Implementing new software can feel like stepping into a world of opportunity.
Done well, it can make your business run smoother, faster, and better. But without the right approach, it can also lead to headaches, wasted money, and frustrated teams. Let’s explore some common software implementation mistakes and how to avoid them—with some simple examples to help make it clear.
1. Skipping the Discovery Phase
Imagine buying a car without knowing whether you’ll use it for commuting, hauling, or off-roading. That’s what it’s like to choose software without first understanding your needs. Skipping the discovery phase often leads to picking tools that don’t solve your actual problems.
Take the time to ask questions like: What are our biggest bottlenecks? What’s costing us the most time or money? For instance, if your team struggles to track project budgets, you might prioritise software with strong forecasting features. Tools like a Value Gap Calculator can help pinpoint where you’re falling short and what success should look like.
2. Leaving Your Team Out of the Loop
Picture this: you’ve chosen amazing software, but on launch day, your team looks at it like it’s written in a foreign language. Without their buy-in, even the best tools will flop.
To prevent this, involve your team from the start. For example, if you’re implementing a job management system like WorkGuru, ask your project managers what they need most. Highlight how the software will make their lives easier—like reducing double data entry—and schedule a team demo to build excitement.
3. Skipping Proper Training
We’ve all had that moment with new tech where we think, “What button do I press now?” Relying on trial and error can frustrate your team and leave features unused.
Imagine you’ve just rolled out inventory software like Unleashed. Without training, your warehouse team might stick to spreadsheets because they don’t know how to enter stock adjustments. A simple fix? Run role-specific training sessions—like one for warehouse staff on stock management and another for admin on reporting.
4. Messy Data Migration
Data is like the foundation of a house. If it’s messy, the whole structure can crumble. Moving data to a new system can feel overwhelming, especially if your current setup is full of duplicate entries or outdated records.
For example, a client moving customer data into a CRM found that half their emails were incorrect. Before migrating, they cleaned their records by verifying contact details and removing old entries. This upfront effort made their CRM launch smooth and productive.
5. Overlooking Integration
Imagine you’ve got a new espresso machine but no cups. Similarly, rolling out software that doesn’t connect to your existing systems can create inefficiencies.
Take Xero, for instance. If your job management tool doesn’t integrate, you might end up manually copying invoices—doubling your work and risking errors. Before implementing, map out how your tools should work together and plan for integrations or custom API development if needed.
6. Unrealistic Timelines
Think of implementing software like training for a marathon—you need time to build up to success. Setting unrealistic timelines can overwhelm your team and lead to mistakes.
For instance, a company rolling out a new project management tool set a 3-week deadline but quickly realised they needed 2 weeks just to migrate data. By adjusting their timeline and breaking the project into phases, they got it right without burning out their team.
Making implementation a success
Software implementation doesn’t have to be a stressful process. With a little planning, clear communication, and realistic expectations, you can avoid these common pitfalls and set your business up for success. Start small, celebrate the wins, and remember: the goal isn’t just to have new software—it’s to make your work life easier and more productive.
The following content was originally published by BOMA. We have updated some of this article for our readers.