We live in a world where AI and tech solutions are advertised as making teams more effective but when you make a decision to implement a new technology solution, you need to take some simple but robust steps to ensure you choose a solution which aids the team and efficiently supports the business.

The market for tech solutions is saturated. How do you as a business get past the endlessly enthusiastic sales pitches and determine which solution works for you? At Ortolan we have seen many scenarios where implementation has succeeded but also where it failed. From this field of experience we’ve put together some useful pointers for teams to consider before they embark on a tech journey.

Don’t boil the ocean!
Think about what issues are you trying to tackle and keep things simple. Be wary of any tech solution that promises to solve all your problems - enterprise wide implementations are costly in terms of price, time and resource and unlikely to be flexible if you have changing needs. Do your research with your target audience first to find out what they’d like to improve and use that as your business case and the foundation for your search for software. Try to ensure that any software you buy can be easily integrated with software you already have.

Do you have internal sponsors?
Teams shouldn’t work in silos but depending on the size of your business, you might have a procurement/finance or and IT sign off process. These people, if available to you, are a valuable commodity.  Use their experience to guide your project and get them enthusiastic about how the solution you are proposing will improve working processes for them as well; whether that be access to an e-signature solution, quicker sign off on template contracts or a more integrated approach to negotiations across different teams when dealing with third parties. Demonstrate to your business partners that when you’re able to get more relevant data into the system, it can give you better KPIS. Don’t forget that without buy in from leadership you may not get off the ground.

Do you have a dedicated project lead?
Planning for implementation and procurement of a software solution, a pilot and then continued success will take more time than you initially predict. Without a dedicated resource all too often the use of a solution can fall by the wayside- even if there aren’t any niggles to iron out as you embark upon your project. Choose someone who will have the time to collect feedback, make changes and deal with user issues as they arise. You should have an ongoing training program and annual reviews to see if the solution is still meeting the needs for which it was procured.

What data do you currently have?
Don’t build a house on an unstable foundation! Any tech solution will only be as effective as the data you feed into it. Bear in mind that some software cannot read and search images or handwritten documents. Your types of data will also inform the time spent on getting your solution up and running and which teams will be able to use it with ease on an ongoing basis.

Are you using your current software licences effectively?
Too often we go out into the market to look for something new instead of using the tools we’ve already paid for. Do you have oversight of your licence agreements and whether you are using everything to its full ability? Are you techsavvy enough to be able to use that existing software to its fullest capability? This is another area where your internal sponsor relationships with IT can come into play.

Is your solution flexible?
If your solution isn’t user friendly, if the language is alien to the user, if multiple sign ons and confusing user journeys are part of the process then its likely that your tech solution won’t pass muster with the people you want to use it. Customisation is key- when you have identified your users you should get volunteers from that group to work with you to give feedback  on both the user journey and the outcomes. If the solution needs to be amended, then the ability to flex and customise it is a big help. Check this at the outset with the sales team who are pitching software to you- something as simple as the clash between the American and UK date format input can cause a lot of confusion down the line if you are not able to change this to suit your user.

People first then process
This theme resonates throughout all of the above areas. Talk to your teams! This should be the first thing you do and the thing you keep doing. Take the time to pilot your solution with the target audience. Keep them engaged and schedule regular check ins where you ask for feedback. Ask them to be honest with you about what works and what doesn’t. Communication is key to change management. 

Do speak to us at Ortolan if you are considering a tech project regardless of size or complexity, and see what we can do to help.