Implementing a new information system

How to manage a company during the implementation of new projects?

The implementation of a new information system, the launch of the motivation system, the reconfiguration of business processes – all these are changes that require management. Otherwise, innovations could have a negative impact on the business.

To prevent the project from turning into an endless wave, the initiator must see the result of the work and understand the purpose of the actions. In addition, it is necessary to actively involve the end user in the process, for whom the project is being implemented. However, even under these conditions, problems can arise.

In this article, we will discuss how to approach project management, how to avoid common mistakes, and how to deal with people who are unwilling to make changes.

Useless information system

Many companies implement information systems for years because they forget about the set objectives and do not record intermediate results. Before implementation, it is important to understand if the company needs a new service. Often, in pursuit of new trends, businesses introduce unnecessary products. Therefore, it is important to determine what tasks the new system should solve and to make a list of requirements for it.

Unclear project objectives

If the project is managed by an external executor, the project manager’s task is to provide complex and accurate information about the business. If this is not done, the implementation process will be prolonged: the executor will have to constantly clarify details and redo the task. In the end, the client may expect a completely different result than expected, and the work may need to be restarted or even significantly modified.

Inexperienced implementer

Currently, there are numerous contractors on the labor market willing to implement various solutions. The problem is that not all of them have the necessary experience. Implementers may understand the technical part of the task well but may not understand how the business works at all. In this case, the configurations of the information system may not meet the specific requirements of the company.
It is important to ensure that the executor is involved in the business world. It is even better if the implementation team already has experience working with the related field.

Dubious contractors

This is one of the main risks a company may face. The system developer may leave the market and take the product with him. This could lead to losses due to the funds spent on implementation and the need to quickly find a replacement. To avoid such situations, it is necessary to analyze the company’s position on the market in advance.

Lack of insurance measures

Representatives of small and medium-sized businesses rarely establish risk management strategies before implementing projects. Usually, the main risks are kept in mind. However, it is better to establish in advance what could go wrong – this can help you identify solutions to the most important threats. You can protect yourself through a contract: it is necessary to establish in advance the responsibilities and deadlines, as well as the penalties and financial liability for failing to fulfill obligations.

Recommendation #1: Setting a goal and developing a change plan.

At the beginning, it is important to set a goal and develop an action plan, including responsible employees and work stages. This way, changes in the life of the business and the company will proceed more smoothly. The plan should include:

• a list of processes;
• a list of project participants and responsible persons;
• deadlines for execution.

With such an action map, it will be easier to manage the project. Even if something does not go according to plan, missed deadlines will be immediately noticed. This will allow you to identify where and why the process has stopped.

Also, it is important to clarify your expectations. If there is no clear understanding of what the result will be, there is a high risk of getting something useless.

Recommendation #2: Appointing a coordinator (mentor).

When a project is managed by an external contractor, often no internal coordinator is appointed in the company. For this reason, it is not clear who should make decisions and manage risks.

The project manager is necessary for coordinating employees. Otherwise, the external contractor will find it difficult to understand the processes of a foreign business and try to manage employees who are not subordinate to him. This leads to a decrease in the quality of communication and the prolongation of processes.

Recommendation #3: Maximum focus on employees.

Before starting the project, it is important to explain to employees what changes await them. This will reduce the level of resistance and help them cope with fears. Often, projects fail because of line staff: people are afraid of being replaced or sometimes simply do not want to make changes. You can motivate people by increasing their salary or by telling them that working with the new system will increase their value in the labor market.

Additionally, during the implementation, it is important to establish effective communication so that processes do not stop. The project manager must coordinate employees. Teams need to understand when they can start their part of the work.