Business software implementation can be a tricky business. You may become intimidated by just the thought of the entire ERP software implementation process. After all, you're no software expert. Then how do you go about implementing business software effectively without falling flat on your face?

You'll be glad to know it isn't as hard as it seems. Business software implementation can be a very smooth sailing process if done correctly. To comprehend how to implement business software correctly, you first need to understand it.

Enterprise Resource Planning (ERP) is used by businesses to efficiently manage critical areas of the organisation. A well-rounded ERP system can easily take care of needs such as accounting, human resources, marketing, sales, inventory, and more. You have centralised applications that work hand-in-hand to record and process data and information, and they can be accessed remotely from anywhere when you have a cloud-based system.

The most exemplary aspect of an ERP system is that you can maintain a single ecosystem that keeps real-time data fully integrated to provide powerful reports and insights into your operations. Accuracy is boosted by miles when you have one database, allowing for easy communication and collaboration between departments.

Using one interface allows for much faster processing, avoiding double entries, etc. Costs are also significantly reduced, such as back-office and administrative costs. Time is saved on data entry to allow for time to be given to more important aspects of the business. However, these benefits are only reaped if the ERP software is implemented effectively.

You may have the best software suite on hand yet not be reaping the benefits of the software due to weak implementation. A poorly implemented ERP system may even be slowing the business down even more. For example, employees are not correctly trained to use the system. So, how do you ensure you set off on the right foot and ensure your implementation process is smooth from the first step until the last?

The best way to ensure you implement your software correctly and effectively is to follow a simple yet invaluable software implementation process. We'll list the six critical phases of a successful implementation plan. If the procedure is followed, you'll have a successfully implemented ERP system on hand without the need for extensive technical knowledge or a degree in computer software.

Step 1- Business Analysis and Planning

The first step is to analyse and plan. Your priority should be to recognise your business' needs and where it's headed. What is its mission? How do you aim to help the company achieve that mission?

You also need to analyse what current threats or opportunities your business is faced with. What areas are those that you need to work on clearly? Which tasks can significantly be improved on? And which areas present a massive opportunity for advancement?

Once you've researched your business, come up with potential solutions and how you can expect an ERP system to help your team improve on the business' inefficiencies or help its promising areas grow. You also have a decision to make at this point on whether you want to go for an on-premises software suite or a cloud-based one that can be accessed remotely (the choice we prefer).

Step 2- Design

This phase of the six-step implementation process focuses on customising your ERP system to your unique needs. Once you have your chosen software, decide what modifications may need to be made to tweak the system to your specific needs. You should follow your detailed requirements sheet.

It's imperative to involve your users in the designing phase. Your workforce has the most intimate relation and understanding of business processes and what issues they face on a day-to-day basis. They provide invaluable insight into what will help and won't. They will also appreciate the involvement and welcome the new system when fully implemented.

Step 3- Development

You should have your team test out different features and provide feedback on the experience to identify what adjustments and fixes are needed. You may need to install the hardware and software required to dig deep and determine what works for the business and what could be altered. You can start developing the training plan at this point.

You should also start planning for data migration as it involves a heavy workload of extracting and transforming data from many different systems to one platform. There may be a lot of duplicate information as well as redundant information that is assessed to see if it is relevant or not before migration.

Step 4- Test Runs

Test. Retest. And then retest again. Keep testing until you and your team are satisfied with the result. At this stage, you should be testing your system and developing it synchronously. You should also migrate your data at this point to see if everything works well.

Many vendors support you by offering pre-and post-deployment tools and training for the workforce to ensure the ERP system is implemented well. You may receive lots of training material with your ERP software which should not be overlooked.

Step 5- Deployment

Finally comes the time you and your team has been waiting for. You're ready to launch your brand-new ERP software and put it into full use. All your hard work and planning pays off when you see how your preparation has reduced heap loads of post-deployment issues that would have hindered your operations had they not been vetted beforehand.

Do not expect everything to work perfectly. You will, without doubt, face many challenges, such as the workforce's adaptation to the system and areas that were overlooked. Ensure your development team is ready to tend to issues that arise, as there will be many during the first few weeks. As a contingency measure, you may wish to keep the old system active alongside the new one for a short while. However, the costs may add up, and user productivity is reduced.

Step 6- Consistent Support and Evaluation

This phase is more of an ongoing process as opposed to a step. An ERP system requires constant nurturing and maintenance to ensure your business is constantly updating itself and adapting to the changing needs of the market and organisation. You should be periodically analysing performance constantly to keep it evolving and improving.

Keep up with updates and additions of new features to the system. You may even need to upgrade elements such as hardware over the long run. Dedicate time to training staff and helping them master the use of the new ERP system. You should have a support team available to answer questions and provide support. Keep open channels of communication to not only support your team but to let them support you in providing valuable feedback and suggestions.

You’ve Got This

All in all, software implementation does not have to be a difficult task when done with patience and planning. The key is not to overlook planning, evaluating, and improving with each evaluation. Supporting the workforce is a must throughout the process. A successful software implementation can be a very smooth sailing process with careful dedication and commitment if each step is followed slowly and thoroughly.