Growing companies can be eager to improve by implementing new technology systems. Successful implementations typically lead to efficiencies gained from improved processes. Before starting an implementation project, it's crucial to first evaluate an organization's capacity for change. It is easy for a new or rapidly growing company to fall into the trap of hastily adopting a new system before the organization is ready.
In the long run, no progress is made, and organizations end up back where they started. Shiny new systems and processes are appealing, but the right foundation must be laid before jumping into an implementation.
Assessing an organization’s readiness for change paves the way for future implementation success. It prevents wasted time and resources and allows for a more thoughtful, effective approach to innovation.
Below are several key questions to ensure successful change happens.
Is the organizational structure well defined and consistent? An undefined or frequently changing organizational structure can hinder system implementation. If roles are constantly shifting, with employees leaving, joining, or assuming new positions, it creates an unstable foundation for the new project. A well-defined and consistent organizational structure is critical for clear communication and assigning responsibilities during the implementation process.
How and where are employees spending their time? If operational inefficiencies cause employees to prioritize fixing existing issues over new projects, it might not be the right time for implementation. A team overwhelmed by immediate problems or fixated on short-term revenue generation may lack the bandwidth to learn and integrate a new system.
Do business processes have well-defined roles and responsibilities? A common challenge in many organizations is the absence of clearly defined roles and responsibilities. When employees wear multiple hats and responsibilities are distributed on an ad-hoc basis, it complicates things. If a lot of employees are stepping in to pick up the slack where they can, roles get muddled. Establishing clear job descriptions and understanding who is responsible for what is essential for a smooth implementation. When it's time to learn and use the new system, people need to know their role to ensure every task is accounted for and to prevent duplicate or inaccurate work.
Are the organization’s targets realistic? Is the organization growing slower than anticipated? Is leadership’s vision for controls and systems disproportionately large compared to the company's current scale? A lot of organizations want it all—but their company just isn’t there yet. It’s important to align expectations with reality. Implementing complex systems requires a realistic assessment of capabilities and growth trajectories.
Do employees have the right knowledge for the implementation? Successful system implementation relies on the team's familiarity and comfort with new technologies. A lack of industry-specific technology knowledge or experience with similar systems among staff can significantly hinder the adoption process. Understanding an organization’s capabilities and providing the necessary training is key.
Does the organization have the resources to dedicate to project efforts and decision-making? A dedicated project lead is indispensable. Projects without a clear leader or dedicated team struggle to progress as day-to-day tasks take precedence. An internal resource who can make decisions and keep the project going is needed.
Organizations are best prepared for change and implementation when each of these areas are addressed first. Change is smoothest when a team is ready to adopt new technologies and is positioned to reap the full benefits. Anything less means wasted time and resources.
At Trenegy, we help rapidly growing organizations navigate change and system implementations to achieve long-term success and stay efficient. To chat more about this, send us a message at info@trenegy.com.
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Trenegy is a non-traditional consulting firm based in Houston, Texas.