Tips For Implementing A New Project Management System


Tips on Implementing A New Project Management System

by Organik
on February 8, 2016

3 minute read

You’ve just signed up for a new Project Management System that will change the way you do business. Go Team! Your employees are pumped, and everyone is ready to get started using the system. So, where do you start?

Take a minute to read through our tips for how to make the transition to a new PM system as smooth as possible. Here at Organik SEO, we recently switched to a new Project Management system and wanted to offer some tips to others who might be looking for some guidance in this arena. In case you missed it, check out our previous post on how to choose the best PM system for your business.

Schedule Implementation Around Your Work Flow

It’s never ideal to interrupt your workflow, but it’s unavoidable in cases like this. Some companies offer a few different implementation options, so review the options with your team and decide what’s best. For example, with our new system, we were given the option of three straight days with a professional consultant on site to help set up and implement the system, or the option of screen-share training sessions, which we could schedule at our convenience. It made more sense for us to take our time implementing the system, so we could avoid halting our workflow for three straight days, and impacting the whole team.

Tap Into That Dedicated “PM Dream Team”

Implementing a new PM system within your company is a huge undertaking, so set yourself up for success by having a core team of employees to help with the transition — we referred this the “PM Dream Team” in our previous blog post about the process of choosing a project management system. Your dream team will likely remain the same (give or take a few individuals) from the research phase to the launch phase. This is to help ensure the work can be evenly distributed amongst your dream team to get the system launched on time. Having a dedicated group of individuals is also beneficial to maintain a balance of what may or may not work for the company overall. As the team works together, they can cohesively decide how to best implement the new system without being overly disruptive to the overall workflow.

Roll It Out And Plan For Adjustments

It’s finally here, the moment you and your dream team have been working so hard to prepare for, the launch! Take a minute to congratulate yourself and your team on this huge accomplishment, before you get tugged back to reality. The hard part is over, but the work must continue.

First, you’ll need to help your team get used to the new software — especially those that were not part of the initial dream team that helped choose and prepare the system. Hold a team meeting to walk everyone through the basics of the system and how they’ll be using it every day. Make sure to budget some extra time into the days following the launch for team training, because people will definitely have questions.

Secondly, budget additional time with your dream team to continue making necessary adjustments to the system. When you set up the system, everything is hypothetical, linear, and very clear. As you know, once humans get a hold of something, it becomes complex. You’ll need to continue fine-tuning your system to ensure continued efficiency, especially once you get your team actively using it. Be prepared to tweak, add, and change your system in the weeks following the launch.

If you found this information helpful, be sure to check out our post “Choosing the Right Project Management System for Your Business.“ Organik SEO is passionate about helping businesses grow by tapping into the power of social media and SEO. To discuss how we can help you grow your business, contact us today!

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