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How to Start a Successful Smart Documentation Software Project
So, you’ve decided on a new documentation management software and signed the contract, what happens now?
When starting a new documentation management software project, through a SaaS (Software as a Service) model, it’s essential to approach the process with careful planning and attention to detail. Here’s what you need to know to ensure your project starts smoothly and successfully.
Start with a Project Schedule
One of the first things you’ll need to tackle is establishing a realistic project schedule. This timeline should be set early on, considering important factors like your deadlines for transitioning from previous documentation systems, any audit or regulatory requirements that might arise, and the time your organization will need to adopt the new software and train its employees. And most importantly; communicate such deadlines to your software provider.
Kick-off and Initial Project Setup
Your documentation project will start with an initial setup phase that involves close collaboration between your team and the documentation management software provider. During this phase, you’ll establish the necessary IT infrastructure, finalize the project schedule, and agree on key milestones and deadlines. You’ll also need to define how progress will be tracked and communicated to both internal and external stakeholders. Clear communication and well-defined roles are essential for keeping everything on track.
Next, you will need to define how your documentation is setup in the new tool. Workshops are highly recommended at this stage because they provide a structured environment for thorough discussion with the documentation management software provider and enable swift decision-making. While in-person workshops are often more effective, virtual sessions can work well too if meeting in person isn’t feasible.
The discussions you can expect at this stage will be focused on configuring key smart documentation aspects such as:
- The types of documents to be migrated
- Tags, filters, and roles for your smart documents
- Smart workflows
- PDF styling preferences
- Any additional IT requirements
Train for Success
To fully leverage the benefits of smart documentation, it’s important that all end-users and document managers become proficient with the new system and adopt its core functionalities. Since every organization is different, your training plan should be customized to fit your specific needs and should reflect your organizational structure.
We recommend the “train-the-trainer” approach, where the software provider trains your document managers, who in turn train their teams. This method is effective because it allows you to quickly build internal expertise and ensure that knowledge is passed down efficiently.
To support your learning, leading vendors also typically offer a comprehensive knowledge base that includes the latest features and can serve as your cheat sheet both during the training period and after.
Test Rigorously
Before you go live, it’s essential to conduct rigorous testing to ensure everything is working as expected. This will usually include:
- Data migration tests: Verifying that all your existing documentation has been accurately transferred to the new system.
- Workflow tests: Ensuring that your processes and workflows function correctly within the new environment.
These tests are often combined into a comprehensive User Acceptance Test (UAT), which is a critical step before going live. If your project involves integrating with other IT systems, you should also conduct integration tests to ensure smooth operation, especially for key integrations like Single Sign-On (SSO).
Going Live and Ongoing Project Management
The go-live phase will vary depending on whether you have a hard deadline or a more flexible one that allows a gradual release of the new software. Regardless of your timeline, it’s always important to define how project progress will be managed after launch. Regular project meetings are crucial for monitoring ongoing activities and addressing any issues that might arise as well as providing additional training and support after going live.
Risk management is also a key part of this phase. Some common risks to watch out for include:
- Involving too many stakeholders: Projects are more likely to succeed when led by a small, empowered team that can make decisions quickly. Having too many stakeholders can lead to delays and conflicting opinions.
- New documentation processes: Transitioning to a smart documentation system may require significant changes in how you manage documents. It’s important to prepare your end-users for these changes and provide plenty of support for any questions or concerns.
- Perfectionism vs. Progress: While the new system offers many exciting features, focusing too much on perfecting every detail can delay the project. Striking a balance between getting things right and moving forward is key.
By carefully considering these steps and being mindful of potential risks, you can set your documentation management software project up for success. A well-planned process will not only make the transition smoother but will also help you get the most out of your new documentation system.