5 Key Factors to a Successful Implementation

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.

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.

1. Effective Communication

After signing the contract, it's imperative to apprise your teams of the impending changes. While this might seem obvious, my career experience has shown that many times, only a handful of managers were aware of upcoming changes when my team arrived for training.

To ensure success, your entire team, ranging from executives to managers and their respective teams, needs a comprehensive understanding of the system, its purpose, and the positive impact it will have on their roles within the organization.

2. Identification of Internal Champions

Pinpoint individuals within your organization who can serve as Internal Champions. These are employees who exhibit confidence and familiarity with the new program. They might include members who were part of the selection process or those genuinely enthusiastic about new systems and willing to contribute to its success. This core group of users will play a critical role in successful implementation and ongoing support for your team. They will offer guidance, feedback, and assistance in areas requiring additional attention.

3. Tailored Implementation Schedule

Select an implementation timing that aligns best with your organization's needs, without unnecessary stress for your employees. For instance, introducing a financial system during your accounting department's month or quarter-end reporting would be ill-advised.

Engage with your Champions and your vendor to determine the optimal start time and establish a comprehensive implementation timeline. If feasible, consider a phased implementation, rolling out the system department by department. Phasing enables you to identify and address potential issues or desired changes without impacting the entire organization.

4. Comprehensive Training

Preparing your employees constitutes a central aspect of the implementation process. Collaborate with your application vendor to design a training process that complements your implementation schedule. Instead of solely focusing on the step-by-step "How To's," share the holistic vision of the application's positive impact on the organization.

In addition to your vendor's training, cover the following key aspects:

• Offer an overview of the entire application and its intended functions within your organization.
• Demonstrate effective usage of the application in each department's daily workflow.
• Encourage your team to provide constructive feedback.
• Communicate the support channels available to them once the application is live.

5. Have Some Fun

Implementing new systems can be a lengthy and stressful journey for you, your Internal Champions, and the entire organization. Dedicate time to alleviate stress. Some clients have organized engaging activities like Jeopardy-style games across departments, featuring questions about the new application with prizes at stake. Others have initiated kick-off lunches or celebrated each department's go-live milestone with mini events.

Remember to acknowledge and reward your Internal Champions for their additional time, effort, and enthusiasm dedicated to the project.

By Dave Bell