You've selected your new print MIS, marking a significant step towards optimizing your printing operations. But before you can fully leverage its capabilities, a critical stage lies ahead: implementation. Transitioning to a new print MIS is a complex undertaking, often requiring a significant shift in processes and workflows.
We’ve recently had a conversation with Geoff Barker, an implementation expert at Avanti, a Ricoh company. In it he points out, the go-live process is "extensive," demanding careful planning and execution. To ensure your transition is as seamless as possible, we’ve developed this step-by-step guide, drawing on Geoff's expertise and the best practices of countless successful print MIS implementations.
We'll delve into the three essential phases: Training, Validation, and Assessment, providing you with practical strategies and insights to confidently navigate each stage. By following this post, you'll equip your team to embrace your print MIS, maximize its potential, and ensure a smooth transition for your printing business.
Phase 1: Laying the Foundation with Comprehensive Training
A successful print MIS implementation hinges on a well-trained team. Your employees need to understand not just how the software functions, but how it integrates with their daily workflows and responsibilities. A robust training program is essential to empower your team, build confidence, and ensure a smooth transition to any MIS.
Geoff approaches training with a "building blocks" methodology. Rather than overwhelming users with information upfront, the training unfolds over a series of on-site sessions, typically spanning several months. This phased approach allows for incremental learning and knowledge absorption.
- Phased On-Site Training: Implementation specialists conduct several on-site training visits, each building upon the previous one. This allows users to gradually acclimate to the new system and apply their knowledge in stages.
- Building Block Methodology: Training starts with foundational knowledge of the software's core functionalities and progresses to more advanced features and customizations. This step-by-step approach ensures users develop a solid understanding of the system's capabilities.
- Homework and Follow-Up: Between training sessions, users should receive targeted homework assignments, allowing them to practice what they’ve learned and apply it to real-world scenarios. Regular follow-up ensures questions are addressed promptly, and knowledge gaps are filled.
Geoff also shares his pro tip: Consider designating internal "super users" within your team. These individuals can receive additional training and serve as go-to resources for their colleagues, fostering peer-to-peer learning and support during and after the formal training program.
Phase 2: Validation - Putting Theory into Practice
Training provides the foundation, but true mastery comes from hands-on experience. That’s where validation comes in. This crucial phase bridges the gap between classroom learning and real-world application, allowing your team to test the print MIS in a controlled environment before the official go-live.
Validation is not a passive process. It requires active engagement from your team, using the new system to run real jobs, test various workflows, and uncover any potential challenges or points of friction.
To ensure a robust validation process, Geoff recommends that each user dedicates at least 20 minutes per day to working within the new system. This consistent engagement helps solidify learning, builds confidence, and allows users to provide valuable feedback.
However, getting buy-in from a busy team for dedicated validation time can be a challenge. Here are a few tips to ensure active user participation:
- Lead by Example: Executive buy-in is essential. When leadership prioritizes validation and actively participates, it sets the tone for the entire team.
- Set Clear Expectations: Provide users with specific tasks and scenarios to work through during their validation time. This clarity eliminates ambiguity and ensures focused efforts.
- Make it Engaging: Consider incorporating gamification elements or incentives to motivate user participation and turn validation into a more engaging experience.
Geoff also shared with us an example of a customer who took validation a step further. They ran Avanti Slingshot® Print MIS in parallel with their existing system for two weeks, processing every job through both. While intensive, this approach quickly uncovered inconsistencies and areas requiring adjustment, ultimately ensuring a smoother transition.
Remember, the more thorough your validation process, the smoother your go-live will be. By embracing a proactive approach to testing and refinement, you'll set your team up for success from day one with Avanti Slingshot.
Phase 3: The Go-Live Assessment – Your Safety Net for Success
You've trained your team and rigorously tested the MIS. You're feeling good, but a hint of uncertainty lingers. Are there hidden gaps in your implementation? Is your team truly ready for go-live? Avanti’s Go-Live Assessment provides the assurance you need.
Think of it as a comprehensive system and process check conducted by seasoned experts. Geoff often leads these assessments, bringing a keen eye for detail and a deep understanding of potential pitfalls.
But this assessment is far more than just a quick review. It’s a collaborative deep dive, where Avanti experts work closely with your team to ensure a smooth transition. Here’s what you can expect:
- On-Site Observation: Avanti experts observe your team working within the system, noting any areas of hesitation, confusion, or inefficiency. This real-time feedback allows for immediate course correction and ensures users are comfortable navigating the software.
- Workflow Walkthroughs: Your team walks through their typical processes step-by-step, using real-world examples. This ensures all critical functions are accounted for within Avanti Slingshot and identifies any potential workflow bottlenecks.
- Risk Identification: The assessment team actively looks for potential risks or gaps in your implementation. This could include anything from workflow inconsistencies and data migration challenges to areas requiring further customization or user training.
- Actionable Recommendations: The assessment culminates in a detailed report, outlining key findings, areas of risk, and actionable recommendations. This comprehensive document serves as a roadmap for both your team and Avanti to address any outstanding issues before go-live.
As Geoff emphasizes, the assessment considers three core aspects: user competence, risk mitigation, and leadership involvement. By addressing each of these areas, you create a solid foundation for a successful go-live and beyond.
The Avanti Go-Live Assessment provides invaluable peace of mind. It's your safety net, ensuring your team, your processes, and your system are aligned and ready for a smooth and successful transition to your new print MIS.
Beyond the Go-Live: Ensuring Long-Term Success
Congratulations! You've navigated the complexities of implementation, may have even gone live with Avanti Slingshot specifically, and are well on your way to transforming your printing business. But the journey doesn't end there.
Just as important as a successful go-live is ensuring long-term success with your new print MIS. Avanti recognizes this, which is why their commitment to your business extends far beyond the initial implementation phase.
One of the key ways Avanti ensures ongoing customer success is by leveraging the valuable feedback gathered during the go-live assessment process. "They might think they're ready," says Geoff, reflecting on his experience with implementations, "but… they don't know what they don't know, right?"
By carefully analyzing the challenges and successes encountered by customers like you, Avanti continuously refines its implementation processes, training programs, and support materials, ensuring a smoother experience for future adopters.
But beyond process improvements, Avanti understands that a successful print MIS implementation is a partnership. Their team remains a dedicated resource, providing ongoing support, addressing questions, and helping you adapt the system to your evolving business needs.
By choosing Avanti Slingshot, you're not just investing in software—you're gaining a long-term partner committed to your success. With Avanti's support and your commitment to continuous improvement, your new print MIS will empower you to optimize your operations, delight your customers, and drive your printing business to new heights for years to come.
Ready to Revolutionize Your Print Operations?
Successfully implementing a new print MIS is a journey, not a destination. It demands a structured approach, unwavering commitment, and a trusted partner by your side.
By following this step-by-step guide, embracing the three key phases of Training, Validation, and Assessment, and leveraging the expertise of the Ricoh or Avanti team, you can confidently navigate the complexities of implementation and ensure a seamless transition for your printing business.
