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8 mistakes that should be avoided when implementing systems!

8 mistakes that should be avoided when implementing systems!

In these competitive times, where companies actively compete for positions in the market, information is vital to ensure the success of organizations. For this reason, the implementation of ERP and CRM systems have received more and more attention. The benefit of such software is their ability to intuitively verify and measure a large amount of data, creating a basis for the decision-making by managers.

Although access to reliable information is a real competitive advantage, the timing of implementing a system is delicate and, if the necessary care is not taken, it may not deliver the expected result. To avoid this risk, we prepared this content with 8 of the major mistakes that can be made when installing a system. Keep reading to learn about and avoid them!

1. Not planning

Not planning the software deployment is a serious mistake, as it is necessary to align it with your needs so it can yield the benefits that can help the company grow. Without this care, it is impossible to guarantee that the information presented to the developer is enough for the produced system to actually meet your demands.

In addition, without a set timeline, the installation tends to cause a lot of problems or even be overlooked. Therefore, even before contacting a developer, the first step is to have a team in charge of mapping out the company processes and set a fixed schedule for the system deployment.

It is extremely important that, in addition to mapping, your company is able to define the person who will lead this project from beginning to end, because, if this is not done, unforeseen circumstances can cause your plan to fail.

2. Neglecting the it sector

ERP software works in the centralization of various data about a company’s activities so that relevant information can be extracted from them. Once this information integration between sectors begins, any disruption in the system will cause delays and headaches.

Although a quality system does not show frequent failures, it is necessary to take into account the age of the hardware used by the company and its level of suitability to the software chosen. It is up to the IT sector to assess such compatibility and perform periodic maintenance to ensure its continued operation.

Having an exclusive IT sector can be expensive, especially for small and medium businesses, but it is possible to reduce this cost by outsourcing the service. A good practice is to choose an ERP that can be operated in the cloud, as in addition to eliminating expenses with servers, all data will be available online, and if there is a problem with certain equipment, the company will still have access to all information.

3. Overlooking the training of employees

If the software is not properly operated, its usefulness will be void, regardless of how efficient it is. For this reason, the system implementation can only be considered a success when employees are properly trained to perform the task.

The planning team needs to include the training of employees in the implementation schedule. A developer who helps with this task should be looked upon favorably.

In addition, the new software should be incorporated into the company’s day-to-day activities; after all, even if the employees are trained, if the program is not used it will not bring any benefit to the company and will only be an additional cost at the end of the month.

4. Not knowing the best tool

When searching for a system for your company, you will certainly find different solutions that operate in that particular market. However, each of them will be composed of different features that meet different needs.

Therefore, the research on the main companies that offer that particular service should ideally be done by the same team that was defined to map the processes. Afterwards, they should carry out a meticulous analysis, establishing the negative and positive points of each of the solutions.

Finally, the ideal is to hold an alignment meeting so that everyone involved is aware of which software will be adopted and why that particular company was selected.

5. Overlooking the need for support

It is essential to keep in mind that the deployment of any system goes far beyond installation. Before hiring a company for this purpose, you should take into account how the maintenance and support for any problems that may occur will be carried out.

All software presents instabilities and issues, and sometimes, these are only solved if the company contacts the tool’s support service. A good practice is to research the organization that will be hired to try to identify its reputation.

6. Not investing in security

It is very important for the organization to have a good data security and confidentiality policy, covering both employees and suppliers; therefore, the ideal is to set access passwords and carry out periodic backups of the files.

When creating passwords, it is recommended to be careful of where they are stored, so that they are not fragile and can be easily discovered by someone who is acting in bad faith. In addition, due to the General Data Protection Regulation (GDPR), it will increasingly be necessary for companies to invest in data security and confidentiality, both for their employees and for external data from customers and stakeholders.

7. Not paying attention to software licensing

Each software works differently, so it is crucial to understand the type of license and what it covers before deploying systems in the company. After all, this whole process involves costs. Therefore, selecting the right type of license for the company is very important.

There are countless details that should be thought of and considered when carrying out this process; therefore, the current scenario should be a relevant factor in determining the choice of the solution. However, long-term planning is also essential.

8. Hiring a developer company without qualification for the service

It is likely that the biggest mistake to be made when implementing systems is the lack of a proper research when choosing the company responsible for the service, which can cause headaches such as constant delays in the delivery of the software, in addition to the possibility that their functions fall far short of what is expected when it finally becomes available.

The best way to avoid these problems is to opt for well-known companies that are able to show a track record of successful services. It is also important to assess its technical support to ensure prompt service in emergencies.

While implementing a system is indeed a delicate task, if it is properly planned and executed, its results tend to be the best. Among its rewards for companies, we can mention a real increase in productivity and profitability.

Now that you know how to ensure a successful system deployment, contact us, our employees will be available to assist you in deploying cost management software and guide you to do so in the best possible way.