After identifying the right solution to meet our needs, the next step in our OnePlan journey was implementation—a process that required careful planning and a phased approach. As change management specialists – what we usually advise our clients to do, we did ourselves. So, as we embarked on implementing OnePlan, our focus was on embedding the tool strategically, engaging our team at every level, and ensuring the rollout was iterative, adaptable, and aligned with our goals.
For other organisations looking to maximise the value of a new system, our journey could offer some practical insights…
Preparing for Success:
Like any successful implementation, our OnePlan journey started with clear planning and collaboration. As we often advise our clients, successful adoption requires thorough preparation and buy-in across the organisation. Practically, here’s how:
- Document requirements thoroughly: Capture technical needs and practical requirements for on-ground teams.
- Engage stakeholders across levels: Include delivery teams, project managers, consultants, and senior leaders in the planning.
- Encourage team feedback: Gather input on strategic vision and day-to-day needs to align on expectations for OnePlan.
- Create a sense of ownership: Ensure everyone understands the “why” behind implementing OnePlan.
- Conduct a Proof of Concept (POC): Test OnePlan with a small group in real-world conditions to assess fit.
- Evaluate workflow impact: Use the POC to identify any needed adjustments to OnePlan’s configuration.
- Refine in a low-stakes setting: Make necessary changes before a full-scale rollout, ensuring smooth integration.
Rolling Out OnePlan: A Phased Approach
Instead of launching OnePlan all at once, we used a phased approach to focus on each component, integrate feedback, and refine as we went.
- Phase 1: Project Planning and Tracking
We began by setting up project timelines, milestones, and resource allocation within OnePlan to replace our spreadsheet-heavy process. Instead of overwhelming our team with every new feature at once, we started with the basics—setting up project timelines, key milestones, and resource allocation. Using a “train-the-trainer” model, change agents within each team championed the rollout, providing hands-on support to ensure smooth adoption and embed the new process into daily activities. This step ensured that our team wasn’t just receiving an email about the new tool but had consistent, hands-on support in real time.
- Phase 2: Time Tracking and Resource Allocation
Once the team was comfortable with the project planning features, we added time tracking and resource allocation. Time tracking had been one of our biggest pain points, as it was previously done through an HR solution that didn’t align with our projects or planning. Shifting this function into OnePlan allowed us to directly link time tracking to specific projects and client engagements, streamlining our workflows and improving accuracy.
As we continued with our phased approach, we were continually gathering feedback from the team on what worked and making tweaks as needed. For example, we created templates to capture common time-tracking and resource allocation patterns, which allowed us to standardise these processes for faster adoption and better efficiency.
- Phase 3: Finance and Project Budget Integration
The final phase was perhaps the most transformative—integrating finance and project budget tracking into OnePlan. In the past, our financial data had been separated from project data, leading to challenges in understanding real-time costs and revenue at a project level.
By consolidating these elements in OnePlan, we gained a comprehensive view of our project finances. Now, we can easily:
- compare spend against budget,
- track profitability by project, and
- adjust resources as needed based on financial insights.
As a result, we’re now able to make more informed decisions around resource allocation and project prioritisation, and the finance team has seamless access to up-to-date project cost information.
Lessons Learned and Common Pitfalls:
Every implementation journey comes with its own challenges and lessons, and our OnePlan rollout was no exception. Here are some of the key insights we gathered along the way:
Hands-On Engagement is Critical: While communication is important, hands-on engagement with team members is essential. We ensured that our change agents were accessible and engaged with the team consistently. This direct support helped us quickly address questions, clarify expectations, and maintain momentum. Hands-on engagement also fostered buy-in, as people felt genuinely supported in the transition.
Don’t Wait for Perfection: One of the biggest lessons we learned is that it’s better to roll out something good than to wait for it to be perfect. We used the initial rollout as an opportunity to collect feedback and refine the system iteratively. The phased approach allowed us to implement necessary adjustments without delaying the rollout indefinitely. It’s like creating a “snag list” when building a house: you won’t catch everything in the blueprint, but you can address issues as they arise.
Consistent Change Leadership is Key: For any new system to succeed, change leadership is crucial. In our case, the change agents and POC team were the backbone of the process. These individuals became our champions, working alongside their peers, troubleshooting issues, and sharing insights. By embedding change management into the rollout, we ensured that the adoption of OnePlan wasn’t just a top-down directive—it was a bottom-up, collaborative effort.
Prepare for Resistance and Have a Plan for Late Adopters: Naturally, there were some late adopters who were hesitant to adopt a new tool. To address this, we created non-negotiable processes tied to daily activities. OnePlan became the central hub for project planning and reporting, making it the only way to get work done effectively. This approach was firm but fair, as we coupled it with ample support and guidance. By creating a culture where OnePlan was integral to daily tasks, we encouraged everyone to embrace it as part of our new standard.
At Analyze, we know that any successful implementation requires more than just choosing the right software. It requires careful planning, consistent change leadership, and hands-on support. If your organisation is considering a similar shift and facing challenges with change management, let us help. We’re here to guide you through the process and ensure you’re set up to maximise your investment. Reach out, and let’s embark on a path to operational excellence together.
Written by Amanda Budler, Analyze COO
