Do It Right: How to Ensure a Successful Management System Implementation

What Implementing New Quality Management Systems Has Taught Me

Af: Tine Uldall, Quality and Environmental Manager

What fundamental strategic principles should every management system be built upon? What is crucial to execute during an implementation process—and what pitfalls should you avoid?

These are questions I wish I had clear answers to before overseeing the implementations I have been responsible for. Here, I share my best (and not-so-great) experiences to help you keep a firm grip on your process.

1. Big-Picture Considerations Benefiting the Entire Value Chain

First and foremost, IT implementation involves large parts of an organization and requires extensive considerations regarding system requirements:

DATA – How do you meet increasing demands for data reporting? (e.g., CSRD, sourcing, packaging requirements, customer demands, quality and environmental requirements)
OVERVIEW – How do you provide users with a clear overview? (e.g., simple search function, quick navigation, visual clarity, max three clicks)
BROWSER-BASED – How does the system align with digitalization requirements? (e.g., data protection, hosted solutions, minimizing server downtime risk, accessibility across devices – mobile, iPad, computer)
DOCUMENT MANAGEMENT – How do you ensure user engagement with the system? (e.g., centralizing documents in one place, document control, differentiated user access)
SUPPORT – What are your needs? (e.g., easy access to support, fast response time, assistance in your local language)

2. Approval: Now is the Time to Leverage Your Momentum!

BUSINESS CASE – Clearly define requirements, expectations, success criteria, and risks of replacing the system. This will serve as a valuable reference in the future.
INVITE MANAGEMENT TO A STEERING COMMITTEE MEETING – Share your business case in advance and align expectations for the meeting outcome.
SECURE APPROVAL – Once the project is approved, ensure management remains committed to the allocated resources.

My best advice at this stage: Don’t wait too long to get started. You have momentum and a sense of progress—use it!

3. Development Phase: Explore All (Overlooked) Opportunities

A management system has vast capabilities, and it’s essential to carefully consider content, relevance, and optimization without adding unnecessary complexity:

PROJECT TEAM – Spend time structuring how the system should be built. A solid foundation is crucial.
LEVERAGE IPW – Introductory courses and expert guidance are invaluable early on. The better your preparation, the smoother the implementation.
EXPLORE THE SYSTEM – Test the system’s functionalities and become familiar with its capabilities early in the process.
FOCUS ON USERS – A user-friendly setup from the start will significantly impact the success of the implementation.
ENGAGE YOUR STAKEHOLDERS – Consult departments on how they want the setup to function (having a basic structure in place beforehand is recommended).

4. Speaking of Involvement…

My experience has shown that user involvement significantly increases acceptance and reduces resistance to change. Getting as many people on board as possible is crucial.

TRAIN USERS! The right skills foster confidence in the system. Choose a training format that suits your organization.
REQUIRE PARTICIPATION IN TRAINING. Secure management’s support for this requirement.
CREATE SYSTEM AMBASSADORS. Identify enthusiastic users who are willing and able to support adoption.
GATHER FEEDBACK! Encourage users to suggest ways to improve, adapt, or optimize the system.

When you start receiving requests like “Can the system also…?”, “I need…!” and “What if we…?”, accept that the system will never be ‘finished.’ If you’re invested in continuous improvement, you’ll always refine it into something even better.

DO’S & DON’TS: 8 Practical Considerations

DO’S:

✔ Preparation is key to success!
✔ Be realistic about your timeline.
✔ Involve departments so they can co-create their own platform.
✔ Take it step by step—break implementation into phases (e.g., document management, internal deviations, supplier management, complaint handling, competency management, data visualization, etc.).

DON’TS:

✘ Don’t assume you can request more funding later—set aside extra budget for support in the early phase.
✘ Don’t try to do everything yourself—delegate tasks wisely.
✘ Don’t let system knowledge rest with just one person—ensure multiple team members can modify and develop within the system.
✘ Don’t underestimate the importance of user groups—making fundamental changes later can be painful.

Final Thought: Enjoy the Process!

Managing an implementation project requires patience, support, and strong user involvement (yes, I had to repeat that one). Stay focused, and soon you’ll be smoothly navigating towards a successful rollout.

Let’s find the right solution for your business

Book a meeting, watch a demo, and learn more about what we offer.