5 Keys to Staying in Control of any Process Change
If you have been struggling with the quirks of a manual system for any length of time, the prospect of finally having access to a purpose-built software solution to help manage your department can be an exciting one. A manual system that meets the definition of ‘more quirks than attributes’ can lead you down the path of being willing to accept any solution as an improvement over the status quo. However, to fully leverage the potential of a new system, it is important to remain in control of the transition. Here are five keys to consider:
1. Definition
Having a clear picture of what you want the new system to do for you is critical. Without it, you run the risk of lowering the bar down to where you currently reside with your manual system. If that system is held together with chewing gum and duct tape and is referred to as being “on its last legs,” your standard for improvement may be too low.
2. Quantification
For change to be effective, it must be measurable. Fatigue with your current system cannot be the driving metric. How must your new system improve your department? Controlled access? Task automation? Delivery time? Data management? Labor cost? All of these areas can offer specific metrics with which to assess potential vendors, but without careful advance consideration, you may end up defaulting to a price differential.
3. Parameters
It is highly unlikely that you will find a perfect off-the-shelf solution for your needs. On that basis, you must develop a clear sense of where you can be flexible and by how much. What can you live with, what can you adjust, and what do you expect in return for those adjustments? Will it be a price discount or will you accept alternative functionality in place of your preferred choice?
4. Deal Breakers
Taking that line of reasoning one step further, there have to be clearly established lines beyond which no further discussion or compromise will take place. A willingness to modify your internal processes to align with a new software solution may help in the selection process, but if too much modification is required, any potential cost savings or increase in effectiveness will be diluted by an extended transition period as the department is forced to go back to the drawing board and re-examine internal practices.
5. Milestones
Promises of turnkey functionality will be common to all vendor proposals, but if the new solution is sufficiently complex in its execution, the transition will not take place overnight. Maintaining control of that process will require clear milestones that vendor and customer can agree to so that any major deviations can be quickly identified and addressed.
Our policy creation and management software products are designed to facilitate the transition in a manner in which our clients remain in complete control. Combining our SharePoint platform with a fully customizable workflow using templates built on industry best practices will enable you to leverage increased productivity with minimum disruption.
To learn more about our policy management software on SharePoint Online, schedule a demo now.
