How to Implement a New System Successfully

How to Implement a New System Successfully

Jen Lawrence
Jen Lawrence

Business Process Consultant focusing on streamlining workflows, optimizing tools, and aligning teams for operational efficiency and effectiveness.

Implementing a new system or process can be frustrating if all the hard work put in doesn’t stick. We evaluate, design, implement, and then, disappointingly, nothing works how we hoped. Why? Most systems and processes fail because the team is not aligned for the new system rollout. Team members don’t understand the context of the change, the importance of the improvement, the goals of the project, or their role in bringing the new system to reality. The good news is this is easily solved. Implement a new system successfully by ensuring your team is involved, informed, and well-equipped.

Here are five things you can do to ensure your new system or process is embraced and sticks.

Align your team around the vision

Your team should understand why this new system is needed. Provide context, including the pain points, and how this new system will ease the way they work. Also, communicate the anticipated timeline and what success will look like.

Involve your team

When brainstorming about a new system, or deciding what features and functions are included, involve your team in the process. Collect their feedback to ensure they not only feel heard, but you are also solving true issues for their work environment. 

Set expectations

Often new systems are brought in to replace old ways of doing things or technology. Set expectations with the team about the timeline of implementation and when old systems or old ways of doing things should discontinue. 

Have a training plan

Train your team on the new system or processes immediately. The first training session should be simply an orientation to help the team understand the various functions and features of the system or a process. From this initial session, provide training opportunities or materials for ongoing development, such as sending out related webinars and tutorials. Take it a step further by adding training lunch and learns or other ad hoc training opportunities to build the team’s confidence with the system.

Review and revise

Regularly come back to your system to evaluate its efficiency and effectiveness for your current business needs and goals. This can be done well in a quarterly process review or annual systems review. Ask your team to individually provide feedback on how the system is working and what improvements would be helpful. Combine this feedback, and in a meeting together, sift through the themes and create a plan to adjust the system.

All the effort put into system and process improvement should be done with the end in mind. Not only should you focus on what the system will achieve, but also how it will be used. Thoughtfully involve and train the team members who will be using the system to improve implementation success greatly.

As you work to improve your operations, a strategic partner can make all the difference in successful design and implementation. My services help you optimize your people, processes, and technology to ensure sustainable operational excellence. Learn more about how I can support you here.

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