Top 5 Things to Prepare Your Organization for Digital Transformation
February 5, 2024
Digital transformation has become a key driver for organizational growth and adaptability. As businesses dive head-first into technological advancements, it is important to not only remain focused on current projects but also be ready for upcoming ones.
Tom Kadota, Solutions Engineer at Belmar, shares invaluable insights into the top five aspects that organizations should consider when preparing for a digital transformation. With a focus on change management, executive buy-in, project planning, data migration, and technological adoption, Tom's comprehensive guide offers a roadmap for success in navigating the complexities of the digital era.
1. Crafting a Vision for your Organization: Defining Clear Objectives and Requirements for Success
It is important to establish a clear, well-defined vision and goals that you want to achieve with Salesforce. This step will act as the organization’s guide to success, ensuring that they remain focused on the big picture among pain points and wish list items.
Begin by documenting your organization's specific requirements and processes that need to be addressed through the implementation of Salesforce. The documentation will help create a deep understanding of functionality and data needs, user roles, and integration points with other systems.
To start the process of defining the main objectives, consider involving these key individuals:
Leadership Team: consists of executives and/or managers who understand the day-to-day struggles that personnel face, and can vouch for those pain points.
Day-to-day staff: equipped with the experiences and knowledge of challenges that exist within the current process and system.
IT or Database Teams: provide technical expertise when initiating the planning phase, and can share their knowledge on how to approach the digital transformation.
Incorporating these teams fosters a collaborative approach that aligns with the practical and operational needs of the organization. This sets the stage for a Salesforce implementation that not only addresses current challenges but also paves the way for long-term success.
Although crucial to any technology transformation initiative, cross-functional collaboration often poses challenges in establishing clear objectives. One common obstacle is that each department will have different wish lists, but it is important to prioritize based on need and urgency. Make sure that everyone feels heard. Be open to a phased or parallel approach to the new system and adoption.
2. Unlocking Success: Gaining Executive and Stakeholder Buy-In for Optimal Results
Unlocking success in any organization depends on securing executive and stakeholder buy-in – a key factor for reaching optimal results. Having strong executive sponsorship ensures that the project receives the attention and resources it needs to succeed. There are many benefits to expect when this is successfully done, such as:
Quicker turnaround time for more effective decision-making.
Resource allocation for budgeting and fiscal planning.
General alignment on vision, goals, planning, and approach.
Prioritization from leadership for successful adoption.
To engage stakeholders effectively in the decision-making process, get them involved early to gather their input, align expectations, and address any concerns. This collaborative and high-touch process ensures that the solution meets the needs of various teams. In doing so, you will not only gain buy-in but also lay the groundwork for a successful implementation.
3. Effective Project Planning: How to Strategically Budget and Assemble a Dedicated Project Team
Strategic budgeting proves to be a vital part of project success, and you want to break this down into bite-sized pieces. There are three different cost drivers to consider:
Software/Product Costs – these include licensing fees, usually incurred on an annual or monthly basis. These are the expenses associated with the products you use for your project.
Implementation Costs – the expenses associated with setting up and customizing a system according to your requirements. Additionally, you need to consider the time investment by accounting for the hours contributed by the internal project team allocated to this project.
Maintenance Costs – evaluate the time saved and the anticipated time investment required for ongoing maintenance. Consider future phases and plans as well since these contribute to the overall financial considerations and added functionalities.
In the process of assembling a dedicated project team consider defining the following roles and responsibilities:
Project Sponsor — an individual from leadership, who is accountable for driving the project and understands the greater vision. They also understand the business value the implementation will bring.
Project Manager — manages the day-to-day activities of the engagement, tracks resource availability, manages deliverables, and equips the consulting team with the resources they need.
Subject Matter Experts — everyday staff or department leads that are closest to current processes and understand how the business operates on a granular level.
Database, IT, or Technical team –understand the technical aspect of the current process, and may be responsible for overseeing the maintenance of the future system.
4. Seamless Data Migration: Prioritizing Data Assessment, Cleansing, and a Strategic Data Migration Plan for Accurate and Reliable Results
Having a seamless data migration is essential for accurate and reliable results, and this begins with a thorough data assessment and a cleansing process as early as possible. To begin, you will need to ask yourself some critical questions. What is the current volume of data (measured in records or rows)? What types/categories of data are present (e.g. constituents, accounts, organizations, gift records, events)? What data will need to be migrated? How much historical data do we need to migrate? You should also consider the cleanliness of the existing data. You will need to dig into records that are missing information, duplicated data, and instances where data is coming from multiple sources.
Organizations must also be prepared for potential risks and challenges when undertaking a data migration project. When migrating from multiple source systems, there will be a level of uncertainty due to each system having its own data model. When transitioning to a new centralized system, make sure there are consistent data structures and standardization for effective integration. Develop a data migration strategy that includes mapping data from existing systems to the corresponding fields in Salesforce.
5. Managing Technological Adoption: How to Craft a Change Management Plan with Tailored Training to Empower Users and Maximize Success
A well-structured change management plan is crucial for successful technology adoption. This will include a comprehensive communication strategy that considers the team's technical proficiency and potential resistance to change while outlining the benefits of the new system and developing different training strategies.
Collaborate with your implementation partners to create a customized plan based on the different user groups, and identify the most effective methods to train the individuals. At the center of this is identifying user needs and how to drive engagement, which will involve tactics such as using recordings, documentation, and live practice sessions. This makes sure that users across all levels of the organization are not only comfortable but also confident in adopting new technology.
Taking on a digital transformation journey may seem hard at first, but with the help of strategic analysis, careful planning, and the support of a reliable implementation partner, your organization is set up for an exciting and impactful change. Belmar's commitment to providing valuable insights and expertise ensures that your organization not only addresses current challenges but also lays the foundation for long-term success. Ready to kickstart your Salesforce implementation journey? Click the button below to connect with us and start on your path of innovation and growth.
About the Organization
Belmar Consulting is an award-winning Salesforce implementation partner, who works with various organizations and enables them to succeed in their digital transformation journey. We combine our intimate knowledge of the public sector and the nonprofit industry with Salesforce to create and implement innovative solutions for our clients. Belmar’s dedication to delivering successful client projects means our clients are more effective in their role to fulfill their organizational missions.
