Want to nail your ERP implementation? It’s all about communication. Here’s your quick guide to creating an ERP communication plan that works:
- Map Your Audience: Figure out who needs to know what and how to reach them.
- Set Your Schedule: Align updates with project phases and key milestones.
- Plan Your Messages: Craft clear, targeted content for each group.
- Get and Use Feedback: Set up channels for input and act on what you hear.
- Check and Update Plan: Measure results and tweak as needed.
Key to success? Tailor your approach. When Exactlly ERP rolled out a system for a manufacturer, they didn’t just say "It’s great!" They got specific:
"This new ERP will streamline inventory, cut waste by 15%, and speed up orders by 30%."
Step 1: Map Your Audience and Tools
To kick off your ERP communication plan, you need to know who’s involved and how to reach them. Let’s break it down:
Who Needs to Know What?
Start by listing everyone with a stake in your ERP project:
- Inside your company: Team members, bosses, IT folks, and end-users
- Outside your company: Clients, vendors, investors, and regulators
Don’t just jot down names. Figure out each person’s role, how much pull they have, and what they care about in the project. This info is gold for tailoring your messages.
When Exactlly ERP set up a new system for a manufacturing client, they didn’t just wing it. They made a detailed map of everyone involved – from the CEO (interested in the big picture) to the folks on the factory floor (worried about day-to-day changes).
How Will You Reach Them?
Now that you know who’s who, pick the best ways to get in touch. Mix and match these methods:
- Emails for regular updates
- Face-to-face chats for sensitive stuff or feedback
- Video calls for remote teams or outside folks
- Project management tools for task updates and progress tracking
Consider throwing in some specialized tools. Slack, for example, can be great for team chats, brainstorming, and sharing files. It’ll set you back $6.85 per active user yearly, which isn’t too shabby for what it offers.
Group Similar Folks Together
To save time and sanity, group people with similar needs. Here’s a quick example:
1. Big Cheeses
C-suite execs and project backers. They want the 30,000-foot view – progress, budget, and business impact.
2. Project Squad
The people knee-deep in the ERP setup. They need the nitty-gritty on tasks, timelines, and tech stuff.
3. Daily Users
The folks who’ll use the ERP system every day. Focus on how it’ll change their work, training options, and addressing their worries.
4. Outside Partners
Vendors, clients, or regulators who need updates. Give them info that matters to their specific role.
Grouping like this lets you craft messages that hit the mark for each crowd. It’s a time-saver and keeps everyone in the loop with info they actually care about.
Caroline Mayou, an ERP implementation guru, puts it this way: "Project stakeholders hold the keys to the businesses’ key requirements, core processes, desired benefits, and sought-out KPIs. Thus, identifying the right stakeholders will ensure the success of your ERP implementation."
Keep tweaking your stakeholder map as you go. It’s not a "set it and forget it" deal. Stay flexible, and you’ll keep everyone engaged in your ERP project from start to finish.
Step 2: Set Your Schedule
After mapping out your audience, it’s time to create a timeline for your ERP communication plan. This step keeps everyone informed and your project on track.
Match Project Stages
Your communication schedule should align with your ERP implementation timeline. Most ERP projects take 6 months to 2 years. Here’s how to sync your communication with key project phases:
1. Planning Phase
Kick off with a company-wide announcement about the ERP implementation. Explain why you’re doing it and set expectations.
2. Design Phase
Share updates on process mapping and system configuration. Ask for feedback from end-users.
3. Development Phase
Keep stakeholders in the loop about data migration and system integrations progress.
4. Testing Phase
Let people know about user acceptance testing and how they can get involved.
5. Go-Live
Increase communication as you get closer to launch. Send reminders and last-minute instructions.
6. Post-Implementation
Keep the updates coming to address issues and celebrate wins.
Plan Update Points
Pick key moments in your ERP journey that need special communication:
- Hit a big milestone? Tell everyone.
- Project scope or timeline changing? Let people know ASAP.
- Training sessions coming up? Give plenty of notice.
- Countdown to launch? Send daily tips and reminders in the final week.
"Don’t view the launch as an end, but view it more as a beginning." – Keith Williams, Vice President for ERP Solutions Delivery at Oracle Consulting
This quote reminds us: don’t stop talking after go-live. Plan for updates as your team gets used to the new system.
Set Update Schedule
Stick to a regular update schedule. Here’s a sample that works for many ERP projects:
- Weekly: Quick email to the core project team
- Every two weeks: More details for department heads and key stakeholders
- Monthly: Company-wide newsletter on progress and upcoming changes
- Quarterly: Briefings for execs on project status, budget, and ROI projections
But remember, you need to be flexible. As Gerry Savage, Principal Consultant at Lumenia, says: "An effective communications strategy is a key element of any significant change initiative, greatly increasing the likelihood of project success when planned and executed properly."
Be ready to change how often you communicate based on what’s happening and what people need. If things get critical or issues pop up, you might need to update more often.
Pro Tip: Use project management tools to automate some updates. Set up automatic notifications for completed tasks or hit milestones. This keeps updates timely without overwhelming your team.
Step 3: Plan Your Messages
You’ve mapped your audience and set your schedule. Now it’s time to craft your messages. This step is key to making sure everyone gets what’s going on with your ERP project.
Write Main Points
Start by listing the must-know info you’ll share throughout the project:
- Why you’re implementing the ERP
- How it fits with company goals
- Benefits for each department
- Big milestones and their impact
For example, when Exactlly ERP set up a system for a manufacturing client, they focused on how the new ERP would:
- Streamline inventory management
- Cut waste by 15%
- Speed up order fulfillment by 30%
Tailor for Each Group
Remember those audience groups? Now’s the time to customize your messages:
- Big Cheeses: Talk ROI, strategic wins, and high-level updates.
- Project Squad: Give technical details, task breakdowns, and specific deadlines.
- Daily Users: Show how the ERP will make work easier, highlight training, and explain day-to-day changes.
- Outside Partners: Share updates on how the ERP might change how they work with you.
"To ensure a successful ERP project, it is crucial to communicate effectively with your employees about the ERP changes and how they will affect their roles and responsibilities." – Gerry Savage, Principal Consultant at Lumenia
Make Tech Talk Clear
Explaining tech stuff can be tricky, especially to different groups. Here’s how to nail it:
1. Use analogies: Compare ERP functions to everyday stuff. Like how data integration is like ingredients in a recipe.
2. Go visual: Use diagrams or flowcharts to show processes. Great for explaining how different parts work together.
3. Layer your info: Start simple, then dive deeper for those who need more. Works well in emails or presentations.
4. Have "translators": Pick team members who can turn tech talk into plain English for non-techies.
Step 4: Get and Use Feedback
Feedback isn’t just a checkbox. It’s your secret weapon for a killer ERP project and keeping everyone pumped. Here’s how to nail it:
Create Discussion Channels
You need to give people a megaphone. Try these:
- Set up an ERP feedback portal online
- Use Slack or Teams for an ERP feedback channel
- Put up an old-school suggestion box (sometimes anonymity rocks)
Gather Input
Now that you’ve got your channels, it’s time to mine for gold:
- Fire off quick pulse surveys every few weeks
- Chat one-on-one with key players
- Host monthly town halls for real-time Q&A
"Listen to the troops. Don’t just talk, hear them out. Ask for feedback, good or bad. This makes people feel heard and helps you fix what’s broken. Two-way street, that’s the key."
This anonymous quote nails it. Listening is just as crucial as talking in ERP communication.
Handle Responses
Getting feedback is step one. Here’s what to do next:
1. Group similar comments: Spot trends and prioritize issues.
2. Respond fast: Even if you can’t act right away, let people know you heard them.
3. Take action: When you make changes based on feedback, shout it out.
4. Close the loop: Tell people what you did with their input (or why you couldn’t act on it).
Feedback isn’t just about fixing stuff. It’s about building trust and getting people on board with your ERP project. When folks feel heard, they’re more likely to back your changes.
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Step 5: Check and Update Plan
Your ERP communication plan is up and running, but the work isn’t over. Here’s how to keep it sharp and effective.
Measure Results
To know if your communication is hitting the mark, you need to:
1. Set up KPIs
Pick metrics that matter for your ERP project. Sikich suggests tracking things like:
- Gross margin
- Net profit
- On-time delivery
- Customer complaints
2. Use surveys
Send out quick pulse checks every few weeks. These short surveys can tell you a lot about how well people understand the ERP changes.
3. Track engagement
Look at:
- Email open rates
- Meeting attendance
- Use of feedback channels
4. Monitor system usage
After go-live, check how many people are actually using the new ERP system. Low adoption could mean there’s a communication gap.
"You can’t manage what you can’t measure." – Sikich
This quote hits the nail on the head. Without solid metrics, you’re in the dark.
Make Changes as Needed
Got your results? Great. Now it’s time to adjust if needed:
- Tweak your message: If certain groups aren’t getting it, try a new approach. The IT team might need more tech details, while sales might want to know how it’ll boost their numbers.
- Mix up your channels: If email updates aren’t working, try face-to-face meetings or quick video updates.
- Address concerns fast: See a trend in feedback? Tackle it head-on. If users are struggling with a specific ERP feature, set up a targeted training session.
"The implementation team should also communicate about any issues as soon as possible to reduce frustration for employees." – Reda Chouffani, CTO at New Charter Technologies
Keep Making it Better
Improving your communication plan is an ongoing process:
1. Regular check-ins
Set up monthly reviews of your communication plan. Ask:
- What’s working?
- What’s not?
2. Stay flexible
As your ERP project changes, so should your communication. Be ready to shift gears as you move through different project phases.
3. Learn from wins and losses
Did a particular update get great engagement? Figure out why and do more of that. If something flopped, analyze and adjust.
4. Keep the feedback loop open
Encourage ongoing input from all levels. You might be surprised where the best ideas come from.
Helpful Tools and Resources
Creating an ERP communication plan doesn’t have to be complicated. Here are some tools and resources to make your job easier and your plan more effective.
Message Templates
Save time and keep your messages consistent with these ready-to-use formats:
- AFFiNE Status Update Template: Great for quick, clear updates to different groups. It’s perfect for keeping the bosses in the loop about project progress and budget.
- Smartsheet Business Communication Plan Template: This one’s got it all, from big-picture strategy to nitty-gritty messages. Use it to map out your whole communication game plan.
"Communication plans play a central role in ensuring a more focused and efficient transition to your new and improved ERP – with fewer disruptions along the way." – Velosio
Planning Tools
The right tools can make organizing your communication efforts a breeze:
- ClickUp ERP Communication Plan Template: This free tool helps you structure your ERP communications. It’s got custom statuses to track progress and different views (List, Calendar, Gantt) to keep everything organized.
- Mind-mapping software: Tools like ClickUp’s mind-mapping feature help you visually lay out stakeholders and communication channels. It’s super helpful when you’re just starting to plan.
- Zoho Projects: While it’s mainly for project management, the free version has Gantt charts and team tools that work great for communication planning.
Progress Tracking
Keeping an eye on how well your communication is working is key. Try these tools:
- Zoho Connect: Use its network wall and Forums to share big updates and see who’s engaging. You can @mention specific teams to make sure everyone’s in the loop.
- ClickUp AI: This tool uses AI to look at communication patterns and suggest ways to improve. While we don’t know all the details, it might help spot trends in how people are responding.
- Zoho Cliq: This one lets you see when team members are available and how they’re communicating. It’s great for scheduling updates and meetings at the right times.
Summary
A solid ERP communication plan can make or break your implementation project. Here’s what you need to focus on:
Map Your Stakeholders
Figure out who’s involved in your ERP project. From the big bosses to the folks on the ground, everyone matters. Group them based on what they need to know and how they like to get info. This way, you’re not sending the same message to everyone.
Set a Clear Schedule
Line up your communication with your ERP rollout phases. At the start, you might send out company-wide messages explaining why you’re doing this. As you get closer to launch day, ramp up those updates to tackle any last-minute worries.
Craft Targeted Messages
Don’t use a one-size-fits-all approach. When Exactlly ERP set up a system for a manufacturing client, they didn’t just say "It’s great!" Instead, they got specific:
"This new ERP will streamline inventory management, cut waste by 15%, and speed up order fulfillment by 30%."
This way, everyone knows what’s in it for them.
Establish Feedback Channels
Give people ways to speak up. Maybe set up an ERP feedback portal, use tools like Slack, or host monthly Q&A sessions. The goal? Make sure everyone feels heard.
Measure and Adjust
Keep an eye on how well your communication is working. Sikich recommends tracking things like gross margin, net profit, on-time delivery, and customer complaints. Use what you learn to tweak your approach.
Remember, good communication isn’t just about talking at people. It’s about getting everyone on board and excited about the ERP project. As Reda Chouffani from New Charter Technologies puts it:
"Communicating effectively with employees about the implementation can ensure the transition to the new software goes smoothly."
So, keep the conversation going, and you’ll be on your way to ERP success.
FAQs
What does a stakeholder engagement plan include?
A stakeholder engagement plan (SEP) is key to any ERP communication strategy. It’s your guide for keeping everyone informed and involved in your ERP project. Here’s what it typically covers:
1. Stakeholder mapping
This is where you identify the key players in your ERP project. You’ll pinpoint everyone from top executives to end-users, and assess their level of influence.
2. Communication channels
You’ll decide how to reach each stakeholder group. The IT team might prefer instant messaging, while the finance department might opt for email updates.
3. Timing and frequency
This part answers when and how often you’ll communicate. You might choose weekly updates for the core team and monthly newsletters for the entire company.
4. Message content
Here, you’ll plan what information each group needs. The CEO might want high-level progress reports, while department heads need more detailed information.
5. Feedback mechanisms
Communication goes both ways. Your SEP should include ways for stakeholders to share concerns or ask questions.
Caroline Mayou, an ERP implementation expert, explains:
"A stakeholder engagement plan (SEP) documents how involved and influential your project stakeholders are. It also outlines your stakeholder communication plan, including when you’ll reach out to each stakeholder, what platform you’ll use, and how much information you’ll deliver."
Your SEP isn’t just a document – it’s a tool to keep your ERP project on track and everyone in the loop.