Create a software implementation plan in 5 steps

Several signs point to the need for new software. The manufacturer may stop supporting it, which means you risk a security breach if you continue to use it. Or maybe it's something more subtle. Employees don't use it as intended, complain, or develop time-consuming workarounds for features that don't work properly. Some employees may even quit due to user frustration. Another sign is a new app on the market that works better for the same purposes.

No matter the reason, when it's time for new software, you and your team can get excited thinking about how it will benefit the company and each individual personally. And it undoubtedly will, especially if you hire custom software developers to create a custom solution. But you must also take steps to ensure your company and your employees are ready for it.

For example, even if everyone working in production is on board with a new application, management may not be, meaning it will be difficult to get buy-in when it comes time to sign a contract with a software vendor. To avoid mistakes like this and many others, you need to create an implementation plan for any new software development project. Here are some steps you can take to ensure your new software is as effective as possible.

#1: Develop a business case

Just like everything in business, a new software project must be completed based on facts, also known as a business case. Start with the basics:

• What is wrong with the current app and how much time or money is being lost due to its use?
• Who needs the software and why?
• Do specific departments need the new software or does it cover the entire company?
• What problems need to be solved and will the new software actually solve them?
• How much time and money can we save with the proposed software? Is it worth the cost? How long will it take to get a return on investment (ROI)?
• How much time can pass before new software is needed?
• What processes will need to be changed when new software is installed? What training will be needed?

Get input from all members of your team and anyone else the new software may impact. Make sure you back up all your assumptions with real numbers. Use the business case as a starting point to get management buy-in and develop a list of needs and wants that you can take to potential software vendors.

#2: Get executive buy-in

This step may be the most important in ensuring that your implementation plan is fulfilled. You must have at least one supporter in senior positions in the company, preferably at C level, to defend this project.

This is especially true if implementation is expensive or consumes valuable company resources for installation, training, and change management. You must have good reasons to spend these resources. Make sure your advocate is well aware of the potential benefits so they can communicate this information to others in the company.

#3 Find a reliable partner

As suggested above, you can use your business case to create a list of needs and wants. For example, new software must decrease the time required to execute Process X by 25%. Or it must be able to integrate with another existing application or platform. Once you have a good list, you can search for partners to help.

You can start by looking for commercial off-the-shelf (COTS) products that can serve your purposes. In this case, check whether the manufacturer offers the necessary support, such as training and service, in case something goes wrong.

If a COTS product doesn't solve the problem, look for a trusted custom software developer to design software specific to your needs. While a custom app may cost more upfront, you're likely to see a higher ROI over time because:

• The software is developed to adapt to your processes, not the other way around.
• You won't have unnecessary features that will hamper performance.
• Software users have a say in how the program is designed.
• The software will be designed to integrate with existing applications and platforms, so you don't waste time on compatibility issues.
• The software will be developed at scale, so you won't be burdened with the cost of a new application every few years as your business grows.

#4: Get Employees Onboard

It's best to involve employees in the new software acquisition process from the beginning. They can tell you what isn't working with their current software, the benefits of applications they may have used in previous jobs, and what they would like to see in a new program.

They can be involved again in the testing phase. Once your developer is ready with an initial version of the software, your employees can test it to see if it resolves the issues they initially raised. They can then offer suggestions that the developer can implement in a new version.

This employee engagement process helps the software be the best possible fit for the processes you need to execute. And it encourages workers to use it to its full potential.

After implementation, it's time for training and any change management that needs to be implemented. For example:

• Have employee leaders who will learn the application and teach others.
• Change processes as needed.
• Offer rewards for user adoption.

#5 Reiterate

If your new software was custom developed, you can continue working with the developer even after it has been deployed. You can make suggestions for changes when you feel necessary. You can also call the developer if anything changes in your business so they can make appropriate adjustments to the app.

To create true software success, make this process part of a larger effort to ensure that all of your company's software is the best it can be. Plan an annual review and ask each department to conduct an analysis of the applications they are using. Anything that does not meet the company's objectives must be reviewed. If new applications are needed, start again from the beginning with a new business case.