We have a proven plan for you
Obviously it can be intimidating to implement a new software system for your transportation organization. You have to get used to new screens and reports and ways to input information. Over the first few months, however, your hard work (and ours) will pay off. But when you’re just starting, it is easy to forget that all that hard work will pay off in years of benefits!
Your company will gain the benefit of the most advanced transportation system, LoadTech. You will gain the benefit of easy-to-use technology that makes your everyday job better and makes you better at your job.
Sample Timetable (your schedule may vary)
LoadTech is a sophisticated enterprise system, and implementing it is a process, not an act. During implementation, you will get your own customized version of LoadTech. The benefits of a system as all-encompassing as LoadTech are only realized over time.
Our sample timetable is based on a 90-day process. Remember, however, that your implementation can take less time with less customization, or a great deal more time if your customized needs are much more extensive.
Typically, the process is as follows (in order):
- Installation (before or at training)
- Business preliminary customization (before or at training)
- On-site Training (typically 5 days)
- Resolve hardware and telecomm issues (days 5-15)
- Implement Remotes (days 15-30)
- Further software customization; implement features (days 10-60)
- Go-live (days 30-60)
- Technical support (after go-live)
- Resolution of any remaining hardware issues (days 30-45)
- Even more software customization (days 45-90)
- Accounting Links and Integrations / EDI (days 45-90)
- Telephone training on periodic tasks (days 30-90)
- Telephone training on “second-level practices” (days 60-90)
- Resolution of any remaining customization (days 80-90)
Naturally, your schedule will vary, but this gives you a general idea.
LoadTech: Project Management Path to Success
What to expect at first
LoadTech is totally new to you. At first, you may feel more comfortable with your “other” system (if you had one). That’s OK. It’s normal for people to be more comfortable with their old familiar routine, but in a few weeks you’ll be up to speed.
You may have new hardware or internet access changes how your computer looks or connects to your server. Be patient. It takes a while to get used to the new improvements. Configuring a new system is like a tune-up for your car. The changes take time to get fully configured.
During a pre-assessment period, we will lean about your business rules and procedures and start customizing LoadTech so it works the way you need it to work. By the time we have completed this pre-assessment period, we will have completed nearly 80% of the preliminary customization.
Initial training is designed to give you the building blocks. After training, we have a plan to assist you with “second level practices” and periodic tasks. So, after the on-site training there is still much for us to do together.
During a pre-assessment period, we will learn about your business rules and procedures and start customizing LoadTech so it works the way you need it to work. By the time we have completed this pre-assessment period, we will have completed nearly 80% of the preliminary customization.
After initial training, will you know everything there is to know about LoadTech? Most likely not! LoadTech is such a powerful system that it takes several weeks to get into a routine.
Plus, we get to know more about you—your operation, your accounting, your staff, your hardware, and, yes, even your personal preferences. So training gives us an opportunity to teach you about LoadTech. And training gives you an opportunity to teach us more about your company.
The next step is “Going Live”. Going Live means actually starting to use the system in the everyday operation of your company. While this is an important milestone in your journey, it is not yet the final destination. Think of this not as the end, rather, think of this as “the middle of the beginning!”
Going Live: How it works
It is easy to say you’re committed to the work involved in going live. But, in the midst of all the work, it may be a different story. At first, because everything is so new, you may feel that you have actually taken a few steps back! This is usually because (a) you were faster, more comfortable and more familiar with your old ways and (b) it takes a while to get everything fully configured, and reconfigured, and reconfigured, until it’s exactly how you want it to be.
Regardless of the size of your company—whether you’re a large company with thousands of employees who practice first in a test environment, or a small company learning and implementing while you’re moving freight—it’s a tall order to make all the changes necessary to bring a new system into your organization.
Relax. Over time we’ll get you to where you need to be.
The only way to test your system is to actually use it. We will be tweaking forms and reports. We will be tuning speed and performance. We will be measuring and improving stability. It’s like tuning an engine. Time and the scientific method will bring you the results.
What you can do to help
- Mold your staff’s expectations. Let them know what is expected of them. Don’t “sugarcoat” matters. Remember that some users will catch on more quickly than others. Be patient with your staff.
- Work with us. Understand that we will be tweaking, debugging, tuning and measuring. We will be both on-site and on-line.
- Communicate and prioritize. We will work with you to make sure all people are fully informed. We want to address your priorities. Prioritizing well means that you will have a measured implementation. Don’t sweat the small stuff.
Implementation Q & A:
| Will the system be hard to learn? |
That’s what training is for. Training makes it easier! How quickly you learn the system depends on your previous skills and the effort you put into learning the new system. Individuals vary depending on their experience. Be patient with yourself. Once you know LoadTech, it is very easy to use. But practice makes perfect. |
| At the end of training, will I know everything about the system? |
No way! LoadTech is so powerful that there is much to discover. The goal of training is to give you the basic skills to take it to the next level. This is part of our “first things first” approach. After training we are here for you to teach you new things when you are ready.
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Is a lot going to change?
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Absolutely. There will be many changes. In fact, this is exactly why your company asked our company for help. Some parts of your job might be reassigned to a co-worker. Or, you may end up combining some of your existing tasks. Don’t be afraid of change. Overall, your work will become easier and more productive.
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| How long does it take? |
LoadTech users learn at their own pace. Some will catch on quickly, while others will take more time. Allow a few weeks to get into a routine. Soon it will all become second nature and very easy. Remember, learning a new skill is a PROCESS, not an ACT.
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What’s in it for me?
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We want to make your job easier. We want to eliminate many of the repetitive tasks that take so much time. We want to help you avoid errors. We want you to learn new skills that will last a lifetime. We want to help you and your company do a better job. And we want you to take pride in your new accomplishments.
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| Will I be faster on the new system? |
You will be faster in time. But probably not at first. You will learn by doing. After a few weeks, you would never dream of going back!
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Implementation Tips for Managers
New system implementation is a challenging time for managers. You must make sure your staff is doing their day-to-day jobs while investing the time to become proficient with their new technology. By its very nature, system implementation is a disruption in normal work flow. Here are some tips to help you manage the process.
Communicate, Communicate, Communicate!
Tell your staff why you are improving your technology. Tell them what your goals are. They may not be aware that an important customer is requiring satellite tracking or document imaging. They may not understand that this is part of a larger strategy. Avoid surprises. Communication is the key.
Paradoxically, your most dedicated and conscientious employees may be the most apprehensive. You see, they do not want anything to interfere with their ability to do their best. Be straightforward. Let them know that implementation in any sized company is always a disruption until things get settled. Let them know that their hard work will pay off. Listen to their concerns.
Set realistic expectations of your staff
Everyone learns at their own pace. Our trainers study each training class. We know that adults learn by doing. In fact, adults do not internalize initial training until they go live!
In a way, until your users get used to the system, they may feel that they liked your previous system better! This is natural. The analogy that we use is the equivalent of backing your bicycle up a hill to get a running start for the next hill! Let your staff know that you don’t expect things to be perfect the first day. Implementation means progress, not perfection.
Remember, you’re managing change
Your company has selected Express Technologies because you want change. By change, we mean improvements. Express Technologies is all about change. LoadTech is all about improving the status quo. We are experts at change. How a company capitalizes on change determines their success in the marketplace.
Don’t gloss over information with your staff. Tell them to expect change. Change involves uncertainty and sometimes fear. Give them the confidence that, over time, this will be change for the better. The most successful managers are those who can manage change.
First things first – Prioritize!
This is the most important task we face. The most successful implementations are the ones that are realistically scheduled and well-prioritized.
Your new system offers many new capabilities. But you need to master the basics. Sure, document imaging is exciting, but should we implement that before your people can enter a shipment? The new report generator is wondrous, but if you can’t process a freight bill, how can you create a receivables report? We can help you in a measured approach.
Accordingly, our trainers focus on a “first things first” approach. The most important prerequisites are navigation and basic familiarity. Next is performing the tasks necessary to run your operations, customizing LoadTech as necessary to meet your needs. Then, we focus on second-level practices and administrative functions, which are often the most important and most eagerly anticipated. But remember, the foundation must come first.
Respect the process
As discussed, remember that implementing new LoadTech is a process, not an act. This is completely new technology and takes a measured implementation. Therein lies its value.
Recognize that what you are doing needs to follow a relatively logical path. You have to travel from Point A to Point D, and you must include Points B and C. Let your trainers guide you through the process, so you can continually build on what you learned yesterday. The process works, and you’ll learn from each step as you go along.
Know the phases of the process
Implementation is more than just installation and training. It spans your go-live period and weeks afterward during your free support period. It is important that your staff understand and respect the process. From this process arises the value of the end result.
Don’t sell capabilities that you don’t yet have
Manage your sales force. Often, even before LoadTech is installed, they are excitedly selling your new capabilities such as internet WebTrace, EDI, or WebRate as if you already had them. Too many times a salesman or owner is promising things to shippers that aren’t even installed.
A word to the wise: Commit to the capability, but consult us to priority and schedule. Sales promises can create artificial unrealistic deadlines that aren’t good for anybody.
Know that there is value, and challenge, in flexibility
One of the reasons you come onboard with LoadTech is because of its amazing flexibility and customization. Because there are so many options, there is the challenge that comes from choice. The system isn’t finalized until weeks after Go Live. The flexibility is an inherent value of LoadTech.
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