“Before anything else, preparation is the key to success.” Alexander Graham Bell
Preparation is essential for any goal you set in your personal and business goal you set. Using a software solution is not an exception to this rule.
Let’s examine how you can set your team up for success as your company uses a software solution.
Have a plan! While preparation is essential, it is the execution of a well-prepared plan that is critical to success. “If you don’t have a plan, you are planning to fail.” Benjamin Franklin.
Preparation for a Successful software solution rollout and adoption:
Include your managers and staff in the decision-making process when choosing a solution. They are more likely to adopt and use the software solution if they are part of the decision-making process.
Have an implementation plan in place with deadlines and milestones to reach. The plan should include removing the old system and fully adopting the new software solution.
Know the system requirements. Do you need new computers, hardware, networking, other software components, internet options, and credit card processing?
Purchase needed hardware.
Ensure your network is set up correctly, as applicable.
Purchase additional software components, if needed. For example, will you be using QuickBooks Desktop or QuickBooks Online? If so, you must contact Intuit and purchase based on your needs.
Will you be starting a new accounting package or company file? If so, consult with your accountant to ensure your accounting platform is set up correctly.
Ensure your accounting personnel has entered all required data into the accounting system, including the chart of accounts, taxes, users, items, vendors, customers, and applicable balances.
Back up your data from the previous platform.
Can any data in your current system be imported into the new software solution? If so, ask for precise details about the data fields. Which specific data fields can be imported?
Plan for data entry into the new system. Who will be entering the initial data into the new system? How long will this take?
Contact the integrated credit card processor and set up an account.
Have at least one or two Power Users. These people at your business will strive to be experts on your business processes and using the software solution. You might want to reward your Power Users with a promotion or salary increase.
Review your personnel needs. Do you need to hire a manager, accountant, bookkeeper, or temps during the system implementation phase or long-term?
Training and onboarding are essential. If the software company offers onboarding and training to ensure your staff is trained and the system is set up correctly, schedule these services asap and ensure your team attends these training and onboarding sessions. Scribble Software offers training, onboarding, map creation, data services, and much more to get you and your team up and running quickly and efficiently.
Ensure key staff members receive the proper training for the data and processes they are held accountable for. At the same time, have boundaries in place. Everyone on your team may not necessarily need training on all parts of the software solution.
Hold your team accountable. Managers should set expectations and then hold their staff responsible for the same. For example, if a team member does not enter the data, the manager should meet with the staff member and reiterate that the business will use the new system moving forward.
Reward team members and managers who contribute to the initial and continuing success of the software solution rollout.
Assess your procedures. Do you have checks and balances in place to ensure data integrity?
Have processes and procedures to verify the data is always entered correctly.
Run reports to verify data, including audit reports.
Encourage and implement ongoing software learning and training.
It is all about Perseverance! A successful implementation is the first key for your company to use a new software solution. However, without a plan and procedures to continue using the software on an ongoing basis, your efforts to implement a software solution to help your management team make business decisions will be unsuccessful. “Planning and perseverance will bring your mission to fruition.” ― Rob Liano
Stop wasting money and time with manual processes or an outdated system! Invest in your business today by automating these processes with Scribble Software solutions, saving time and money exponentially.
We are here to help you choose the right solution and services for your business needs, whether desktop or cloud. For more information on all our products, check out our website and give us a call today! We would love to help you streamline this part of your business!
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