What Your Organization Needs to Do to Prepare for a New Cloud ERP System
Implementing any new system in your business can cause a bit of a shakeup. Existing processes change, and strategies and structures will need tweaking.
Implementing a new cloud ERP system for your tech or media business will affect multiple teams in your organization.
This is no small task. You’ll need to ensure that it’s a functional and positive experience for all employees.
Like any significant change, preparation is critical. You’ll need an action plan for any eventualities. You'll also need to take appropriate steps to ensure implementation is as swift as possible.
Not sure where to start? Let’s guide you through the key things your organization will need to do to prepare for a new cloud ERP system.
1. Identify Problems and Goals for Your Cloud ERP System
Enterprise Resource Planning Systems can help you manage the day-to-day activities of your business. Not to mention, provide solutions for several issues you may be facing.
The key to making your new ERP system run as swiftly as possible is identifying these issues early on. These exact problems should then be targeted with the exact solutions that your new ERP system can offer.
Many ERP system implementations fail because the real issues are not identified early or targeted appropriately.
This may involve talking to multiple departments across your organization, gaining honest and unbiased feedback, and crunching data throughout your business to identify any noticeable shortfalls.
The more precise and upfront you can be about these problems, the better your chances of resolving the most critical issues your business is facing.
2. Create a Strategy to Manage Change
Cloud application implementation and SAAS implementation are some of the biggest changes your business can face.
Since day one, your business will have adhered to some particular processes, giving all employees an often predictable daily routine.
The structure is good, but the changes that come with a new ERP system are extensive, and it’s unlikely this will stay the same.
To ensure this change is as streamlined as possible for your employees, you should create a management strategy that involves all employees in the process, from discussions around implementation to the real deal.
You should encourage employees to share their perspectives on the need for change in the business. You should communicate with each other your goals for the future of the company and all employees.
The goal is to have everyone on the same page. The executive team and management within your tech and media companies should be right at the forefront.
3. Conduct a Thorough Security Needs Analysis
Today’s technological landscape is littered with concerns around data security and the need for protection and recovery systems.
Cloud ERP systems will need a particularly rigorous approach to security. Cloud ERP systems are often hosted by the provider of the ERP, so ERP data is no longer guarded in protected servers or managed by the owners of the data.
You should ensure the system's host provides complete security systems like firewalls and backups to protect your business in case of a breach.
Remember: With any cloud system comes the risk of downtime. It’s a headache for any business, so ensure the host can provide advanced notification of maintenance time.
In cases of unexpected downtime, the host should follow a specific protocol that keeps you notified of all updates so that you can keep your business moving.
4. Create Thorough Training Plans
You’ll need to plan a streamlined training plan for all employees using your new ERP system.
The success of implementation will depend heavily on the skills and approaches of your employees, so consider your training plan carefully.
Employees need to get to grips with all the software fundamentals. Make sure your training is focused on the fundamental of the software that’s specific to each employee’s role.
Be sure to take each employee's technological confidence and skillsets into account, too, so you can provide extra support where needed.
Also, make sure you know exactly how you’re going to carry out your training.
For example, who will head the operations? Will you need to create any custom content for training?
Do you have a time frame you’ll need to follow, and how will you designate time for training across each department? These are all critical questions to consider.
Be Transparent
It also helps to be transparent. Your employees are going to have lots of questions about your ERP implementation. For instance, why it’s needed and how much it's going to cost (especially if you’re a small business).
It’s an excellent time to discuss things like:
NetSuite implementation costs
Any financial benefits for the business (and employees, if relevant)
The time it may take to see improvements in your organization
How these benefits will trickle down to individual employees
These are just a few suggestions, but you get the idea.
Preparing for Your New Cloud ERP System
Change is necessary, reasonable, and often inevitable. However, implementing your new Cloud ERP system doesn’t come without its challenges for employees and businesses alike.
You’ll need to implement a thorough, hands-on approach and cover all bases to ensure a swift and streamlined process.
Suppose you need more in-depth information about Intacct (or other ERP systems) implementation and how you can get your business ready for the ultimate change.
Why not look through our articles for comprehensive guides for more information on ERP systems like Netsuite, Sage, Oracle, and more. If any questions arise, please don't hesitate to contact us today!