Changing a property management system may not be something you have experienced before in your career. To ensure the best possible outcome, you need to involve many internal stakeholders, including those who will operate as daily users, and enrich the system with information, or get relevant key figures and reports from the system. A system change is so much more than an IT project; it is rather a behavioural change, meaning that you need to manage organisational change, not just change systems.
You probably see the advantages of switching systems, but what is important to consider when changing? Here are our five tips on how to prepare for a system change:
1. Do your homework and secure your future
- Start by mapping out the organisation’s needs and creating a clear specification of your requirements. Consider which functions are absolutely essential, e.g. contract management, drawings, maintenance, mobile solutions, etc.
- Consider future needs, your system should be flexible and scalable to grow with your business.
- Involve all relevant stakeholders, such as property managers, technical staff and the financial department, to ensure that the system covers the needs of the entire organisation.
2. Data transfer and data quality
- Ensure that data from the old system can be properly migrated into the new system. Identify which data needs to be migrated, e.g. rental agreements, drawings, or technical reports.
- Remove outdated or incorrect information before transferring. Everyone benefits from cleaning up redundant data.
- Ensure that you consider potential technical limitations, such as different file formats or structures.
3. Integration och API
- Find out whether the new property management system can be integrated with existing systems, such as ERP systems, energy systems, IoT sensors or maintenance systems.
- Ensure that APIs or other technical solutions are available to create a smooth integration between the systems.
- Integration is crucial to avoiding information silos and ensuring an efficient workflow.
4. User-friendly system
- The usability of the system is crucial to its success, and it should be easy to use for both property managers and other staff.
5. Allocate internal time and resources
- Plan for proper user training, including guidance, manuals, and support.
- Ensure that the system supplier offers sufficient support and guidance during and after implementation.
- Identify risks and create a plan for how to deal with problems during the transition.
- For a successful implementation, make sure there are enough resources and support from the supplier.
Don’t forget to evaluate the supplier. Check the supplier’s experience from similar projects and ensure that the supplier will offer long-term support, system updates and further development of the product.
