From Resistance to Readiness: How to Manage Internal Change for a Successful ERP Implementation

1. Stakeholder Communication and Planning

First and foremost, identify all key stakeholders within your organisation. This group should include executives, department heads, and IT personnel. The development of a comprehensive communication plan that consolidates essential information ensures clear and open communications that sets your ERP project up well at the start.
Also, the inclusion of a planning structure and framework for your ERP implementation will help to maximise engagement from all key stakeholders. This plan should outline the key objectives, timeline, steps, and milestones of the change initiative.

Before implementing any changes, it is crucial to conduct a thorough risk assessment as well. This will identify potential risk types associated with the proposed changes, such as operational disruptions, supply chain disruptions, quality issues, and financial risks. This assessment will help you drive and develop strategies to mitigate these risks.

Change for the new ERP system must start at the top if you want your people across the business to embrace the solution.

2. Appoint Project Manager / Change Champions

Within your leadership team, it is essential that you appoint someone to be a Change Champion and Project Manager. These champions communicate with all stakeholders keeping them informed and engaged throughout the entire ERP implementations.

They are the internal advocates and experts who guide users through the changes with a clear definition of steps. They offer support, answer questions, help facilitate communication, address concerns, and encourage their colleagues.

3. Change Readiness Assessments

Unfortunately, when changes are met by user resistance and confusion it often indicates a lack of communication and not being adequately engaged. You can overcome this by conducting readiness assessments to gauge the organisation’s willingness to adapt. These assessments can be done in several different ways ranging from a formal survey to a casual conversation over coffee. Such assessments provide insights into how well your workforce is prepared.

Engaging in conversations with employees at all levels of the organisation allows you to understand their individual perspectives and concerns. These interactions can provide qualitative data that complements the information gathered through formal surveys affording you the opportunity to address any concerns and allay fears that may arise.

By involving people in the change process with clear communication, training programs, and opportunities for feedback you can overcome many roadblocks and increase user adoption quicker. By fostering an inclusive environment, you can mitigate resistance and gain support for the proposed changes.

4. Training and Skill Development

The next crucial step is training and skill development for the people, your team, who will be using the new ERP system. The aim is to equip employees with the essential skills to use the new ERP system efficiently. An informed workforce will be more confident and capable in navigating the new system.

Our FlexSafe™ methodology prioritises employee empowerment by training the Change Champions at the end of each surge, not in one large information ‘dump’ at the very end. Through customised, interactive training sessions at different stages throughout the implementation, we enhance that your people acquire the skills and knowledge needed. The benefit of our FlexSafe’s™ step-by-step approach ensures that your people are well-equipped and confident to use your ERP system.

This collaborative approach allows for timely feedback and any adjustments if required, ensuring readiness and adaptability.

5. Change Impact Analysis

For any ERP implementation project to be successful it is essential that you analyse how the new ERP system will impact various departments, roles, and processes. Starting with in-depth change impact analysis that will identify potential disruptions and challenges. From this, you can develop a mitigation strategy that will plan for these variables in advance.

Once these potential impacts are understood, you can create a targeted mitigation strategy. This strategy should address both short-term disruptions and long-term changes in workflow. By proactively planning for these variables, you reduce the negative impact and increase the likelihood of a smooth implementation.

6. Change Resistance Management

So how can the risks associated with changes be managed resourcefully? The identification of any potential sources of resistance ascertained from the Change Readiness Assessments.

Be proactive by providing forums where employees can openly discuss their concerns.
Address these early murmurs, whether it’s by hosting meetings or through informal chats.
Managing this “noise” helps in maintaining focus and productivity during the transition.
Open and transparent communication collaboration is crucial in gaining employee buy-in.
Clearly articulate the reasons behind the proposed changes and how they align with the organisation’s goals.
Ensure that employees understand the benefits and potential challenges associated with the changes.
Regularly provide updates and encourage two-way communication to address any concerns or questions.

7. Continuous Improvement, Monitoring, and Feedback

So now your ERP system has gone live. What now?

Post-implementation, it is crucial to monitor how well the system is being utilised. You can collect feedback from end users and stakeholders to identify areas for improvement. Then you work with your ERP solution provider or internal team to refine and repair.

An ERP system should not be a set and forget situation. By regularly seeking employee feedback to assess their level of understanding, satisfaction, and any challenges they may be facing with the system, will ensure long-term success, organisational wide system use, and Return-On-Investment (ROI) over the life of the solution.

8. Celebrating Success

You’ve come a long way since an ERP system was just an agenda item for discussion at a leadership meeting. So, take a moment, celebrate your hard-earned success. Recognise the milestones that represent the successful completion and overcoming of many challenges that have been achieved during the ERP implementation. The collaboration internally and with your ERP solution provider has been, at times, exhaustive as you now have a working ERP solution that is performing how you wanted for your people and business.

Take a moment to bring your people together, engage and acknowledge their hard work and dedication, and show appreciation for their contributions to the project’s success. Team celebrations boost morale and serve as a fitting end to a project well-executed. After all, it’s a collective win, and acknowledging it strengthens your organisational culture.

Summary

Successfully implementing an ERP system is no small feat. It involves not just the integration of new technology, but also managing the human elements that interact with this technology daily. A well-planned change management strategy is indispensable for navigating the project complexities. By diligently focusing on the eight areas outlined you have set the course for a successful, smooth implementation. This ensures your organisation’s long-term success, ROI, mitigates risk, and enhances employee satisfaction and productivity.

So, whether you’re in the planning stages or already underway, these 8 steps are your roadmap to ERP implementation success.

Are you ready to save time and solve the most complex challenges of your business?

OneKloudX is the perfect partner for your NetSuite implementation. We focus on your people and streamlining the complexities of your processes with NetSuite. Our FlexSafe™ methodology ensures that every NetSuite implementation is executed thoroughly and professionally. There are no short-cuts on the way to your success. Our award-winning team of certified consultants can help you every step of the way, from business process mapping to go-live and beyond.

With OneKloudX, you can be confident that your ERP solution will be up and running smoothly in no time. Contact us on 1800 155 683 or schedule a time to talk with one of our Team using our booking calendar.