{"id":10350,"date":"2018-10-05T08:00:29","date_gmt":"2018-10-05T08:00:29","guid":{"rendered":"https:\/\/twproject.com\/?p=10350"},"modified":"2018-09-30T09:40:07","modified_gmt":"2018-09-30T09:40:07","slug":"project-management-software-7-tips-help-team-implement-new-software","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/project-management-software-7-tips-help-team-implement-new-software\/","title":{"rendered":"Project management software: 7 tips to help your team implement a new software."},"content":{"rendered":"<p>Implementing a new project <strong>management software<\/strong> is not a trivial task!<\/p>\n<p>It is a very complex process that must be faced in a methodical and thoughtful way.<\/p>\n<p>You must be aware that this is a real <strong>change in the company<\/strong>. A profound change, especially if it involves a large number of workers and teams.<\/p>\n<p>Like all changes, this change can also provoke opposition. A real <strong>resistance to change<\/strong>.<\/p>\n<p>Fortunately, there are several <strong>strategies to follow<\/strong> that allow to create acceptance among employees.<\/p>\n<p>Today we are going to see some of them.<\/p>\n<p>*****************<\/p>\n<p><strong>&#8220;CONTENT INDEX&#8221;<\/strong><\/p>\n<p><a href=\"#before-new-software\">Before purchasing<\/a><\/p>\n<ul>\n<li><a style=\"text-decoration: underline;\" href=\"#change\">Identification of the need for change<\/a><\/li>\n<li><a style=\"text-decoration: underline;\" href=\"#impact-analysis\">Performance of the impact analysis on the stakeholders<\/a><\/li>\n<li><a style=\"text-decoration: underline;\" href=\"#requirements\">Finalization of the requirements<\/a><\/li>\n<\/ul>\n<p><a href=\"#after-new-software\">After purchasing<\/a><\/p>\n<ol>\n<li><a style=\"text-decoration: underline;\" href=\"#training\">Training<\/a><\/li>\n<li><a style=\"text-decoration: underline;\" href=\"#uat\">User Acceptance Test &#8211; UAT<\/a><\/li>\n<li><a style=\"text-decoration: underline;\" href=\"#transition\">Coordinate the transition between one software and another<\/a><\/li>\n<li><a style=\"text-decoration: underline;\" href=\"#reward\">Reward the implementation team<\/a><\/li>\n<li><a style=\"text-decoration: underline;\" href=\"#measure\">Measure the results<\/a><\/li>\n<li><a style=\"text-decoration: underline;\" href=\"#feedback\">Ask for feedbacks<\/a><\/li>\n<\/ol>\n<p>*****************<\/p>\n<p>First of all, it is essential to contextualise the moment of intervention.<\/p>\n<p>This is because the strategies that allow to improve the implementation of the new <strong>management system<\/strong>, can be used in two fundamental moments:<\/p>\n<ol>\n<li>Before choosing and purchasing the new software<\/li>\n<li>After the purchase.<\/li>\n<\/ol>\n<p>Clearly, it is possible to take action at any time. Let&#8217;s see how:<\/p>\n<p><a name=\"before-new-software\"><\/a><\/p>\n<h2><strong>Act before selecting and purchasing the new project management software<\/strong><\/h2>\n<p>The first step to facilitate the adoption by the user, in this case the worker, of a <strong>new project management tool<\/strong> is to involve him\/her.<\/p>\n<p>Finding a <strong>team to manage organizational changes<\/strong> is a great way to overcome some of the resistance to change.<\/p>\n<p>This group will be responsible for <strong>creating an organizational change plan<\/strong>. The plan will be designed <strong>to involve stakeholders during implementation.<\/strong><\/p>\n<p>This group will therefore be responsible for three key aspects:<\/p>\n<ul>\n<li>Identification of the need for change<\/li>\n<li>Performance of the impact analysis on the stakeholders<\/li>\n<li>Finalization of the requirements<\/li>\n<\/ul>\n<p>Let\u2019s every point in detail.<br \/>\n<a name=\"change\"><\/a><\/p>\n<h3><strong>Identification of the need for change<\/strong><\/h3>\n<p>This means <strong>taking a proactive approach to change<\/strong> and not a passive one.<\/p>\n<p>Active research into ways and <strong>tools to improve inefficiencies<\/strong> will not only improve output, it will also be a great way to support the evolution of the project manager in his role.<\/p>\n<p>An <strong>organizational strategy<\/strong> should be implemented and initiatives must be linked to <strong>business goals.<\/strong><\/p>\n<p>It is also necessary to know the goals that all the teams, or the company in general, are trying to achieve and all the <strong>critical points that can hinder success.<\/strong><\/p>\n<p>Having identified the goals that project teams are trying to achieve, it is possible to work to decide whether a <strong>new project management software<\/strong> can help in achieving these goals.<\/p>\n<p><a name=\"impact-analysis\"><\/a><\/p>\n<h3><strong>Performance of the impact analysis on the stakeholders<\/strong><\/h3>\n<p>In order to perform a proper impact analysis on the interested parties, it is essential to create a list of each person, team and department that is going to use the new tool.<\/p>\n<p>Not only is it necessary to indicate <strong>who the stakeholders are<\/strong>, but also how they will be influenced by the new software.<\/p>\n<p><strong>The consensus of the stakeholders<\/strong> is the key for a <strong>successful implementation.<\/strong><\/p>\n<p>It is important to communicate because change is essential. Not only that &#8230; the parameters that will be used to compare the products and who is responsible for the <strong>final decision<\/strong> should also be known.<\/p>\n<p>When stakeholders know why change is occurring and how it will have a direct impact on them, they are more likely <strong>to be motivated and involved in using the new tool.<\/strong><\/p>\n<p>In fact, the <strong>best implementations<\/strong> provide an explanation on why the new software is being implemented. Advantages will also derive from the knowledge of benefits for everyone and clarity on <strong>the timing of implementation<\/strong>.<br \/>\n<a name=\"requirements\"><\/a><\/p>\n<h3><strong>Finalization of the requirements<\/strong><\/h3>\n<p>After having done the <strong>analysis of the impact on stakeholders<\/strong>, it is necessary to have an idea of the requisites required by each one of them and the way in which they translate into <strong>functionality within the new software.<\/strong><\/p>\n<p>For example, imagine that the result you are trying to achieve is <strong>a better planning of a project<\/strong>, with which stakeholders want to keep track of <strong>employee skills<\/strong>, availability and performance.<\/p>\n<p>In this case, the <strong>key features<\/strong> expected from the new software will include <strong>resource management<\/strong> with these specific criteria.<br \/>\n<a name=\"after-new-software\"><\/a><\/p>\n<h2><strong>After the purchase of a new project management software<\/strong><\/h2>\n<p>Once the research has been carried out, compared to other products and taking into account the needs and requirements, the new <strong>project management software<\/strong> is purchased and installed.<\/p>\n<p>Now begins the proper <strong>implementation phase<\/strong> of the new project management tool within the organization.<\/p>\n<p>Software implementation may require a long initial process. The benefits that will result in the long term, however, will be worth the <strong>time commitment<\/strong>.<\/p>\n<p>While working in <strong>implementing a new system<\/strong>, there are a number of factors to consider. These are factors that can bring undoubted advantages. Let&#8217;s see them together:<br \/>\n<a name=\"training\"><\/a><\/p>\n<h3><strong>1) Training<\/strong><\/h3>\n<p>When implementing a new project management software, it is a good practice for the <strong>software company <\/strong>to train one or several key people who will be able to <strong>manage the system<\/strong>.<\/p>\n<p>That or those people become the &#8220;experts&#8221; and will therefore be responsible for teaching others.<\/p>\n<p>In some other cases, it is preferable to train all the personnel that will have to deal with the software.<\/p>\n<p>It is important to avoid misalignment regarding the use of new software. Misalignment can mainly be avoided by creating rules, FAQs and practical documents. You can also limit the rights and have a limited number of administrators \/ moderators.<\/p>\n<p>To support this delicate situation, in TWproject we have thought of two areas of intervention able to provide multiple solutions<\/p>\n<ul>\n<li>An area is linked to direct training, through courses and webinars dedicated to the company.<\/li>\n<\/ul>\n<p>At this link you can find all information: <a href=\"https:\/\/twproject.com\/it\/servizi\/\">https:\/\/twproject.com\/it\/servizi\/<\/a><\/p>\n<ul>\n<li>The other is always available online (both in Italian and in English) <a style=\"text-decoration: underline;\" href=\"https:\/\/twproject.com\/support\/it\/\">https:\/\/twproject.com\/support\/it\/<\/a><\/li>\n<\/ul>\n<p>A proper user manual, simple and always available, which updates on the basis of new releises and requests from the users.<br \/>\n<a name=\"uat\"><\/a><\/p>\n<h3><strong>2) User Acceptance Test &#8211; UAT<\/strong><\/h3>\n<p>This is an important step. The aim is to ensure that the software works as intended and to help in <strong>finding any bugs.<\/strong><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-10347 size-large\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-management-software-uat-test-1130x754.jpg\" alt=\"project management software uat test\" width=\"1130\" height=\"754\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-management-software-uat-test-1130x754.jpg 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-management-software-uat-test-630x420.jpg 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-management-software-uat-test-705x470.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-management-software-uat-test-450x300.jpg 450w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-management-software-uat-test.jpg 1280w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/p>\n<p>It will be important to test few data in order to see if the software correctly processes all the information and in order to allow the staff <strong>to get used step by step.<\/strong><\/p>\n<p>If the system is integrated with other software tools, it is important to ensure that the systems communicate correctly.<br \/>\n<a name=\"transition\"><\/a><\/p>\n<h3><strong>3) Coordinate the transition between one software and another<\/strong><\/h3>\n<p>When it is time to start <strong>switching to the new software<\/strong>, it is a good practice to keep the information even in the old software.<\/p>\n<p>This allows the staff to get used to the general appearance of the new software and creates a <strong>greater level of trust <\/strong>before moving on to full use.<\/p>\n<p>For a short time, the two systems can run simultaneously.<\/p>\n<p>It can take between 6 and 12 months for users to feel completely comfortable with the new software. During this period, historical information should be always accessible.<br \/>\n<a name=\"reward\"><\/a><\/p>\n<h3><strong>4) Reward the implementation team<\/strong><\/h3>\n<p>When certain employees have worked harder <strong>to implement the new software<\/strong>, it is a good idea to reward them<\/p>\n<p>A party, a small bonus, a gift, a verbal &#8220;thank you&#8221;. These gestures can mean a lot. Such gratification is often worth more than a cash prize.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-10348 size-full\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-management-software-team.jpg\" alt=\"project management software - team\" width=\"640\" height=\"276\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-management-software-team.jpg 640w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-management-software-team-630x272.jpg 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/project-management-software-team-450x194.jpg 450w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/p>\n<p><a name=\"measure\"><\/a><\/p>\n<h3><strong>5) Measure the results<\/strong><\/h3>\n<p>After the implementation of the new software, it is a good idea <a href=\"https:\/\/twproject.com\/blog\/project-milestones\/\" target=\"_blank\" rel=\"noopener\"><strong>to analyze and measure the results <\/strong><\/a>in order to monitor the trend.<\/p>\n<p>This can include things like the ability to process more orders in a day, the reduction wages paid for overtime or other factors.<\/p>\n<p>Continuing <strong>to monitor and measure<\/strong> during the year is a good practice to make sure that the investment made sense.<br \/>\n<a name=\"feedback\"><\/a><\/p>\n<h3><strong>6<\/strong><strong>)<\/strong><strong>Ask for feedbacks<\/strong><\/h3>\n<p>Problems always arise during the <strong>early stages of implementation<\/strong>. It is absolutely necessary for the team to expose the problems it faces.<\/p>\n<p>To get suggestions and <strong>create a positive feedback loop<\/strong>, a suggestion is to perform an <strong>internal survey<\/strong> about a month after the introduction of the new system. The survey will be repeated again after three months.<\/p>\n<p>Team members will feel listened to and the process will also lead to useful tips and <strong>best practices<\/strong> for the future.<\/p>\n<p>These <strong>tips<\/strong> will help both the project manager and the team to properly plan the change.<\/p>\n<p>However, it is fundamental to ensure that, in general, new implementations are not misaligned with company goals, otherwise they will be destined to fail for sure.<\/p>\n<p>Have you ever experienced the <strong>implementation of a new project management software<\/strong>?<\/p>\n<p>How was your feeling towards this change? Tell us your experience and write us your suggestions.<\/p>\n<div class=\"tw_promobox box_type2 sBlue sFilter sImage\" style=\"background-image: url('https:\/\/static.twproject.com\/blog\/wp-content\/uploads\/get-it-now-r.jpg'); background-size: 140%; background-position: -90px -290px;\">\n<div class=\"av_promobox avia-button-yes avia-builder-el-1 el_after_av_promobox avia-builder-el-last\">\n<div class=\"avia-promocontent\">\n<h2>Access your new project management software.<\/h2>\n<\/div>\n<div class=\"avia-button-wrap avia-button-right \"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/twproject.com\/on-your-server\/\"><span class=\"avia_iconbox_title\">Try Twproject!<\/span><\/a><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Implementing a new project management software is not a trivial task! It is a very complex process that must be faced in a methodical and thoughtful way. You must be aware that this is a real change in the company. A profound change, especially if it involves a large number of workers and teams. Like &hellip; <a href=\"https:\/\/twproject.com\/blog\/project-management-software-7-tips-help-team-implement-new-software\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Project management software: 7 tips to help your team implement a new software.&#8221;<\/span><\/a><\/p>\n","protected":false},"author":3,"featured_media":10349,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[49],"tags":[],"class_list":["post-10350","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-product"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Project management software: 7 tips to help your team implement a new software. - Twproject.com<\/title>\n<meta name=\"description\" content=\"Implementing a new project management software is not a trivial task! 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