Dealing with Change: Tips for a Seamless Software Conversion

7K0A0190How many times have you heard the words, “that’s the way we’ve always done it” from a co-worker’s mouth? Most likely, a lot! So when it comes time to make a change—in assigned roles, vendors, software, or processes—it can be difficult! Especially when we’ve grown so accustomed to a certain way of doing things.

In the wise words of Socrates, “The secret of change is to focus all of your energy, not on fighting the old, but on building the new.”

At Black Mountain Software, we understand what it means to ask a county, municipality, school or utility to change. We understand the process can be uncomfortable for some, so we’ve developed a preparation guide for software conversions that make the change a lot less scary!

Whether you are changing the way you report information, moving to the Cloud, or seeking a new vendor for your billing and reporting needs altogether, these concepts can be applied to any situation to ensure a comfortable and seamless transition.

Tips for a Seamless Software Conversion

Choose a credible vendor to work with. Confidence in the company performing the change and trust in the personnel involved is key to a comfortable and seamless software transition. Black Mountain Software has performed hundreds of data conversions over the years and we are comfortable with all types of data—from text files to CSV, or even Word files. If you can send it in a report, we can capture and convert it!

Have a backup plan. Whenever you are changing software or service providers, it’s a good idea to keep hard copies of important data and reports. This creates an archive of historical transactions which may come in handy during the data transfer process.

Determine a timeline that works for you. Adoption of new processes and software is a byproduct of accuracy, timeliness and effort. It is important that data conversions and software conversions are scheduled during downtime so employees are not affected by the conversion during normal operational hours. A stall in the transition or a formatting error, though easily fixed, could cause unnecessary stress and insecurity if employees feel they cannot complete their work while the transition is happening. All downloads and conversions should be scheduled on a date agreed on by the entire team and should occur after a trial run, during which the conversion is tested for accuracy before final adoption.

Yes, system changes are a big project, but Black Mountain Software will be with you every step of the way to ensure a seamless transition.

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