Implementation of custom business software is a process that entails certain risk. Many entrepreneurs resign from the investment of time and money in a bespoke application because of that risk, which is a failure at the final step – the implementation of the system in the company. However, there are ways to minimize that risk. Using our experience in software implementation, we have prepared 8 tips for anyone who is afraid of the process.
1. Choose a software house that offers support
While software houses usually help to identify the needs of the company and choose useful solutions, they don't always offer comprehensive support. What do we mean by „comprehensive support”? Help through various channels: online chat, email, Skype and desktop sharing, phone consultations, and face-to-face meetings. Meetings online and in person are held to design your system and train you and your employees in how to use it. We believe that only a combination of these channels guarantees the success of cooperation and the whole project.
2. Describe your company's needs and your expectations about the system in detail
Unsuccessful implementation often results from the fact that the final solution does not meet the initial requirements and expectations of the client. When can that happen? It can be caused by issues at the initial stage of identification of your needs and requirements. Explain those to the IT advisor who will help you design a complex application. Let them know any doubts or comments.
3. Make sure the processes are faithfully reflected within the system
A bespoke solution needs to be tailored to the needs of your company. That's why it is crucial to ensure the processes in the system is a faithful representation of the processes taking place in your business.
4. Choose a high-quality solution
When outsourcing bespoke software, choose a software house that offers solutions of the highest quality. SaaS is a good choice. It is an application you can access through a browser without the need to install software on your devices. It is also important to think about the choice of programming language and technologies. We highly recommend Ruby on Rails – a flexible programming language allowing us to introduce changes, which ensures the software can be further developed; and vue.js – a technology which is uniquely fast and efficient.
5. Make sure your employees understand that the implementation of the new system is important
In the end, it is the who will be the final users of the application. It is good if they know their opinion matters right from the beginning when we start to design the solution. This will let them see how the tailor-made application will streamline their work processes.
6. Provide all the relevant data before you start using the application
The implementation is the time to import all the key data into the system to ensure it is used effectively. If the aim of the solution is to gather all data in one place and to help organize it in the future, this step is the basis for achieving your goal. You can import data yourself or let the software house do it for you but make sure this is included in the agreement.
7. Make sure all your employees know how to use the application
The ideal scenario would be the software house training all the employees. Unfortunately, it is not possible in big companies. In such case it is crucial to ensure the representatives taking part in the training are able of passing the knowledge to other workers. The amount of time invested into the training of your employees should be tailored to the size of the application and the speed of information aquisition.
8. Change the way you organize your data
New functions offered by your application may require certain changes in the way processes are carried out. If the bespoke application is supposed to help you gather data in one place, your employees should stop using certain software they used up until now. Often, the changes entailed by the introduction of the new application are very small and seemingly with no large impact but they visibly help to streamline the daily work processes and increase the efficiency of the whole team.
More articles:
How to identify your company's needs in terms of building bespoke software?
Comparing offers of tailor-made software - what to look for?
9 things you should know before you talk to a software house
See our work:
Bespoke application for course management - CRM/ERP/BI - Geneva, Switzerland
Dedicated web application for group buying for entrepreneurs - SaaS/CRM/BI - Poznan, Poland