Digital rollout: to 1 person or a small team

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When rolling out new software you need to involve the people who’ll be using it, communicate with them throughout, and plan thoroughly. Here’s how to achieve a successful digital rollout.

Now you know what you want your software to achieve and your team is expecting the change, it’s time to plan your rollout.

We’ve created a Software Rollout Action Plan to guide you, step by step, through the process. We take a look at each of the sections in more detail below.

How to plan

For a software rollout to be successful, you need to allow plenty of time to plan, organise and implement it. It’s not a process that can be rushed. Taking the time early on will ensure that you’ve covered everything for launch day and beyond.

Think about…

  • your launch date. When do you need the software to go live, allowing you and your teams enough time to do everything that’s needed?
  • how much time to allow. To see how much time you’ll need, complete our Action Plan and allocate the time required for each step
  • who to involve. Involve the people who’ll be using the software. Make sure everyone is aware of their responsibilities and when jobs need to be done
  • the risks. Listing the areas of risk gives you the chance to create a back-up plan, so you know how to address any issues that may crop up

Communication is key

As your software rollout directly impacts one person, or a small team, you can take a more informal approach to communications.

Think about …

  • arranging a pre-launch coffee and chat. Explain what they need to know and listen to their concerns
  • telling the rest of the business. This can be in a larger company meeting, with follow-up meetings to provide updates
  • setting milestones. Create a timeline for the overall delivery plan, and add it to your Action Plan, with milestones and check-in points along the way, to help everyone stay on track
  • your customers. Will the new software impact them directly? If so, let them know well before launch, and explain what changes to expect

Prioritise training

Clear and easy-to-understand training will help address any fears people have of not being able to use the new technology.

Devote as much time to training as is needed, as this will help to ensure that your team gets the most out of the software you are rolling out. Add what you need to the Action Plan.

Enquire about, and make the most of all the information your software supplier provides with the product. For example, many provide training videos and tutorials.

Listen, and gather feedback

The continued support of those who’ll be using the software is crucial to the success of your rollout. They may also raise issues you hadn’t thought of.

Think about …

  • whose feedback you need. Is it just the main person who’ll be using the software? Your wider team? Do you need to tell your customers too?
  • how you want to gather feedback. Surveys, emails and workshops are all great ways to engage with your staff and customers. Decide on an approach and add it to the Action Plan
  • what you want to use feedback for. It’s always good to hear about what’s gone well. But it’s vital to address all feedback that highlights issues and bugs

Test and test again

Keep testing the technology before launch. For example, if you’re introducing new Digital Accounting software, ask the person who manages the finances to create and raise a test invoice on the new system before you go live. Was it easy to do? Could it be better?

Next steps

Continue to monitor how the new software is being used and gather feedback in the weeks and months after launch to assess how it’s bedding in. Are people comfortable using it? Is its full functionality being used? Is it achieving all you expected it to? Think of the rollout as an ongoing process.

Download and complete the Software Rollout Action Plan.

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