Managing inevitable change in software implementation

Project Management
Software implementation

We know that change is inevitable, and, in the world of technology, software implementation demands careful consideration. Change management plays a pivotal role in ensuring the successful implementation of new software solutions.

Here we discuss the key factors that impact change management, including benefits, business as usual (BAU), concerns, development, improvement, and budget. We will also explore the trade-offs involved in balancing different factors and the challenges associated with different approaches, shedding light on the overarching importance of considering the impact on stakeholders when making decisions about software implementation.

Change management plays a crucial role in realising the benefits of software implementation. Effective change management practices ensure a smooth transition from the old to the new, minimising disruptions and any resistance that may come with change. By addressing concerns proactively, change management minimises productivity losses, improves user adoption rates, and enhances then overall efficiency of an organisation. It also facilitates communication among stakeholders, ensuring a clear understanding of the software's advantages and driving engagement during the implementation process.

Don’t neglect the day to day

When implementing new software, maintaining business as usual (BAU) operations is vital to avoid any severe negative impacts on the day-to-day running of your organisation. Change management strategists therefore need to strike a careful balance between implementing the new system with minimal disruptions. This can happen through robust planning and clear and effective communication to minimise downtime, training staff to help them navigate through the changes, and providing necessary support during the transition period. Failure to account for BAU considerations can lead to productivity loss and resistance from employees, hindering the success of software implementation.

Addressing concerns

There is the common concern during new software implementation of job losses or diminished responsibilities. This is where effective change management comes into play to help address these worries head-on through transparency and open dialogue with everyone involved. By including employees in the decision-making process, organisations can illustrate the positives of software implementation, highlighting how it can empower them and their work, rather than replacing them. Ultimately, we want our teams to embrace change and become advocates for the new software and the business

Development and continuous improvement

Software implementation is not a one-time event. It’s an ongoing process that needs to be carefully and constantly watched to seek out ways to improve and development further.  By continuously assessing feedback and conducting post-implementation reviews, change management will guide organisations in identifying areas that can maximising their software's potential. This approach promotes a culture of continuous learning and growth.

Money talks

Budgets matter and of course this can often be factor in our software implementation decisions. This is where change management experts need to work carefully alongside finance, to analyse the potential return on investment (ROI). Balancing the budget requires careful evaluation of the features, functionalities, and customisation options offered by the software. Additionally, it’s also crucial to consider any additional costs that may come with change; training, infrastructure changes, and ongoing maintenance expenses.

The trade-offs

When implementing new software, we as organisations can face various trade-offs and challenges. Balancing the desire for cutting-edge features with the constraints of available resources is one trade-off, that we should carefully question and weight up. Additionally, change management strategies must not shy away from identifying and addressing any resistance to change, and provide sufficient training and support for all.

The bigger impact

We shouldn’t underestimate the impact of software implementation and how it can extend beyond just your organisation. Change management must consider how it can and will affect many different areas including all stakeholders, customers, suppliers, and partners. It’s crucial to ensure there is compatibility with any external systems, mitigate any disruptions to processes, and communicate the why and how for the change transparently.


Change management plays a crucial role in successful implementation of new software solutions. By carefully assessing and analysing key factors such as benefits, how it may impact the day to day of your organisation, employee concerns and budget - organisations can make informed decisions and strike the right balance in what to take on and what they may need to exclude to deliver the best result. It’s key to remember that the challenges associated with software implementation can be mitigated through effective change management strategies that focus on engagement, transparency, and continuous learning. Lastly, considering the impact on all stakeholders will ensure a smooth transition, foster collaboration and unlocking the full potential of the business.

key fact
key fact
key fact
Adam Lawrence
October 8, 2023