Top 10 Steps to a Successful Implementation

Whether you are implementing a new software program for your users, or simply upgrading to a new version, the road to a successful implementation can be fraught with peril.  Many problems are beyond your control, but there are steps you can take to ensure the best possible environment for your users to learn their new software.  ARRIBAConnect has 10 steps that we have learned will create a robust training program for your users. 1.    Focus Groups Your users want to be heard!  They want to know what the new software will give them and what changes they are going to face.  They also want you to understand how they work and what is important to them.  Focus groups are an excellent way of sharing this information with your users.  The more people who provide you with input regarding your implementation, the less likely you are to have surprise demands thrown at you late in the game.  Nothing is worse than believing youve considered everyones needs and created the perfect environment, only to discover that a key function users require is not available with the new system!  Users will then perceive their new system as flawed or not as good as the old system.  Thats the last thing you want to have happen. 2.    Curriculum Development Once you have conducted your focus groups you are ready to develop your curriculum.  You may discover that based upon the focus group you need more than one track for training.  Some users may require in-depth training to an advanced level, while others need only to learn a portion of the functionality.  At ARRIBAConnect, we recommend creating your training in as modular a fashion as possible.  Break classes into day segments that may serve more than one group.  For example, you might develop an introductory class that would suit all users, then 2 other sessions that would address advance features.

3.    Handouts for Training

Users like to take handouts with them from training so that they dont have to spend class time taking a lot of notes.  These handouts can range from single page tip-sheets that are function oriented, to a complete reference guide for the application.  Based upon the curriculum you develop, youll decide which tools are the best to give your users during training.

4.    Test your applications

Make sure that you test your new applications in concert with all other applications that will be on the users desktops.  Simply testing the application in a stand-alone environment is not an adequate test if the users will be working in a networked environment with Windows 2000 and document management and Office 2000 and

5.    Test the Training Room and all Training IDs

Now that you have tested the application, you want to make sure that your training room accurately reflects the users real-life environment and that all applications are working.  Never assume that simply because the environment is working outside of the training room, it will function perfectly within the training room.  Prevent negative impressions and downtime in training by testing each of your training machines and each training login ID.

6.    Develop Practice Materials and Step-by-Step Lessons for Instructors

If you are embarking upon a large implementation that will require more than one instructor providing training for your users, you need to maintain quality control of your classroom sessions.  One of the most effective ways to do this is to provide your instructors with guided lessons and practice materials that they can use when teaching.  Guided lessons with practice files and materials create a smooth classroom environment with no wasted time on unnecessary functions or steps. 

7.    Conduct a Train-the-Trainer

Once you have all of your materials, lessons, and curriculum, you are ready to conduct a Train-the-Trainer for your instructors.  This session will allow you to introduce the training team to the goals of the class and all the materials they will need to successfully teach your courses.  It will also allow you to give the software one final test before having users take the training.  Additionally a Train-the-Trainer allows you to tweak the course outlines in case you find that topics need to be re-ordered, or items added or removed from the curriculum.  A Train-the-Trainer is a must for all implementations.

8.    Selling the Project to Users

Before you have users come to class its important to sell the importance of training to your firm or company.  At ARRIBAConnect, we recommend holding open house sessions where users can see the new software in action, ask questions about the rollout and training and hear from you all the benefits of the new software and attending training.  Promote your training to users in a positive manner, letting them know that the training has been developed with their needs in mind!  People come to training when they know they will receive the instruction they need to help them do their jobs.

9.    Pilot Phase

Before you start to rollout the software throughout your organization ARRIBAConnect recommends that you conduct at least one pilot training session.  Your pilot users should be a positive group of individuals, willing to test the software and to be forgiving of the new environment.  Choose individuals who are not resistant to change, but rather those who will give you feedback regarding performance and satisfaction in a constructive manner.  Pilot training allows you to refine your curricula if necessary and it also gives the software a production environment test.

10.  Post Pilot

After the Pilot, take a week or two to get any bugs out of the system and make any changes necessary based upon user feedback.  Take this time too to review your curriculum, handouts and guided lessons. 

Once you have completed these 10 Steps you are more than ready to begin a well-prepared training program to launch your new software.  Good luck!