For any organisation to stay ahead of the competition or survive the tough business landscape, it needs to embrace innovation. There are many technology solutions continuously developed for a variety of purposes and functions. All that is left is to identify what your organisation needs to improve in different aspects, such as operations, productivity, and marketing. Adopting a brand-new system is hardly easy, even for a small business. There are many considerations to make and steps to take. Without careful planning, implementing a new technology can fail, impacting your operations and finances. What do you need to do for a successful technology implementation?

Get A Clear View Of Your Business Goals

More often than not, implementing a new technology happens due to three main things: to solve an existing problem, improve operations, and increase opportunities to scale. Identify your goals before implementing a new system for better decision-making. Is it really worth the time and investment to get a new system rather than stick to the old one? Use your goals as a roadmap to help you navigate through the process. You should also identify the outcome you expect from the transition. If you want to automate your company’s financial process, for example, using updated accounting software is the next best solution. You just need to integrate it properly into your existing workflows. 

Perform A Readiness Check

Is your organisation well and truly ready for a change? Anyone and anything that will get in the way will become roadblocks in the implementation. One of the things you need to look into is the existing infrastructure. If it doesn’t support the new technology, there will be major changes ahead that may not be practical. This is especially true if you end up spending more and losing valuable time you could have used to make profits. The same is true if the new system can’t be integrated with the current workflow. This could mean painful adjustments for everyone involved. It’s also highly recommended to check if any of your employees are tech-savvy or will require extensive training to run and manage the system. Going back to the new accounting software, they may require MYOB training and support to properly use it.

Engage With Key Stakeholders

Even when the entire organisation appears ready, there may still be resistance to change. It’s important to engage key stakeholders, from employees to executives, so everyone is on board. Show them how they can benefit from the new technology, such as increased productivity, reduced downtime, and more profit. If there are any concerns with the integration, make sure to discuss them openly and share solutions to give them peace of mind. This will also increase their confidence in business digitalisation through the new technology. To boost engagement, get their input on the team members that will join the cross-functional change team. Who will join in the beta testing and training before full deployment?

Choose The Right Technology Partner

Now that everyone is on board, it’s time to identify the new software solutions that your organisation needs. Not all providers are created equal, and it’s important to choose the right company. Look beyond the technology they offer and check out their experience in the industry. How long have they been implementing the system, and how many successful clients do they have? Apart from training and support, you should also check if they have the capacity to scale as your business needs to grow. While it’s good for the new system to be aligned with your company’s requirements, knowing the providers are experts on it will ensure a smooth integration.

Invest In Proper Training

An implementation of a new technology is only successful if and when your employees can properly use it without support from the providers. Or they’re independent enough to only require support during occasional hiccups. This means they need to be well-trained during the implementation and transition phases to become more effective. How else can your organisation benefit from the new system? So invest in hands-on workshops, particularly interactive sessions, for better knowledge retention. Custom training may be required for certain team members. The same system may be used differently by accountants and HR staff, and tailored training will more than help.

Plan For A Smooth Transition

Rushing an implementation is a huge mistake that can cost the business time and money. The best approach is to implement it in phases to avoid problems and disruptions. Start with a pilot programme where the new technology is first tested by a small group. During this phase, problems and challenges encountered are identified and resolved. Doing this with a small number of people is more manageable than having to deal with a company-wide problem. It’s also important for the training and testing to run in sandbox environments. Doing so will protect the live environment from any errors or instability as employees interact with the technology.

Then, run the old and new systems at the same time so you know how to best transition from the old to the new. The last phase would be for the dedicated team to run the new technology independently but have external consultants and an IT team ready for any technical issues. Let the system run until it’s ready for a full deployment.

Don’t Forget About Data Security and Compliance

With the integration of a new technology, security might be compromised. Conduct a detailed assessment of any potential threats and vulnerabilities, then implement appropriate risk mitigation strategies. Make sure the security configurations remain strong to prevent vulnerabilities that may arise during the updates. Encrypt sensitive data and use authentication measures to prevent unauthorised access.

Monitor Performance and Gather Feedback

Implementation may stop at full deployment, but there’s still work to do. There’s no guarantee that the new technology will run smoothly at all times or deliver as expected. Track its performance using key metrics, such as time saved, number of errors or the lack of them, and employee satisfaction. Get everyone to share their thoughts, especially in relation to their experience while using the brand-new technology. A period of adjustment is expected, and working through any kinks will ensure long-term success.

Integrating new software into an existing infrastructure can be overwhelming. With proper planning, choosing the right partner, investing in training, implementing security measures, and monitoring and feedback, success can be achieved. If you’re looking to embrace new tax accounting software, consult with MYOB Acumatica for end-to-end business solutions, comprehensive training, and ongoing support.