Success in software deployment is directly linked to how the onboarding process is carried out. This involves monitoring the customer from contracting the service or purchasing the software to the final phase of implementation and use of the system.
Some steps are part of this process, such as defining the project’s key points and understanding the customer’s needs and the environment’s configuration.
If any of these phases are not in agreement, the result can mean a large amount of rework. Another consequence is the damage to the business, such as the difficulty in accessing relevant information for making strategic decisions in the company.
Next, we show six essential steps that should be part of any system deployment process. Keep reading!
Make Good Planning
The planning phase is one of the crucial steps in deployment. This is because it is at this moment that the fundamental points of the project are defined.
The first one is the software choice, which must meet the company’s needs. Therefore, it is necessary to know several alternatives on the market before opting for a specific solution.
Another care that must be taken in planning is assessing the need for further customizations and choosing alternatives that meet this requirement.
Planning should also include mapping and diagnosing the current situation of the company’s processes.
This mapping is important to identify which functionalities are necessary to meet the business needs. Leaving this activity aside can make the company invest in a system lacking essential business requirements.
It is up to planning to align expectations about implementation. For this, it is necessary to define what the priorities are. Based on the classification of what is most important, it is easier to plan how each activity will be done.
Create A Schedule
All good planning has a schedule. This tool is essential both to follow the evolution and to identify problems.
One of the main purposes of the schedule is to stipulate deadlines for deliveries and list all existing activities in the implementation process.
The tool lists all the activities that will be performed in the project, with their respective start and end dates. In addition, it informs which professional is responsible for each activity and the evolution of the task.
It is important to say that a schedule is a management tool that, to be efficient, must be based on a WBS — Project Breakdown Structure.
Elaborate A EAP
The WBS is a tool used to detail project activities. It works as a subdivision of the jobs that will be performed.
Its role is to ensure that all project activities are well mapped and organized so that it is possible to control the time and cost of each one. When preparing a WBS, some characteristics must be observed to ensure more efficient project control.
To do this, subdivide the tasks so that it is possible to understand which activities are part of a given scope. It is important to determine the relationship between activities. Thus, it will be possible to identify their deadline more accurately.
The tool is also useful for determining which tasks are critical and cannot be delayed in any way. Criticality must also be well specified in the WBS, which helps to determine priorities.
Train And Train Employees
A determining factor for the successful implementation of any system is user training. Many companies need to pay more attention to this phase to reduce project costs, which can pose a risk, including its efficiency.
This is because several features may not be used due to a lack of specific user knowledge. Another reason to carry out adequate training is to increase the team’s productivity. By knowing the system’s functionalities, users gain greater agility in the execution of daily tasks.
Prefer The Implementation Of Modules
There is software in which the implementation procedure can be very complex for the business, as in an ERP — Enterprise Resource Planning. The ERP is an integrated software in which all its modules interact. However, it is possible to make your deployment modular.
That way, there will be more time for the business to get used to how the system works, as many processes can undergo major changes. Another advantage of opting for modular implementation is the possibility of identifying any points where changes need to be made.
In addition, this process involves user adaptation, which can take some time and compromise the progress of the business. In this way, modular deployment makes this process lighter, which is essential to reduce the impact of changes on the business.
Monitor The Use Of The Tool
To ensure the efficiency of a system, all its functionalities must be used. To avoid leaving important processes aside, monitor how the tool is used. This follow-up must be carried out periodically because if any process is in disagreement, it is easier to put it back in place.
It is common for some users to insist on using old methods, such as spreadsheets or other forms of organization. To avoid this practice, the survey assessed the amount of system functionality and the amount used in practice.
Based on this result, it will be possible to determine whether users are using the software’s full potential or whether corrective measures need to be taken.
Throughout this process, the figure of the manager is essential, as he is the right person to conduct all stages of change efficiently.
Among his skills is identifying and mitigating risks that may affect the workflow. In addition, your direct contact with the team helps to improve team communication and guide your employees.