A replacement software rollout involves implementing a new software solution for your business in place of the current one. This decision can be prompted due to various factors, such as growth, increased security requirements, market changes, and more. Common software types requiring a good rollout plan include CRM and cybersecurity. The former plays a major role in providing the best service to customers, while the latter is needed to protect sensitive data and maintain consumer trust.
If you’re planning to implement a replacement software rollout, but are unsure of how to go about it, Orionfinity Software are specialists in the area and can provide solutions which can propel your software onto a modern, reliable and scalable platform.
Chelsea Lamb from businesspop.net has produced this article for Orionfinity Software with the products and services that we offer in mind.
1. Conduct a Performance Audit
Implementing a replacement software will require a significant amount of time and effort, not to mention the expenses you’ll incur for subscription and training. Hence, it is important to conduct an audit to validate the need for a replacement and ascertain the impact a new software will have.
The Human Capital Hub explains, an audit can highlight unknown inefficiencies in your operations which can be factored in while choosing the best replacement software solution. This process can be especially helpful if you have recently acquired this business and are learning how to improve it. A business acquisition can mean inheriting a great, established company so conducting audits like this will help you to find new ways to strengthen your new business.
2. Create a Software Rollout Plan
Your rollout plan will serve as the guiding document for all decisions relating to this activity. It should include information regarding the following aspects:
- Users who will be affected by the rollout,
- Timeline of implementation,
- Schedule for training, and
- Hiring professionals to conduct training.
3. Choose a Test Group
If you plan to implement software that will be used across the organisation, the best choice is to first test it in a small group. This group can include members from diverse teams who can use the software for a limited amount of time and test its usefulness for their function.
4. Gather Feedback
During the test, instruct members to constantly log feedback regarding the software. To make the process simple, create a questionnaire with limited open-ended questions, explains Survey Monkey. Additionally, feedback can be collected through individual and group meetings.
If the group highlights significant drawbacks, it is imperative to work with the software provider to solve them before the main rollout.
5. Communicate the Why
Once testing is complete and the software has been prepped sufficiently, you can communicate with all stakeholders regarding its launch. But, remember to be clear regarding why the business is making this change. This may require holding multiple team meetings and educating staff regarding the software and rollout procedure.
6. Conduct Thorough Training
The software will only provide the intended benefits if employees understand how to get the best out of it. Hence, work with the software provider to schedule training sessions for teams in which they can learn about how to use its features, report bugs, customise layouts and clear any concerns.
7. Provide Employees With Ample Time
While your rollout plan would have included a timeline for training, if employees request additional sessions, be supportive in making adjustments. A better approach will be to dedicate more resources towards training rather than facing constant roadblocks in the future.
8. Keep Your Old Software
Migrating to new software can take between anywhere from days to months depending on the size of your current system. During this phase, your teams will slowly need to shift operations onto the new software solution. Hence, remember to not unsubscribe or remove the old software from your system until the migration is 100% complete, as this will cause a major shock and greatly impact operations.
9. Review New Performance Data
From the time the new software is live on the system, consistently collect and review performance data as it will help identify bottlenecks and gain a clear picture regarding the success or failure of the new solution. If changes are needed, promptly connect with the software provider to conduct fixes.
If the new software is connected to your marketing efforts, try to keep your content consistent so that you can see the changes that result from the software change. If you change too many variables at once, then your data will be skewed. Once you know the strengths and weaknesses of your software, then you can experiment with your content creation and SEO (search engine optimisation) strategies to find the best combinations for your target audience and message.
10. Continue Gathering Feedback
Similar to the test group, share feedback questionnaires with everyone in the organisation. Combining this feedback with the performance data will provide a holistic view of the impact of the software on operations. Additionally, if a significant number of employees express issues, consider further training sessions.
Get Employee Buy-In and Feedback
Software rollouts are never easy, but by following these ten steps, you’ll be able to implement the replacement software without major disruptions and challenges. Remember to explain to your employees why you are adopting this new software so that they are more open to the transition. Then, guide them through the process and gather their feedback along the way. The goal is to improve processes, and there is no one better to determine the results than your staff. Plus, showing that you value their input will encourage a more open attitude among staff regarding the changes.
Orionfinity Software are specialists in the area of software conversions and can provide solutions which can propel your software onto a modern, reliable and scalable platform. Learn more about our services by getting in touch.
Orionfinity Software 