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Last updated on 2024年8月8日

You're integrating new software systems. How do you handle stakeholder expectations effectively?

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Integrating new software systems into an organization is a complex task that requires meticulous planning and clear communication to manage stakeholder expectations effectively. As you embark on this journey, understanding the concerns and needs of those affected by the change is crucial. Stakeholders can range from executives and department heads to end-users and IT staff, each with their unique perspective on the integration process. By engaging with them early and often, you can gather valuable insights, anticipate potential issues, and foster a collaborative environment that supports a successful software integration.

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Debarata Basu

ServiceNow Platform Architect (ITSM, DevOps,CSM, ITOM,CSDM, SecOps,VR, GRC, Cloud Discovery, SIR, Integration, Virtual…
Waldir BONINI Junior

Consultor | Assessoria | Treinamento Corporativo | Inova??o e Desenvolvimento de Produto e Processos

1 Understand Needs

To effectively manage stakeholder expectations during a software integration, it's essential to first understand their needs and concerns. Begin by conducting meetings with stakeholders to discuss their goals, pain points, and how they envision the new system improving their workflow. This proactive approach allows you to align the software's capabilities with the organization's objectives , ensuring that the final product meets or exceeds expectations. Clear understanding also helps in prioritizing features and functionalities that are crucial for stakeholders, thereby facilitating a smoother transition and adoption of the new system.

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Waldir BONINI Junior

Consultor | Assessoria | Treinamento Corporativo | Inova??o e Desenvolvimento de Produto e Processos
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Desenvolver um software para atender a uma necessidade específica de um usuário é um processo que come?a com a compreens?o profunda do problema a ser resolvido. é essencial identificar claramente a necessidade do usuário através de entrevistas, questionários e observa??es. Com essa compreens?o, a equipe de desenvolvimento pode definir requisitos detalhados e criar um projeto que alinhe funcionalidades e usabilidade com as expectativas do usuário. O desenvolvimento segue com a constru??o do software, onde as funcionalidades s?o implementadas com foco em resolver a necessidade identificada. Testes s?o realizados para garantir que o software opere de forma eficiente e que a solu??o seja realmente adequada.

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2 Set Priorities

Once you've identified stakeholder needs, it's important to set clear priorities. This involves determining which features and functionalities are essential for the launch and which can be rolled out in subsequent phases. Prioritization helps manage expectations by providing a roadmap that stakeholders can refer to throughout the integration process. It also ensures that resources are allocated efficiently, focusing on high-impact areas first. By setting and communicating these priorities clearly, you can mitigate the risk of scope creep and keep the project on track.

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3 Communicate Clearly

Clear communication is the cornerstone of managing stakeholder expectations effectively. Keep stakeholders informed about the progress, challenges, and changes in the project timeline or scope. Utilize various communication tools and strategies, such as regular updates, newsletters, or a dedicated project portal, to ensure information is accessible and understandable. By maintaining transparency and encouraging feedback, you foster trust and can quickly address any concerns that may arise, thus preventing misinformation and setting realistic expectations.

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Debarata Basu

ServiceNow Platform Architect (ITSM, DevOps,CSM, ITOM,CSDM, SecOps,VR, GRC, Cloud Discovery, SIR, Integration, Virtual Agent with NLU, Performance Analytics and Citizen Development Advocate.
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This is the part which is often neglected but requires super attention. Agree on a common concise format Don't send unnecessary details Set clear expectations Timebox everything Status messages should be sent from a single account with consistent information.

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4 Manage Change

Change management is an integral part of handling stakeholder expectations during software integration. Develop a structured approach to guide stakeholders through the transition, providing training sessions and support materials to ease the adoption of the new system. It's crucial to acknowledge the impact of change on daily operations and to offer reassurance by highlighting the benefits of the new software. Effective change management can reduce resistance, enhance engagement, and ensure a smoother transition for all involved.

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5 Deliver Consistently

Consistently delivering on your promises is vital to maintaining stakeholder trust throughout the software integration process. This means meeting deadlines , providing the agreed-upon features, and promptly addressing any issues. Regularly review project milestones with stakeholders to demonstrate progress and maintain momentum. Consistency in delivery not only reinforces confidence in the project team but also helps in managing expectations by showcasing a track record of reliability and success.

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Iftikhar Ahmed

District Manager @ Pakistan International Airlines | Exploiting the product life cycle for CRM strategy | Product Management & Innovation | Digital transformation, System Projects & Enterprise Architecture
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Deliver frequently and consistently are the motto and one of the principles of Agile. Agile teams are very particular about the system integration testing and user acceptance testing. Microservices collaboration differentiates from Waterfall in the sense that stakeholders onboarding is very frequent, thoroughly documented and the user requirements and expectations are clarified at each and every small milestones.

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6 Adjust Flexibly

Finally, be prepared to adjust your approach flexibly as the integration progresses. New challenges and opportunities will inevitably arise, requiring a responsive and adaptive strategy. Listen actively to stakeholder feedback and be willing to reassess priorities if necessary. Flexibility in your approach demonstrates a commitment to meeting stakeholder needs and can lead to improved outcomes, as it allows for the incorporation of innovative solutions and continuous improvement throughout the integration process.

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You're integrating new software systems. How do you handle stakeholder expectations effectively?

1

2

3

4

5

6

1 Understand Needs

2 Set Priorities

3 Communicate Clearly

4 Manage Change

5 Deliver Consistently

6 Adjust Flexibly

Information Systems

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You're integrating new software systems. How do you handle stakeholder expectations effectively?

1

2

3

4

5

6

1 Understand Needs

2 Set Priorities

3 Communicate Clearly

4 Manage Change

5 Deliver Consistently

6 Adjust Flexibly

Information Systems

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感谢您的反馈

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