Article Software Transition Plan: Transitioning to New Programs

When you’ve had enough, you’ve had enough.

If your team’s productivity is plummeting because of legacy software systems or outdated business processes that aren’t streamlined, it may be time to consider adopting new processes.

The biggest fear when transitioning to a new software program is that it’s not the best option for your team, or you’ll lose precious time to training and deployment. But if it’s not done at all, you and your team could feel the stress of increasing time waste.

You can, however, build a bridge over these pitfalls in the form of an iron-clad plan that prepares your deployment team, as well as end-users, for the transition.

How to Choose Software for Your Business

Just as there are many routes to your destination, there are a lot of software options out there. In fact, the average enterprise uses almost 1,500 distinct cloud services.

Picking services that offer the fewest bumps and correct scope can be challenging.

With many programs that fit your business objectives, it can be confusing trying to navigate the waters on your own. It’s not just a matter of picking the features you need, but identifying the features you don’t. It’s important to note the additional, unused features that may slow down your progress.

This is where IT service providers can provide insight into the best option for your unique requirements and ideal processes.

Consult with an IT strategist

Consider partnering with a professional who will learn the ins and outs of your business, and can then take that knowledge to the market to find the best available system for your needs.

Through an analysis of the pros and cons of every available system, your consultant can then make sure that you’re deploying the best possible option for your needs.

Considerations When Choosing Software for Your Business

There isn’t just one consideration that rules them all when choosing software. You must form a comprehensive cost-benefit analysis that considers the following:

• Cloud-based services (SaaS) vs. on-premise
• Complete software functionality and limitations
• User needs (mobility and accessibility)
• Cost (manufacturer licensing structure, roadmap, etc.)
• Implementation, management and scalability
• Privacy and compliance
• Integration capabilities

Build Software Designed for Your Specific Needs

Just because what’s on the market isn’t meeting your needs doesn’t mean that you have to settle. If you feel like you’ve exhausted all your options, consider building a program that checks every box.

Oftentimes, creating a custom software program isn’t as expensive as deploying an existing one, and you can name your configurations to ensure that it meets all your needs. For example, IT service and solution providers can design an app that automates workflow, and is simple to use and easily customizable.

Don’t Be Surprised! Identify and Acknowledge all Current Problems

Your best offense is a strong defense. When you have a clear plan in place, you can easily avoid potential roadblocks in a transition from your legacy system to a newer, more robust platform.

So what are your problems?

Disparate Software Products

If your team is running multiple programs that don’t speak to one another effectively, it means more manual work than necessary to bridge the gap. This can result in:

• Ballooning soft costs
• Files getting lost
• Lack communication between your IT team and other teams

High-Maintenance Programs

Are you running a program that requires frequent updates, crashes often, or is simply too old to function properly? Maybe the support from the original vendor is not enough to keep you up-and-running, and because of this, you’re losing time on productivity.

Inefficient processes can impact your teammates' quality of life.

• 51% of employees say stress is the reason they’re not as productive at work (American Psychological Association)
• 62% of American workers said they call in sick due to stress, but up to 71% of Canadian employees admit the same (Kronos Inc.)
• Over $300 billion dollars per year is lost to employee productivity (American Institute of Stress)

If your our systems are causing your employees stress, resulting in lower productivity levels, it’s time to consider a change.

Too Many Manual Operations

Technology now provides the ability to automate many key functionalities. If you have to email the latest document, or print and carry it upstairs, this isn’t the best use of your time.

Lack of Centralized Storage

If your team can’t access a file because someone’s off sick and it’s saved on their hard drive, you’re losing an entire day to that portion of the project — potentially missing a deadline.

Acknowledge these problems and others and create a performance diagram

Clearly laying out how your business operates will point out obvious road bumps. Once you can see how everything interacts, you can then plan your target operations and see how software would work in an ideal world.

By setting realistic goals, expectations, and project timelines, you can better navigate the beginning phases of your search for the best possible software.

Get Started with Your Software Transition Plan

At Insight, our team of consultants is focused on preparing your business for a transition that works for you. Whether you’re switching to one new software platform or merging several into a centralized solution, our team can make sure that you’re choosing the best option and that deployment goes off without a hitch.

We know that bumpy roads can cause some serious hiccups in your business plan, but your IT should work for you to propel your business forward — not hold you back.

Our consultants can assist with project mapping, software decisions, deployment, and ongoing support to ensure that you have the best possible technology backing you up to support your business goals.