Change Management Strategies for ERP Upgrades: Minimizing Resistance and Maximizing User Adoption

It is of course accepted that implementing a major ERP implementation is a significant undertaking for any organization. However, the success of that project cannot solely rely on technical achievement; it also depends on effectively managing the associated change within the organization. Change management plays a vital role in minimizing resistance and maximizing user adoption during ERP upgrades.

We have heard repeatedly that a successful organisation is based on its people. In line with this post outlines 7 key effective change management strategies to facilitate a smooth transition and ensure the successful adoption of ERP upgrades, delivering companies technical and organisational change.

1. Communicate the Benefits: Communicating the benefits of the ERP upgrade is crucial in gaining buy-in and minimizing resistance from stakeholders. Clearly articulate the advantages and positive impacts of the upgrade, such as improved functionality, enhanced user experience, and increased efficiency. Explain how the upgrade aligns with the organization’s strategic goals and supports employees in their daily tasks. Ideally this message should come from a key leader within your organisation. This communication, the golden thread, throughout the project, linking back to your senior sponsor creates a sense of purpose and motivation for embracing the change.
2. Establish a Clear Roadmap: Develop a clear and comprehensive roadmap for your programme, outlining key milestones, timelines, and deliverables. Communicate this roadmap to all stakeholders, ensuring they understand the project’s scope, timeline, and their respective roles and responsibilities. A well-defined roadmap provides a sense of structure and allows stakeholders to anticipate and prepare for the upcoming changes, minimizing uncertainty and resistance.
3. Engage Stakeholders Early and Often: Engaging stakeholders from the early stages of the ERP programme is critical for their buy-in and support. Involve key stakeholders, such as department heads, team leaders, and end-users, in the decision-making process. Seek their input and feedback to address their concerns and ensure their needs are considered. Regularly update stakeholders on the progress of the upgrade, providing them with opportunities to ask questions and voice their opinions. By involving stakeholders throughout the project, you create a sense of ownership and foster a positive environment for change.
4. Provide Comprehensive Training: Put simply training is a fundamental aspect of successful ERP upgrades. Develop a comprehensive training program that encompasses all aspects of the upgraded system, including new features, workflows, and processes. Offer a variety of training methods, such as classroom sessions, eLearning, and hands-on workshops, drop-in sessions, FAQ boards and communities to cater to many different learning styles. Provide ongoing support and refresher training to ensure users are confident and proficient in utilizing the upgraded ERP system. An experienced training partner is critical piece of your programme team. A partner focussing solely on training within the programme is the ideal.
5. Address Resistance and Concerns: Resistance to change is natural during an ERP implementation. Actively listen to concerns and address them promptly and transparently. Understand the reasons behind resistance and provide clear and accurate information to alleviate fears and misconceptions. Communicate how the upgrade addresses the challenges and concerns raised by stakeholders. Offer support and training resources to help users navigate the change and provide channels for feedback and ongoing dialogue to ensure continuous improvement. Training should extend beyond go live preparation.
6. Lead by Example: We spoke about the golden thread. Leadership plays a vital role in change management. Executives and managers must lead by example and demonstrate their commitment to programme. Embrace the change themselves, promote its benefits, and actively engage in the training and adoption process. When leaders are visibly supportive of the upgrade, it creates a positive ripple effect throughout the organization, encouraging others to follow suit.
7. Monitor and Evaluate Progress: Regularly monitor and evaluate the progress of the ERP upgrade and the adoption of the new system. Establish key performance indicators (KPIs) to measure the effectiveness of the upgrade and assess user adoption rates. Solicit feedback from end-users and stakeholders to gather insights on the challenges and successes of the upgrade. Use this information to identify areas for improvement and to refine change management strategies for future upgrades.

Implementing an ERP upgrade is a complex undertaking that requires effective change management to minimize resistance and maximize user adoption. By implementing these strategies, organizations can foster a positive and supportive environment for change, communicate the benefits of the upgrade, engage stakeholders, provide comprehensive training, address concerns, and continuously monitor progress. With these strategies in place, organizations can successfully navigate ERP upgrades and reap the benefits of enhanced systems and processes.

Contact iTrain today to learn more about our change management and training services, how we have helped 100’s of companies deliver successful Oracle and SAP implements and how we can use that experience to support your organization to achieve your goals with minimal disruption and maximum user adoption.