When we introduce our technical implementation process to non-technical people, we pitch this analogy: think about implementations like building a home.
You wouldn’t just put on your hard hat and begin building. First, you’d consult with an architect for the placement of your home features. Then, you’d bring in your engineer, who can determine the best materials and appliances necessary to withstand the test of time. Finally, your general contractor would put it all together and bring that dream home to life.
Just like the construction of a new home, technical implementations require several stages of preparation before configuration can begin. You need to unpack the requirements of your organization. You need to know which features and capabilities are imperative for your success. You need a blueprint.
Because of this, technical implementations are a longer process than most companies expect. Too often organizations picture their tech from the perspective of the end user without considering the means to get there. To obtain a complete, best-in-class solution, it’s going to take a lot of organization, customization, and patience.
Misalignment, wasted budgets, and frustrated users can all be avoided by preparing all the pieces of your technology implementation puzzle before implementation begins.
Total number of requirements
Before you get started on a technical implementation, it’s best to determine your total number of requirements. These requirements can include features, integrations, and number of users. Any variable that will shape your software into the most practical and effective version for your organization’s needs, note ahead of time.
Further, you want to be able to identify the complexity of these requirements. Some may be simple or native to the software, while others will require coding or customization to work. Mapping out all of these requirements up front makes for a more efficient assessment and implementation process overall. More importantly, it guarantees a better end result.
Business process changes
New or modernized technology stacks require a good understanding of any business process changes that come with them. The last thing you want to do is move old, inefficient processes into a new system. You want to think through your workflow and optimize how work gets done before you migrate.
You’ll want to take advantage of the software’s capabilities and consider how you can best leverage the applications you’re deploying to create efficiencies. Anticipate some growing pains with your business process changes, but understand that they are ultimately the key to peak productivity.
Data migration plan
How hard can it be to download and upload data? Very.
Every case is different. If you’re talking basic property fields with no activity history, migrating data to a new system may not take much time. More often than not, you’ll want to migrate activity history and match it to a timeline for historical reporting. Or, you need to migrate functioning workflows and automations to your new system. Maybe you have an archive of documents and assets that need to be migrated.
Each requirement creates a new set of complexity. Preparation of your data is imperative to properly mold to a new data map. This can include data cleansing, organizing, manipulation, or a combination of these proactive measures.
Security and permissions
Setting the correct security and permissions on your system is something you want to do right the first time. The last thing you want is for someone to exploit your data suite for their own gain. Make sure the right people have the right ring of keys.
This stage can require a lot of back and forth to determine who requires a particular level of access. Conducting internal security reviews and mapping out access permissions are essential to preserve the integrity of your system as a whole.
Documentation and training
Configuring your new software is only half of the battle. Making sure that it’s used to the best of its ability is an ongoing practice you’ll need to take just as seriously. The right documentation and approach to training your team can make a significant difference.
Throughout the developmental stages, ask yourself these questions. How much system documentation do you need? Are you training entire teams or a single subject matter expert that will relay procedure? Are you working with a third party, or are you doing this internally? Establishing these details helps for long-term preparedness and smoother onboarding processes.
Integrations
Integrations are wild cards. Some are “out of the box” solutions that are natively built into your applications and software. Others require customization, integration endpoints built from scratch, data migration, custom objects and more. There is a full spectrum of possibilities, all of which can impact your cost and timeline.
After the implementation
The post-implementation phase is a time to pressure test your reinvented system. It might not be perfect, and it will change. Sometimes, your needs might change mid-implementation, or after as you iterate your process.
Be patient! Your software is an ever-changing and evolving system that needs to keep up with your business growth. Nothing is permanent, and therein lies the potential of it. Software will always update and improve, as will your business processes. Establishing a tech stack that’s well-equipped to evolve alongside you promises long-term success.
Our philosophy at OBO is to measure twice and cut once. We take extra care to ensure you get things done correctly the first time. Diligence, planning, and organization are the magic ingredients to a successful technical implementation.
We’d love to work with you. Book a free consultation with us today.
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