Implementing any new system in your organization can seem like a daunting task. In my thirty-plus years working in hospitality industry systems, I’d like to say I’ve seen it all, but I know that’s not the case. Every implementation is unique, and every environment creates its unique challenges.
A successful implementation doesn’t just happen, it takes hard work and commitment behind the scenes. Here are just a few key factors that will help to ensure a successful system implementation, for you and your entire team.
You’ve signed the contract now, it’s time to let your teams know what is about to happen. This seems obvious, but I can’t tell you how many times in my career, when my team would walk into an office ready to begin training to find only a handful of managers were even aware of what was coming.
To be successful your entire team, from your executives to your managers and the teams that they lead, need to be aware of what the system is, why it is being implemented, and
how it will positively impact their role in the organization.
2.Identify Your Internal Champions
Identify members of your organization who will become your Internal Champions. Utilize employees who you feel will be more confident and comfortable with the new program. They could be members of the team that participated in the selection process or employees who are excited about and interested in new systems and want to help make it a success. This core group of users will be vital to the successful implementation and ongoing encouragement of your team. Your champions will help you to guide your employees and provide feedback and support in areas where more attention may be needed.
3.Set YOUR Schedule
Implementations should be scheduled at a time that best suits the needs of your organization, nothing else. You do not want to cause unnecessary stress for your employees. For example, you certainly wouldn’t want to roll out a financial system when your accounting department is preparing month or quarter-end reports.
Meet with your Champions and your vendor to choose the best time to begin and clarify the full implementation timeline. If possible, consider a phased implementation, by implementing just a few departments at a time. Phasing helps identify and correct any potential issues or changes you want to make without impacting the entire organization.
Preparing your employees is the central part of the implementation process. Work with your application vendor to create a training process that works alongside your implementation schedule. Avoid just going through the steps and the “How To’s” of the application, instead share with them the full vision and positive impact this application will have on your organization.
Here are a few key things for you to cover along with your vendor’s specific training:
- Provide an overview of the entire application and how your organization will use its features and function.
- Show your employees how to use the application effectively in their department’s daily workflow
- Encourage your team to provide constructive feedback
- Let them know who they will turn to for support once the application goes live.
5.Have Some Fun
New system implementations can be a long and stressful process for you, your Internal Champions, and the entire organization. Take time to de-stress. I’ve had clients create Jeopardy-like games across departments, having them answer questions about the new application for prizes. Others have had kick-off lunches for the staff and mini celebrations as each department goes live.
And don’t forget to reward your Internal Champions for the extra time, effort, and enthusiasm they have put into this project.
Here at Performance Scoring, our application matches your organizational structure and changes along with your organization. Performance Scoring is not a one-size-fits-all performance management tool, it will grow and mold as your organization does. Just like our application, our Implementation team will work with you to customize an implementation plan that benefits your entire organization.
Partner with Performance Scoring today, to experience the benefits of unlocking effective performance management.