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With almost 5 million products on the Specright platform, we’ve helped thousands of users adopt a new approach to managing critical product and packaging data. Change management is a crucial aspect when it comes to implementing new software technology, especially for companies looking to modernize their processes.
However, change is never easy. In fact, for most companies, change can be a scary thing, but when you think about the pace of change around us–whether in our professional or personal lives– it is happening rapidly which means we have to not only move faster but also smarter. Technology can help embrace this fast paced change management.
One of the biggest challenges we see with our customers during this transition is the desire to replicate existing processes in new systems. This often leads to inefficiencies and missed opportunities for optimization.
Processes are in place for a reason–usually a critical reason. So, a new system should not eliminate processes, but help you elevate the “why” of a process and not the “how.” Systems should make the “why” much easier to answer. Teams must re-imagine processes, not just keep doing the same thing, in order to stay ahead in today’s competitive market.
Rethinking Processes in Today’s Modern World
One company we worked with had a 90-step process for getting a new packaging label to market across multiple teams and geographies. When we mapped out this process, it became evident that many steps were redundant due to repeated data checks and validations at different stages.
By leveraging Specright's Specification Data Management (SDM) platform, we streamlined their data management workflow significantly. Instead of manually validating data at each stage, our platform ensured that all stakeholders had real-time access to accurate spec data in one integrated system. This reduced the entire process from 90 steps down to just 10.
The result was not only faster speed-to-market but also enhanced quality control and collaboration among teams spread across different locations. By eliminating unnecessary steps and automating key aspects of the workflow, employees could focus more on strategic activities rather than mundane tasks.
We worked with another company that had a 6-step approval process, but the last step was to go back to the first approver for more sign-off. Why? If everything is approved along that 6-step process, and nothing has changed, why not just notify the team that the process is complete?
When our team asked why this process was being done, the response was, “It’s just always been done this way.” Our team helped this company understand that if certain requirements are made and proper approvals are met, circling back to the beginning isn’t necessary. With the data and process being tracked in one system, everyone has the proper visibility and confidence to know that finished goods will go to market as planned.
The 6-Step Process for Successful Change Management
1. Empower the Change Makers
The first crucial step in overcoming change management challenges is identifying change makers early on in the project evaluation. These team members can influence crucial stakeholders effectively and serve as agents of change within their organizations. Our team partners with these stakeholders on industry best practices, example use cases, and value areas to provide a foundation for successful change management.
2. The Train-the-Trainer Approach
To further empower these champions, we utilize a "train the trainer" approach. By providing these select team members with in-depth training and resources, we enable them to better educate and influence their teams about the benefits of adopting Specright's SDM platform. This method not only accelerates the adoption process but ensures that all team members receive tailored education that is relevant to their specific roles.
3. Pilot First, Expand Gradually
One proven strategy for managing change effectively is to start with a pilot group. This smaller rollout can help identify any potential issues and refine processes before full deployment across the organization. For instance, during our rollout with Unilever Prestige, we needed to roll out nine total brands, but we grouped them by two brands at a time, to ensure alignment through a robust governance structure while limiting the workload to smaller groups. This gradual expansion allowed for better control and successful scale-up.
4. Prepare for Resistance
It's essential to prepare for some resistance. Many business users are comfortable with their current systems and may be quick to point out when even minor aspects of a new system are not functioning as expected. Addressing these concerns promptly and providing hands-on support can mitigate resistance and encourage a smoother transition.
5. Prioritize User Training and Documentation
To maximize user adoption and satisfaction, prioritize extensive training and detailed documentation. Utilize Specright's training resources to create business-specific training programs. It's critical to demonstrate how the software integrates into users' roles. Again, leveraging the “train-the-trainer” approach ensures that business users are familiar with the system and can effectively conduct training, reducing dependency on Specright implementers.
Specright’s commitment goes beyond just providing a tool; it's about empowering organizations to rethink how they manage specifications fundamentally. Our innovative approach breaks down data siloes, improves visibility and traceability, and promotes collaboration, all in an effort to help companies reduce waste and foster innovation.
In essence, effective change management with Specright means transforming Specification Management into a strategic asset that drives quality, customer delight, and profitability—allowing companies to innovate faster than ever before.
6. Address Change Management when Sunsetting Systems
When sunsetting a software solution, advance notice and clear communication are critical for a smooth transition. Inform all stakeholders well in advance and provide a decommissioning timeline that includes key dates for feature freezes, data migration, and the final shut-off.
A well-structured timeline is essential for managing expectations and ensuring a seamless transition. Outline specific dates for data migration, including initial loads and any necessary delta data loads. Clear timelines help stakeholders plan and execute their tasks without disruptions.
Transforming Change Into Opportunity with Specright
While technology transitions can be scary, the benefits of moving to cloud-based, innovative solutions that take a data-driven approach to PLM, far outweigh the cons
These systems can help you go faster, drive sustainability, and collaborate across teams and your supply chain. While SDM is still an emerging technology, industry leaders like Gartner, Fast Company, and Deloitte have all recognized Specright as a leader in the space and a technology partner to help you transform your business.
Interested in learning more from the Specright Team? Request a demo today.
