to work smoothly together without any bottlenecks.

4. Hire external consultants or IT professionals Once you’ve formed this project team from different areas of the business, that will interact with your new system, you can then hire external support to help advise on issues such as:

  • System feature requirements - Ensure that you have compiled a “must have” and “nice to have” feature list and that the software you are looking for is suitable for your business.
  • Technical requirements - For example, server requirements or integrations with your existing on premise or cloud base technology.
  • Cloud or on premise software - Whether your business is best at choosing a SaaS product or on premise.
  • What kind of subscription or licensing model you should go for: You need to decide whether you will go for a pay monthly cloud subscription where you can easily cancel or a perpetual license purchase. Our consultants can also help ensure you get the best price, for the recommended software.
  • How many users you will need to buy a seat or license for.
  • What kind of support and customer service you will have in place both during and after the implementation (24/7 phone help, web help, chat, video tutorials, manuals, etc)
  • Training needs - who will train the different users and support them afterwards. Will it be one person from each team gets the initial training and then trains their team or will all team members be trained directly by the vendor?

5. Make sure you have an exit strategy There are no certainties in this life, and things may go badly wrong with the product or your relationship with the vendor. It’s important to find out before how you can cancel your license and when, as well as what kind of penalties your business might have to pay. Then consider what kind of operational impact this may have. It helps to have trained implementation consultants at this point who have been through the process before and can help you navigate the legal and contractual issues.

Where can I go for help with implementing my business solution?

If not handled correctly, software implementations can go badly wrong and cost your business a lot of money. This is something my decade of experience in the IT industry has taught me and is one of the reasons I decided to set up VARSELOR, an all-in-one platform for software products, services and talent. VARSELOR is a dedicated space for all your software requirements. We provide personalized solutions to all your needs. Every project is approached with a systematic process that ensures you get exactly what you want. Our team consists of industry experts in every domain and cater to your every need.

The process is simple:

Analyse

The very first step of the analysing process is where our business analyst will collect the requirements, understand the challenges and processes of each department that will be a part of the automation process. Read more

Discover

At this step our product consultant creates a list of products and shares it with implementation partners to understand the pricing model for each. Read more

Compare & Purchase

During this step the best possible combination of products and implementation partners is identified based on all the variables. Read more

Implement

The last step is to ensure that the product is implemented correctly, and is done within the parameters of the requirements, timelines and budget. Read more

To know more visit: www.varselor.com If you are based out of the middle-east the call our toll free number: 800-SOFTWARE

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