11 August 2021

How to Implement New Software in a Company: 3 main strategies for business

New software in an organization is a chance for greater automation of particular processes and thus more efficient work of the team. The reason for its implementation may also be the dynamic growth of the company and thus an increase in demand for new functions. Moreover, software replacement is recommended when working on an already outdated system that is not adapted to current industry and business trends. There are 3 basic strategies of implementing new software - Big Bang, Parallel Adaptation and Phased Adaptation.

The Big Bang Strategy

In this strategy, the implementation of new software in a company is the most abrupt. It takes place at a predetermined time, is not a process, but an immediate change. For the company it can be a big revolution, it forces the employees to learn the new system quickly, and to reorganize their work. At the same time, however, everyone works on one system from the beginning, so there is no need to synchronize data. There is no isolation of factors that could affect productivity or sales, for example. This is a great convenience for the administrator, because he supports only one platform. However, we should keep in mind that migration in the Big Bang strategy may initially cause chaos in the company. Thus, it requires very good preparation for the change and a high awareness of quick adaptation of new functionalities.

Parallel adaptation to software

In case of transition from one software to another - the new one very often uses the strategy of parallel adaptation. It consists in appointing a period during which two systems will run simultaneously. This gives users more time to get to know the new software, and to find similarities with the one they were already working on. This helps them become more familiar with the new work environment. When training on new software, it can be more spread out over time. So we allocate fewer working hours to learning, which in turn translates into fewer (or zero) project delays. If there are problems with the new system, employees can immediately continue working on a system with which they are already familiar. This type of adaptation is user-friendly, and there are far fewer concerns among employees. At the same time, however, the company has to pay for two systems over a period of time, which is a big burden for some. Also, using two different software for employees can be confusing and create chaos.

Phased adaptation

The third business strategy for implementing new software is phased adaptation. It involves a phased transition from one system to another within a predetermined time frame and systematically across areas and departments within the company. One of the advantages is the possibility of thorough learning of a new system. We devote more time and attention to each functionality. As in the case of parallel adaptation, anxiety and fears among users are significantly lower. Phased adaptation is spread over time, so the whole implementation process is longer.

Which strategy is best?

When choosing the best strategy of implementing a new system in a company, the human factor should be taken into account in the first place. The size of the team, their degree of specialization in the field of modern technologies and openness to novelties should be the factors deciding whether the system will be introduced gradually or immediately in its entirety and in all departments. Much depends on the size of the software development and the amount of functionality. For more complex systems, phased adaptation will be a better choice so that more time can be spent on each area. If you are adapting profiles of many users, parallel adaptation will work well. Do you care about speed of deployment and at the same time have limited resources? Then go for the Big Bang strategy, keeping in mind, however, that it involves a large and sudden revolution in the company.

Lukasz Bozek

Lukasz Bozek is a founder and CEO of Softiero, a graduate of the Warsaw School of Economics and MBA at Lazarski University. Lukasz started his career as a FX dealer at Santander Bank. As a passionate of new technologies he founded Softiero which is developing innovative tech startups.

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