How to Integrate PM Software into Your Operations
Last week I talked about ways to use project management (PM) software. This week, I’m going to focus on the initial process of integrating PM software into your operations.
When it comes to integrating PM software into your business, we always recommend starting small. Manage one process or project first and get it fully dialed in before you migrate the rest of your operations over.
Trust me–you’ll wind up very frustrated if you migrate everything over before you give a small project a solid try, only to find out too late that you chose the wrong PM software. 😬
So what does starting small look like?
1. Low-Risk Testing
Test it out by using it as a planning and tracking tool for something low-risk that doesn’t disrupt your daily operations. This could mean using it to plan a party, launch a new initiative, or even to manage your Strategic Plan.
This approach will leave you in a more creative state that will allow you to explore the features freely–and you’ll have less risk of breaking your existing operations flow.
2. A Phased Approach
When you’re sure it’s a fit, you’re ready to start moving your day-to-day operations over one department or project/service workflow at a time.
You’ll want to create a plan for this, and it’s going to look different for every organization depending on the team size and operational structures (soloprenuers, this will be a breeze for you, while business owners with teams will need to create a solid plan). Here are a couple of general things to keep in mind:
Your old system (software, post-it notes, legal pad, etc…) will have to run simultaneously while you’re getting the new one set up and optimized.
Humans need time to adapt to change (see the change curve image below) and you need to onboard your team into the new PM software at a pace that gives them time to adjust.
Consider allowing them some time to watch 101-level training videos and maybe even start managing their daily to do list in the software before you transition all of their daily responsibilities over.
As you (and your team) get more comfortable with the new PM software, you’ll naturally increase adoption until all of your business processes, projects, and information are managed there.
This type of work can feel overwhelming for everyone involved, so take your time and remember that slow is smooth and smooth is fast.
