Implementing a new print and mail MIS can be a daunting and complicated task but there are things that one can do to make this process flow more smoothly. In our many years of experience we have identified the top 5 most helpful steps which, if followed, will help make sure that all stakeholders are on board, all details are considered, all necessary components are included, and that the system works as planned before being deployed. This, of course, will allow for an easier implementation that will ultimately have the desired result—increased productivity, smoother work-flow, and greater peace of mind regarding your business’s print and mail MIS.
A champion is a key person that takes responsibility for making sure the implementation stays on track. A champion does not do all the work, they facilitate it through meetings, establishing milestones and putting together the correct team. The champion holds the vendor and the team accountable for meeting deadlines and completing project tasks.
Workflow Mapping— It is important to have your current workflow mapped out. This will require working with other key team members to specifically identify the current processes in your workflow. Many clients tell us every job is different, and while that is true the steps you go through i.e. writing up the work order, processing data, production, mailing, shipping and billing have basic common workflows. It is imperative to understand how you work today to build a successful launch for your future.
Accounting process and procedure is often overlooked. It is important to have a complete understanding of how the company’s accounting team handles postage, package billing, special invoicing, and credits. We start the majority of our projects working backwards from accounting. Building a system that works for all departments is key to getting all the stakeholders to buy into the new system. Make sure you have someone from accounting on your team to provide feedback regarding set-up. General Ledger IDs play a key role in successfully setting up a company.
Implementation of a new system is an exciting time. Oftentimes the new MIS has many more features than your current system. There is always a wish list of items that are “like to haves”. Identify features you want to implement by deciding is this a Must Have feature or report. Can I launch the new MIS without it or is this feature something I can have done in the future? Don’t fall into the trap of trying to make the system perfect out of the gate. Many changes, tweaks, and additions can be made later.
It is important to test your new system along-side your current system. Select some representative jobs and run them to work out any kinks. The more you test the better off you will be when you go live.
Implementing a new print and mail MIS can be a daunting task since there are many factors, departments, and stakeholders to take into account. As with some of the more complex systems in life, sequential implementation is not always possible—we have to identify all the different components that will lead to a successful outcome and work on each one separately while simultaneously keeping the end goal in sight.
Our team has been through hundreds of implementations—we have seen it all. This wealth of experience has allowed us to identify key factors that, if taken into consideration, will make your implementation run smoothly and efficiently. Below are the top 5 things you can do to make deploying your new Print and Mail MIS a great success.
