6 Tips to Successfully Implement a Management and Information System

Implementing an integrated management system in an already established and operating company is often a complex challenge since it involves all the operational and administrative processes, as well as the resources that carry them out. But if we carry out adequate management of the project, we will have great benefits in our business. Some of them:

• Reduction of operating costs.
• Optimization of processes and resources.
• Information control.
• Increases in profitability.
• Improve relationships with customers and suppliers.
• Be prepared for possible strategy changes in the future.

It is worth saying that at Global SAX more than 18 years ago we set ourselves a very clear objective: to listen to small and medium-sized companies in the Region to provide them with robust, reliable, and affordable technological solutions.

That is why we want to share our experience, giving you the following recommendations that will be useful to carry out in the best possible way your project of implementation of an ERP ( Enterprise Resource Planning  -  Business Resource Planning ).

Keys to Successfully Start Implementing a Comprehensive Management System

1.Start as soon as possible

It is important that once you have made the decision to incorporate the new task management software, we begin as soon as possible with the planning of the implementation project, always with the support of the supplier's experience in similar implementations. It is very common to postpone the project and continue working with the current management methodology of the company.

Generally, the excuses are the lack of time, the urgencies of the day to day or resistance to change. However, we have already decided to acquire the ERP and the only way for it to become part of the company is to implement it as soon as possible, making employees lose their fear of change and become familiar with the tool, promoting the advantages that it will bring them. in their daily activities.

2. Prioritize the project

It is very important that company managers and project leaders communicate to the entire team the value of the decision made, involving them in the process, generating trust, and reducing uncertainty. To achieve this, a good way to do it is to share the objectives, purposes, and scope. Information transparency is essential to meet the expectations that are sought with this change. Here we emphasize the importance of priority in terms of the allocation of resources and times.

3.Promote the selected solution and the provider among your team

As we have already said, involving collaborators is essential for successful implementation; Therefore, we recommend holding a meeting with the entire team to present the details of the project and the selected supplier. This will help them to feel part of the change process from the beginning and to clear all their concerns. They will also be able to make valuable contributions, sharing experiences, or visions on the subject.

It is important for your collaborators that there is a defined course, that is, that the project has an order and a clear structure that helps them not to get lost in the way between their current responsibilities and the change. Another relevant point to reinforce in this meeting is to communicate the benefits of the project for the company in general and with a vision for the future.

4.Train and engage your team

The team is a key element for the success of the implementation project, that is why we highlight the importance of having leaders committed to it. This team will be the one who has daily contact with your provider, providing all the information they require. In addition, he will be responsible for sending you the requirements of the company, clearly and objectively, to obtain a result according to expectations. If it is necessary to train the team in some unknown subject, let's do it: they will thank you with a great commitment to the project. Let's establish clear goals, determine what are the milestones for the delivery of information, the communication channels, as well as the start and end dates of the project

5.Establish a follow-up plan

Although, as we mentioned in the previous point, the commitment of the team is very important, this is not a reason for the General Management not to be 100% involved in the project. On the contrary, it is essential that they are aware of the progress, based on a weekly monitoring plan that informs them of the updated situation, objectives achieved, any possible deviation, and improvements that can be made.

This point assures us that the project is being carried out with high levels of quality, with specific requirements, and with the necessary motivation towards the work team, in this way you can ensure at each step that you are on the correct path towards the defined objectives.

6.What about the challenges?

The main challenge that the incorporation of an ERP will generate will be the change in the culture of your organization. Once implemented, internal processes and procedures may change significantly.

This is not serious as it will contribute to the growth of the company and the fulfillment of the established goals. In order for this to happen, in addition to a system according to the needs, a motivated, committed, and trained work team is required.

Let's remember when deciding on an ERP, find a supplier that can accompany us throughout the change process, and not only that our company has to adapt some processes to improve, but that the system can adapt: ​​not everything we have done It has to be wrong, as they usually tell us.