How to eat the software elephant in your business.
Considering a new software solution for your business? Across our team, we’ve worked on countless software implementations across SME and large companies. In every case the more you prepare, the better the outcome. Prepare and plan your procurement and project implementation with these lessons in mind.
Keep your team on board
Different people and different departments will have a different outlook on changing systems in your business. You might be ready to drive change and achieve efficiencies, but is the business behind you?
Without team buy-in, short term patience and long term adoption will suffer. The change must be something that is worthwhile in the day to day work that each person carries out.
Some people may not understand how software can enhance their own effectiveness and help the company achieve its goals, but they will be aware of how their own work could be made more efficient. Most people will happily engage in a project that will give them more time for value-added activity, and reduce repetitive chores.
With most people working within a defined function, it can be difficult for them to understand the impact their work as on others. They may even begrudge change that doesn’t impact them, but has huge benefits for customers and profitability.
Get feedback and ideas from across the team and you’ll see greater buy-in.
Keep it simple
Most of us drive cars that are sold in various standard configurations. This standardisation makes it easier for the manufacturer to make, so it costs you less. It’s also cheaper to maintain, as your service mechanic will be familiar with the car.
We accept this simplicity in buying cars, so why not our business systems?
When considering software, we’re tempted to ask for special customisation and changes that suit particular processes that have grown up with the business? These changes cost money to define, build and maintain, and they also impact standard parts of the software, potentially preventing access to improvements the developer is making.
Consider examining your processes to reduce complexity and variability. Then figure out how the streamlined versions could be supported by existing software workflows.
This will have two benefits:
1. The software can be delivered faster ‘out of the box’, so you get a return quicker.
2. Enjoy your faster, leaner processes! (And hassle free updates to your software in the future.)
Keep it bite-sized
Can you eat an elephant in one bite? I thought not, then why would you try implement a new software system in one go?
It’s hard enough to make a change in business whilst keeping customers happy, and orders fulfilled.
Where are the most obvious weaknesses or inefficiencies in your business? Can you implement change here first, and reduce the risk, and free up time to tackle further challenges?
Often companies do not have strong purchasing and stock management processes. This function is relatively easy to bring into a new system, iron out the kinks in parts/materials coding, supplier lists, purchasing practices and goods received.
Another area is sales order processing. Getting orders out faster, means faster time to cash, but in many businesses this involves excessive paperwork. Making it easier for your sales team to secure orders, and you’ve got a clear success story to engage the rest of the business.
Keep your accounting package
You’ve probably invested heavily in your current accounting software and infrastructure, yet most software vendors have their own version built into their product.
Whether it’s a better option or not, you’ve no choice but to force upheaval on the Finance team as well as your Sales and Ops.
Modern cloud solutions are ready and able to integrate with existing software, whether it’s for accounting, marketing or any other purpose.
So now you can keep what is working, and tackle the core challenges that are really holding you back.
Keep your data clean
Your data is the lifeblood of the business. Readiness for a new software system relies on having good data to start. Look at your business KPIs and understand what data is essential to you. Most companies are spending time and money recording data that is no longer relevant or useful. Many also maintain multiple versions of the same data in different business silos.
When you think about your processes, how much legacy data collection and duplication can you remove?
Clean, consistent and relevant parts, customer, products and asset data will make your investment in software more powerful.
Keep the customer in mind
What will make your customer happy? Probably clear communication, fast delivery, fair pricing and a quality product.
Are your current processes optimised around your customer goals?
For example, think about capturing customer requirements in the sales process. Waste and cost often creep in because inaccurate requirements have made it all the way through to production. Worst case, you don’t find out until the wrong configuration has been delivered!
Help your Sales and Operations teams to define available products, options and upgrades. Quote only what you can deliver. Process orders based on an agreed bill of materials. Build only what has been signed off by the customer.
Start small, solve critical problems and bottlenecks: typically sales order processing, stock management and purchasing involve lots of manual effort. Address these inefficiencies and create time to address wider issues.
Don’t throw everything out and start again. Modern software can and should talk to each other. Make your existing investments work alongside new functionality.
Standard work makes money – how can you take variability out of your business and actually serve your customers better?
Keep your team on board, focus on the vision and how you will get there together.