Five tips on how to successfully roll out a new system to your team

Introducing any new system needs planning to maximise a successful rollout. It's not only about the system implementation but also about how your team uses it and changes to the operational processes that you need to be considered.

From helping our customers from all around the globe implement Tenzo, here are our top five tips to maximise your successful implementation of a new system.

1) Get buy-in from all teams impacted

Write down a list of the key stakeholders from each team that will use the new system. Spend time with them to find out how the system will impact them and identify their requirements.

Finding out their expectations early on will not only help you manage these but it will let them feel they've contributed to the system implementation process. 

For example, for General Managers (GMs) busy running stores/restaurants having a mobile app for their reporting and analytics may be a must-have, while Head Office users may be looking for a web-based app with email automation - Tenzo can do this all and more!

   

2) Identify the outcomes you want to achieve

You may have a long list of outcomes that different teams want to achieve -  it's important to prioritise these. We recommend focusing on no more than three outcomes to start with. Break these down to identify the metrics that you need to track to demonstrate success and the return on investment from implementing the system.

Creating dashboards to track your KPIs will be an important part of your system rollout. We recommend that you create different dashboards for specific user groups. Below is an example of a simple GM dashboard created in Tenzo. 

 

We've created a simple return-on-investment calculator to help you calculate the benefits of using Tenzo- check it out here.

3) Plan a staged roll-out 

Big bang roll-outs are a thing of the past, gradually introducing a new system will result in your team building their confidence in using it and allows time for the testing of new processes implemented alongside it. 

We record all training sessions at Tenzo and share materials with teams after training sessions. Giving teams something to refer back to at any time after training helps them self-trouble shoot as they begin to use the new system. 

Tenzo customers also often choose one feature or module to start their roll out at one of two of their locations/ stores. Then following feedback and making any tweaks to reporting they roll out more widely. 

4) Create Manager Champions

By asking members of your team to become an expert in the new system you can create champion users who:

• Help troubleshoot when there are internal questions; and
• Will be on point to train new joiners on the system.

When it comes to bedding in using the system as part of day-to-day operations, Manager Champions can share first hand their experience with new users to bring the system to life. For example, it could be the time savings from using the Tenzo forecasting module on the mobile app or how the logbook has helped streamline shift handovers. 

Manager champions are often giving more advanced training, asked for more frequent feedback or access to test new features which may benefit you in the long-run. It's also a great way to give more responsibility to members of the team who are looking to advance within your business. 

5) Keep iterating

Factor in time to ask for feedback about the system from key stakeholders on a regular basis. Get a balanced view - what do they use like about the system? what is missing or what would they like to see change? what isn't working and should be removed or stopped altogether? 

Collate the feedback you receive and communicate what action you're taking and why. Maybe an operational process supporting the system needs to be changed as it's not working or you've already smashed your targets, and these need to be changed. 

We hope these tips help you - if you'd like to find out more about Tenzo's rollout and training processes then please get in touch. 

#business