The implementation process is full of challenges that the project in charge must observe. These errors can cripple the entire system and lead to project delays and increased costs. If you are in charge of Workday implementation, here are some common mistakes to watch out for.
1. Lack of Proper Communication
Communication is essential during the Workday implementation. The implementation process involves several teams responsible for independent, related, and connected tasks. Communication is vital for coordination and organization to ensure the activities of one team do not affect the other team.
Various departments are also involved in the planning and implementation process; hence, they need a proper communication channel to communicate effectively. Therefore, the project leader must ensure appropriate communication channels for the implementation process for the different stakeholders, including partners. A lack of proper communication strategies and channels can lead to project delays and increased implementation costs.
2. Inclusion of Partners
The implementation activities should include the Workday implementation partners since employees may need their help in case of technical errors. You should consist of consultants from reputable organizations. Anyone who has experience working with Workday can ensure a successful implementation process. You may find consultants to resolve any challenges within the shortest duration, keeping project costs low.
Do not include the partners at the execution because you will be unable to identify any errors committed in the previous stages. It can be challenging to trace and identify the sources of mistakes at the execution stage; hence you need them all through. The second mistake is selecting any partner as long as they have software and system experience. You should only consider those partners with experience using Workday.
3. Limited Project Scope
Project scope is the road map on how to approach project activities such as planning, implementation, and review. A lack of a clear road map will lead to project delays since employees do not understand the project objectives and activities during the execution. The lack of milestones can also lead to underperformance from various teams since there are no KPIs to indicate the successful completion of implementation activities.
The implementation scope should cover other activities such as software updates after implementation. Without the updates, the system may not function efficiently. Other implementation activities include organizational changes. Every system requires organizational changes to ensure success, covering areas such as employee roles and responsibilities. So, you should confirm all employees know their roles. You can organize training to boost their skills in fulfilling their duties.
4. Lack of Process Priority
Every process during the implementation stage should be organized in the order of priority. You should ensure one process’s completion triggers the beginning of the following procedure. In doing so, those responsible for the following process can begin preparation in anticipation of the completion of the current process. Such preparations will save implementation costs and time.
When two processes run concurrently, you need to monitor them effectively and give clear guidelines to ensure they do not interfere. For example, data migration should not affect the software and hardware updates. They should all run concurrently and produce the desired results.
You also need to optimize the processes and customize them based on the requirement to ensure all the activities are actively and sufficiently covered. You also need to include third-party methods such as those accomplished by the partners.
5. Substandard Documentation
Process and software documentation is essential for providing implementation, review, and troubleshooting guidelines. Without proper documentation, those involved in the implementation may skip specific critical processes.
The documentation should be standard and extensive, covering all the individual processes based on phases. It should list the activities, order of completion, and KPIs to monitor success. Do not use the standards documentation provided by the vendor. Every organization has unique activities; hence you need to customize the documentation based on the organization.
Another mistake is failing to include the decision logs in the implementation process. This makes it difficult to track the person responsible for the decision.
6. Not Prioritizing Quality Checks and Tests
Every process should be subject to checks and tests to ensure everything is running smoothly, and the process must achieve desired outcomes, objectives, and milestones. Failure to conduct the tests can lead to errors that can become massive, affecting the entire process.
The checks and tests should be flexible based on the processes and activities involved. Rigid checks can result in errors even when there are no errors leading to delays. You should not wait longer to run the checks since it can be late or expensive to make the changes. Include these checks and tests in the documentation process, so those in charge can conduct them frequently before completion.
Those in charge of Workday implementation should know the organization’s needs, project activities, and teams before designing the implementation process activities. Understanding these factors will ensure you avoid documentation errors and limited checks ate tests. You should also watch out for mistakes when selecting the right partners, compiling process priorities, and creating communication channels.