Are you getting the bang for your buck out of your new system?

So, you have just implemented a new IT system, has it achieved your expectations? Have you achieved a more streamlined and/or knowledgeable process?

When your organisation made the decision to purchase a new application or system upgrade, considerable time and energy would be been invested in the business case, supplier alignment, system benefits etc. All too often the investment in the people and business process is lacking.

Is this the reason you haven’t achieved the outcomes you were expecting? I’ve been both the implementer and end user of a variety of system and technology changes and below are my 5 top reasons why you may have business benefit lag:

  1. Cannot do all expected processes in new system
    This could be because your technology supplier focused on what the system can do – did you focus on what you actually need of the system?
    To prevent this – talk to your experts – the people doing the tasks. Ask them what are their roadblocks, slows them down and what improvements would be more efficient?

  2. Numerous workarounds
    Employees have created a number of workarounds in the new system which is making it inefficient.
    To prevent this – get employees to understand the rationale of the new system – they may be trying to take the old ways of doing things and trying to put it into the new system. A common example of this is an electronic filing system where individuals still do paper filing.

  3. Employees don’t understand the new system
    Employees don’t understand the new system and therefore don’t trust it. They will either keep their old ways of doing things or create convoluted processes to protect their process.
    To prevent this – provide opportunity for employees to touch, feel and learn about the new system. Employees need to be comfortable with the system to be able to use it.

    Don’t use tech talk to show them how the system works. Use every day speak and focus on the employees’ processes.

  4. Gap analysis
    Most IT companies don’t provide you with user guides or formal training. Training tends to be train the trainer – and it is up the organisation to become familiar with the system, develop in house training and create their own user guides.
    To prevent this – look at the current skill set of your employees and analyse how this will change in the future. Perform a gap analysis to gain knowledge in what is not known.

  5. Training needs analysis
    Most IT companies don’t provide you with user guides or formal training. Training tends to be train the trainer – and it is up the organisation to become familiar with the system, develop in house training and create their own user guides.
    To prevent this – look at the current skill set of your employees and analyse how this will change in the future. Perform a gap analysis to gain knowledge in what is not known. Use various mechanisms like lunch and learns, educational videos, how to use guides, quick reference guides and face to face learning to educate your employees. Tailor the learning to the end user and what they need to learn.

Need help? MEUUS can conduct a Change Management Audit to review your post implementation processes to ensure they are achieving the efficiency gains.

About MEUUS

Meuus has been many years in the making. It is driven by the desire of Bev and Janice to make a difference in a change environment by looking at the entire impact of change on an organisation. We are passionate about taking employees on a journey in business transformation that engages them in the change process and results in positive and effective business solutions.

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