Introduction
You’ve done your research and found the perfect fence contractor software to help you get organized. Now it’s time to implement. The implementation process can be fun and tough. Proper onboarding is key to getting the most out of the software, minimizing disruptions and getting your team on board.
This article will walk you through best practices from planning to post-launch.
1. Set Goals
Define Success Metrics
Before you launch the software, define what you want to achieve. Do you want to reduce project completion times by 20%? Cut material waste by 15%? Having measurable goals will keep everyone focused.
Share These Goals
Share these goals with your team so they understand how fence contractor software will benefit them. When employees see how the software helps them personally, they’ll be more likely to adopt it.
2. Assemble a Project Team
Designate a Project Lead
Choose someone who will oversee the implementation process, set timelines and communicate with the software provider. This person should be tech-savvy and have good communication skills.
Build a Support Team
Include people from different departments—estimating, finance, and field operations—so the rollout considers all perspectives and needs. This team can also train their respective teams.
3. Phased Rollout
Pilot Project
Instead of rolling out the software to all projects at once, choose one smaller project as a pilot. This way you can test features, gather feedback and refine processes.
Gradual Expansion
Once the pilot project proves the software works, expand its use. Add more teams and projects until the entire organization is on board.
4. Training
In-Person and Online Sessions
Offer multiple training options to fit different learning styles. Live sessions can answer questions immediately, while recorded tutorials let users learn at their own pace.
Focus on Key Features
Not everyone needs to know everything about the software. Train on specific modules—for example, field crews on mobile functionality and the finance department on invoicing.
Software Provider Resources
If you’re using platforms like Bolster with integrated Construction Estimating Software, use their customer support. Providers often have documentation, webinars or even dedicated account managers to help with onboarding.
5. Data Migration
Clean Your Existing Data
Make sure your spreadsheets and client databases are clean and up to date before importing them into the new system. This step will prevent clutter and errors from complicating the implementation.
Backup
Copy important data in case something goes wrong during the migration process. A good backup strategy will prevent you from losing critical info.
6. User Adoption
Gamification
Incentivize learning by creating mini challenges or contests—for example, reward the team that completes the first set of project estimates on the new system.
Open Communication
Keep an open line of communication. Employees should feel comfortable reporting bugs, suggesting improvements or asking for more training.
7. Measure and Adjust
Check-Ins
Meet with your project team weekly or bi-weekly to discuss what’s working and what’s not. Small issues can become big problems if not addressed quickly.
Performance Metrics
Compare your initial success metrics—project duration or cost savings—to current performance. Are you getting closer to your goals? If not, where are the bottlenecks?
8. Document Everything
Implementation Guide
Create a step-by-step guide on how to set up new projects, assign tasks or generate invoices in the software. This document will be a reference for existing staff and new hires.
Best Practices and FAQs
List of questions and issues that came up during the pilot phase along with the solutions. This will become a living document that will evolve as you discover new tips and tricks.
9. Celebrate Milestones
Acknowledge Early Wins
When the first project is completed using the new software—or when a user completes an estimate using Construction Estimating Software—publicly recognize their achievement. Celebrations will foster positivity and validate the change.
Share Success Stories
How fence contractor software has saved time, cut costs or improved client satisfaction. These will convert skeptics to full believers.
10. Ongoing Improvement
Regular Updates
Software is never static. Take advantage of the updates and new features that providers like Bolster release. These updates often address user feedback, fix bugs or add new functionality.
Refresher Training
As the software evolves, so should your team. Offer refresher training or advanced training to maximize productivity.
Conclusion
Implementing fence contractor software is a long-term investment that can transform your business, but the transition must be managed carefully. By setting goals, training your team and measuring progress, you’ll be set up for long-term success.
It’s not over when you go live. Continue to learn, be open to feedback, and get regular updates, and you’ll get the most out of the software.