If you want to achieve the ambitious goal of running a marathon, buying good running shoes is one of the most important basics. With this alone, however, you do not run a best time. With a training plan tailored to your needs and a motivating trainer with whom you repeat your exercise sessions, you will master the sporting challenge.
Similarly, when you implement new software to help your company achieve a goal or solve a problem. As with a running shoe, the software must be "tried on" – but selection and installation are only the beginning. But the whole thing is only really profitable if there is also a competent partner behind the software tool, who supports you comprehensively in achieving your goal.
The following 7 rules of CAQ software implementation are your reliable "training plan" and will help you successfully cross the finish line.
1. Step of Software Introduction: The Analysis
In many cases, potential for improvement in the company, e.g. through the accumulation of complaints, quickly discovered. Then, an employee is assigned to get quality assurance software that will get it right. Unfortunately far from it! Take time for a comprehensive root cause analysis. Gather information from all stages of the product life cycle and analyze the source of the visible problem. With this knowledge, you then look specifically for the right tool to solve the problem. In the example of the marathon runner, an unhealthy diet and lack of exercise have led to a visible fitness problem that he is now addressing specifically. A treadmill analysis supports him in choosing the right sports shoes.
2. Step of the software implementation: The S.M.A.R.T.-Principle
Formulate goals for your software project! The S.M.A.R.T.-principle helps you set effective goals. The principle stands for setting specific, measurable, attractive, realistic and scheduled goals. Draw up a roadmap for the project and use it to regularly check whether you are still on the right track. Write down your wishes and requirements in a specification sheet. This helps you and your (future) software partner with the solution design. Our marathon runner has a SMART goal by participating in the next city race over the marathon distance. A change in diet and regular training set milestones on his way to the goal.
3. Step of the software implementation: The resources
It does not work completely without the use of resources. The "smartly" thought out and commissioned software needs someone who knows about it or can. taking the time to learn how to use them and the methods illustrated. Only then can the software be used profitably. Identify suitable employees, the so-called key users, already during the introduction phase. The same applies to the project itself: A project team must be put together that is familiar with the respective topics and is released for the project work or has the time to work on it if necessary. in addition to the day-to-day business. Do not underestimate the capacity demands of your project! In the case of our marathon runner, it is primarily the time he takes for running training and research on healthy nutrition. With his family he has found valuable comrades-in-arms.
4. Step of the software introduction: The expectation attitude
Remain realistic with your expectations!
- Software is not a panacea for all problems. It is not the software that changes the process in your company and makes everything better per se, but you yourself must critically question the routine processes and, if necessary, change them. customize it so that the software can deliver its full value as a problem-solving tool!
- Suppliers are not solely responsible. The introduction of a complex CAQ system is a multi-layered project – even if standard tools are involved. A trusting customer-supplier relationship based on partnership is the foundation for project success. Work closely with the vendor for a successful implementation and plan for some overhead. With an open and appreciative approach, even obstacles in the project can be overcome together.
- Not everything will go as planned. But if something goes wrong: Don't keep your head down. Solutions can be found to most problems and many are not even relevant to the big picture. Do not let your project fail because of unimportant trivialities. Starting with an 80% solution and developing it further is better than waiting for the perfect solution to come along.
Our marathon runner realizes that the great running shoes alone are not enough. He needs to make a change in his lifestyle. This is his personal responsibility. But he is not discouraged by setbacks.
5. Step of the software introduction: Communication
The introduction of software is associated with changes and can lead to the loss of "beloved habits" and thus to acceptance problems. Therefore, communicate early on about the background and goals of the software project. Turn those affected into stakeholders, and provide regular updates on any significant progress and changes. Plan meetings carefully and bring structure to project communications. Determine who should receive which information and when, and record the exchange of information. Engage in a brief concise exchange at the lunch table rather than wasting several hours in the meeting room. Communication is a key success factor for any project! Our marathon runner talks openly with his environment about his project. This creates understanding for his renunciation of the after-work beer.
6. Step of the software implementation: the documentation
Documenting the project may be annoying, but it's a basic component that you should get into the habit of doing from the beginning and not neglect it. As soon as project owners change or people join the process, it becomes tedious to gather the necessary information and the project progress stagnates. Put yourself in the position of a project manager or employee who is to continue or collaborate on a project that has been started: What documents would you like to have in order to be able to quickly get involved in the project?? Take these considerations as a requirement for the documentation! Our marathon runner documents his progress with a fitness tracker and constantly updates his diet and training plan. So he sees not only improvements, but also further potential. This motivates him additionally.
7. Step of the software implementation: The support
Don't be afraid to seek outside assistance. You can't know the details of every part of the project – especially not when new paths are being taken. When you factor in the time required and consider that many other tasks are left undone if you have to learn something new too intensively, an external specialist is usually worthwhile. Your software supplier offers i.d.R. offer consulting and support services, such as workshops and training courses. An outside perspective also helps to keep the big picture in mind. Our marathon runner received comprehensive advice from a qualified fitness trainer and, with his support, developed and monitored the training plan.
Conclusion
If you're facing a challenge with your business and want to address it with the help of a CAQ program, don't limit yourself to just buying, installing and configuring the software! Approach the project systematically to achieve a lasting solution to the problem: First, analyze the cause(s) of the problem. Then set concrete solutions or. objectives that follow the known S.M.A.R.T.-Follow the principle. Plan realistically for the manpower and time of your project participants. Subsequently, you should detach yourself from false expectations and start to establish a really effective communication in the daily project routine. The final steps of a successful software implementation are to document all progress in detail and, if necessary, consult outside specialists for any unanswered questions.
So you will achieve exactly what you have chosen your new software for – a marathon runner crossing the finish line in personal best time. But before any software can be implemented in the company, it must first be designed. You can tackle this step with the help of a specification sheet.