How to Implement Software the Right Way

It is important for businesses of all sizes to have a strong understanding of the basics of implementing software, as well as what it takes to do it effectively. We will discuss many different aspects that are critical for success, including three best practices: planning, preparation and communication

Hear what your VP of Ops has to say about implementing software!

Many different types of software can be used depending on the business need; however, there are some common categories most businesses need: customer relationship management (CRM), project management, accounting/finance, task planning, content management, email marketing/automation tools.


Planning is the first step for any project, and it’s particularly important when implementing software. To be successful in a project like this, you must first outline all of your goals and objectives so everyone on the team knows what they are working towards. From this shared vision, list all of the needs, wants, and must-haves required of the new software. Use this list as a guide when demoing different options, checking off items on the list after each demo. 

Once you have identified the software you need to use for your business or organization, schedule a meeting with all of the relevant team members who will be involved in implementing this software. Create a list of all responsibilities and who they will be assigned to. Doing so ensures that everyone is on board and prepared for success!  


Preparation is the key to make sure that nothing falls through the cracks, which can be very important when implementing software. You want to set realistic deadlines for everyone involved in order to avoid having overdue tasks. Create a shared timeline that shows the phases of implementation, who is involved in those phases, and what tasks they’re responsible for. Make any preparations necessary for “sun setting” the old software or systems you’re replacing. Make sure all stakeholders are aware of what will happen when the new system is implemented, and the old system is retired. 


Communication is a critical aspect of planning and preparing for software implementation, which means you must create a communication plan to ensure your team members are on the same page. You want everyone working together towards common goals that they can achieve or surpass! Make sure to have systems in place that record everything done in the planning and preparation stages, and make this information accessible to everyone. Part of your communication plan should cover who will test the new software, and who will give final approval to implement it live. 

Planning is a key component to success when implementing new software for your business or organization. Preparation always goes hand in hand with planning, as it is the first step of putting the plans into action. Communication is the critical aspect that ties it all together and makes for a successful software implementation.

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