3 Essential Best Practices for Effective Specification Data Management Implementation

Posted on 
April 25, 2024
Bri Pluta
Director of Implementation, Specright
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Embarking on the journey of implementing a new system or software can seem daunting at first, but with the right methods, it can be done with ease. Taking a strategic approach and committing to best practices can ensure you and your team smoothly transition into your new Specification Data Management (SDM) system. 

Although the process of implementation can have nuances for every company, by applying the following best practices you can ensure that organizational change happens smoothly, and the value of a purpose-built SDM solution is realized.  

  1. Scheduling Priorities and Project Coordination

When it comes to change management, organizations shouldn’t attempt to take everything on at once. Before any changes are made teams must lay out all necessary use cases that will be migrated into the new system and then prioritize them by importance.

To kick things off, organizations should consider taking part in a planning session to lay out the key project deliverables as well as any benchmarks that can help inform deadlines and priorities. Key dates may also include resource constraints that could pose challenges during the implementation process. 

Once the project deliverables have been outlined the next step is prioritization. Not all tasks are created equal, and recognizing which ones will drive the most value is key to effective implementation. Not only should these tasks drive value but they should align with the overarching goals of the organization. 

By planning ahead, an organization can ensure that resources are allocated wisely and the scheduled tasks can reasonably be carried out. It is important to note that as tasks are completed things may change, so teams must be adaptable. 

After planning and prioritization of the necessary tasks comes the ongoing challenge of coordination. To keep everything up and running smoothly, teams should have a communication plan to ensure that deadlines are being met and teams are on track. 

Clear communication and project management plans not only maintain implementation momentum but also build internal support within the organization.    

  1. Incorporating End-Users from the Start

Incorporating end-users into your implementation plan is just as important as internal communication. The end-users are the ones who will interact with the system daily, so keeping them in the loop will help streamline the adoption of new processes and increase buy-in. 

It is important to identify a diverse group of end-users across various roles to get a wide range of feedback. In doing so, organizations can start to identify any possible role-specific nuances that weren’t accounted for with the new specification data management system and make changes accordingly. By gathering feedback and identifying gaps, teams can ensure that the new system is tailored toward the user's day-to-day needs. 

Teams should keep communication channels open and active throughout the entire implementation process to boost overall user satisfaction and create a final product that is both functional and user-friendly.    

  1. Developing Comprehensive Training Programs

Training should be a central element of your implementation strategy, not just an afterthought. Creating detailed training programs tailored to each specific use case and persona is crucial to ensure that all users feel confident using the new system. 

This step in the implementation process ensures that all users are equipped with the necessary skills and knowledge to effectively use the new system, as well as understand how their day-to-day responsibilities will intersect with this new platform. 

It is important to design different training sessions that cater to each persona. Seeing how processes may change at a business user level will help with understanding and traction.  

In doing so, organizations should identify the different job functions across each team to better understand how new specification management systems will change their operations. 

These training programs should be accessible both pre and post-launch of the new SDM system so that users feel supported every step of the way. Subject matter experts should focus on leveraging the pre-launch training materials as well as providing feedback for continuous improvement.  

The reality is that change is never easy… But by taking a proactive approach during the implementation process organizations can ensure that their teams have all the resources they need to be successful using their new Specification Data Management tools. 

To learn more about how your team can best implement and benefit from Specright’s Specification Data Management Platform download our Implementation Best Practices Playbook or request a demo.  


Bri Pluta

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