Whether it’s a CRM, an accounting platform, a project management portal, or something else entirely, embracing a new tool is part of any company’s natural evolution. Eventually, you’ll find an app or a piece of software that can do the job better (and perhaps even cheaper) than what you’re already using, and it will make more practical and financial sense to switch over to it.

Navigating this process can be tricky, though, especially if the software is markedly different to what you were running beforehand. To avoid teething issues, make sure you’re investing in the best system for your needs AND keep your employees onside throughout the introduction of a new piece of software, here’s what you need to do before, during and after the launch.

Understand the system’s capabilities

Carry out a full audit before you settle on any new system. Make sure it does exactly what you need it to do and don’t just invest in it because you’ve got shiny new thing syndrome or you know it’s what your competitors are using.

Cleanse your data

There’s no point bringing old or inaccurate data across from your old system to your new system. Review the information you’re holding and tidy up your database before you start any migration.

Make sure your software and hardware is up to date 

If your equipment isn’t suitably optimised, it may not be able to run the system properly, leading to performance and perhaps even security issues. Always download the latest updates and patches before launch and read the software’s specifications to make sure there aren’t going to be any conflicts that could prevent you from using the system to its fullest potential.

Communicate your rollout timeline

Let your staff know what’s going to happen and when, so there are no surprises and they can plan around any expected downtime accordingly.

Do things by the book 

It takes a little time and effort to learn any new software. Don’t be tempted to cut corners or find ‘back door’ ways to do things, particularly if you have never worked with this system before. Read the manual, attend the tutorials, and ask the developer for help if you need to!

Train your staff properly

This is vital to ensuring that staff are 100% comfortable with the new system, and you’re squeezing as much value out of it as you can. Make sure your team members know how to troubleshoot issues and report any problems, as this will help to minimise frustration and reduce downtime if and when things aren’t quite going to plan.

If you need help choosing or implementing a new tool for use within your business, speak to the team here at ECOM UK. Our IT support service can be tailored to include everything from new software recommendations to post-launch contingency planning.