Four Essential Steps for Document Software Deployment
Ready to deploy your new document software? In that case, it's vital that you follow the right steps. Obviously, having the right platform for document software deployment is the most important step, and if you haven't found that platform yet, we'd love to help you here at Vasion. Vasion is a secure and user-friendly document software management platform that transforms the way that businesses handle their documents.
Document management comes with many benefits, including better security, easier compliance management, increased productivity, and more. However, you can't get the most out of these benefits if you don't follow the right steps. The more organized you stay during the deployment process, the easier it will be for you to start getting the most out of your new platform.
If you're ready to get started with your document software deployment, here's a step-by-step guide for you to follow. Use these steps, and you'll be enjoying a more productive office in no time.
Prepare Your Team
Change is hard, and migrating the heart of your company to new software is especially difficult. Of course, it helps to switch to an excellent platform, and the benefits will certainly outweigh the challenges once everyone gets used to the new platform. Still, even good change can be tough for an office that's set in its ways. Before you start your document software deployment, you can make things easier for your team by helping them get to know the platform.
Take some time upfront to prepare your entire team for the incoming change. This process may vary, depending on your employees and their affinity for technology. Start with a meeting or two to address all the reasons you need a new platform in the first place. From there, you can explain how your new platform will address all those needs.
In addition, take time to explain the platform itself. Go over the basics, telling your employees how the platform works. You might explain how different teams and departments will use the new platform. During these sessions, you can point your employees to the platform's website and Frequently Asked Questions page.
While you're at it, consider hosting a few Q&A sessions where staff members can raise concerns and ask clarifying questions. If you don't host separate sessions, make sure that you build plenty of time into the initial meetings for addressing concerns. You can also make yourself available to answer questions via email.
Overall, be sure to give your company plenty of time to adjust to the idea of new document software before you actually introduce the platform. This will make the transition much smoother when it comes. Not only will it help team members adjust to the idea of change, but it will also help them build familiarity with the new platform before the document software deployment even takes place. This way, your team can learn the ins and outs of the platform fast. They'll get a firm handle on the software so that they can start using it productively.
Install and Configure
Of course, the next step in document software deployment is installing the software. You can go about this process in a couple of ways. For instance, depending on your company’s internal structure, you may choose to have your own IT department install your document software. Alternatively, you may bring in outside help.
Either way, you should understand that timing matters. Be sure to plan the installation at a time when business is slower and there are no urgent deadlines approaching. The right timing can reduce or eliminate the stress of installing a new platform.
While your document management platform will be up and running quickly, it will take some time for your business to be back up to speed (and even faster than before!). That's okay. Once your new platform is underway and everyone has had the chance to work with it, you'll start noticing the benefits of your new system.
You can make the process a bit faster, though. Once the software is integrated for your company’s leadership, begin configuring the user settings, security, and essential functions for all users. Beginning this process during installation will speed up the company-wide integration. Since these settings are often somewhat complex, be sure to consult content management professionals for assistance.
You've installed your new software platform. Now, the next step in your document software deployment is integration.
Once all the devices in your office are connected via your document software, it is time to migrate your data and integrate other software. Migration moves all of your documents and files from your legacy systems onto the new platform, allowing for indexing and immediate access. You may choose not to migrate all of your company information right away, especially if you mostly use your former document system for storage. Integration is the process of connecting the new system with other business processes, such as payroll software, email, etc. Again, be sure to consult with content services experts as you integrate your various platforms to ensure that the lines of data exchange are clear.
Once your document software is in place, the fun really begins. This is the time for workshops, department meetings, and other training gatherings. Show your team the various ways that the new software will ease their workload and increase their effectiveness. Additionally, this is a good time to have an open-door policy for anyone struggling to use the new system. The more quickly your staff implements the software in their daily work, the more benefits your company experiences.
Finding the right document software is only the first step. For a successful software deployment, you must plan and execute an implementation strategy that considers your whole team’s needs.
Printing and documents are an essential part of your workflows, but those workflows could become simpler with digital transformation. Digital document management helps organizations maintain their workflows from start to finish.
Of course, none of that can begin until you do find the right document software. You'll want a platform that provides excellent security, user-friendliness, and top-notch customer support. We provide all those qualities and more at Vasion. Want to learn more about Vasion's software or document software deployment? Contact us today. We'd love to help.