Implementing a new project management tool can be a challenge, especially when it comes to optimizing business processes and integrating it into existing systems. monday.com is a powerful platform that helps companies manage their projects, tasks and teamwork efficiently. In this blog post you will find out how you can successfully implement monday.com and why it makes sense to use the support of an official monday.com partner.
Introduction to the monday.com implementation
Before you start implementation, you should set clear goals and expectations. Think about what specific problems you want monday.com to solve and what improvements you want to make.
The implementation of monday.com is a structured process that helps companies to organize their project management and teamwork processes efficiently. The support of an official monday.com partner can make the implementation process even easier.
Source: monday.com
The monday.com implementation process
The monday implementation process usually begins with a 14-day free trial of the monday.com software. After completing the test phase and deciding to use monday.com in your company, you can continue by purchasing one of the monday.com plans (you can see the available plans and prices here).
The next step is to decide whether you want to implement the software in your company yourself, or whether you want to bring in a monday.com consultant who can support you through the whole process with exclusive know-how.
Step 1: Kickoff
The kick-off phase marks the start of the implementation process. This may be a physical internal meeting with your team or, if you are working with a monday.com implementation consultant, there will be a virtual meeting. The goal of the kickoff is to clarify the goals and create a clear picture of the initial implementation of monday.com in your organization.
Before the kickoff meeting, it is important that you prepare a few points, e.g. who will be the team responsible for the implementation in your company, select the workflow expert who can identify your processes and knows your company well.
How does a kickoff meeting work?
Presentation of the implementation team
The meeting begins with an introduction of the implementation team to ensure that everyone knows who is involved and who is taking on which roles.
Discussion about the first workflow and the first team to come on board.
At the end of the meeting, it should be clear which workflow will be implemented first and which team will be involved first.
Define success metrics
During the meeting, participants should already start thinking about success metrics in relation to implementation:
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- Users: A certain number of people who have registered with monday.com or a percentage of the seats that are occupied at a certain time.
- Number of workflows: A certain number of use cases must be integrated into monday.com by a certain date.
Who should attend the kickoff meeting?
As a rule, the following key players take part in the kick-off meeting:
- Workflow experts, who are the main driving force behind the development of workflows and the introduction of monday.com.
- monday.com-Champion, who supports the change.
- Project manager responsible for monitoring the implementation.
- Admin (usually a member of the IT team) who is responsible for managing the licenses.
Step 2: Discovery-Meeting & Workflow Building
During the discovery meeting , the first workflows to be introduced are defined.
The aim of a discovery meeting to define a specific workflow is to Achieve a clear and detailed understanding of the requirements and processes of a project or task. This meeting serves to bring together all relevant stakeholders to discuss and document their needs and expectations.
During the meeting, the existing work processes are analyzed and potential areas for improvement are identified. Specific requirements and success criteria are defined that the new workflow must fulfill. In addition, technical and organizational framework conditions are discussed to ensure that the workflow can be seamlessly integrated into existing systems and processes.
Another aim of the discovery meeting is to identify potential obstacles and risks at an early stage and develop strategies to overcome them. By jointly developing a detailed workflow, the participants create a solid foundation for the implementation and help to ensure that everyone involved has a common vision and understanding of the project.
The discovery meeting can take place internally or, if you are working with monday.com implementation consultants, it is the next conversation that takes place. Nach dem Discovery-Meeting wird der erste Workflow vom monday.com-Partner in die Plattform integriert.
Create a project plan
The implementation of monday.com is in fact a project in its own right. In order to carry out a project successfully, it is important to have a plan in which deadlines and milestones are defined.
Source: monday.com
Step 3: Rollout
During the rollout phase, you will train the team for the initial workflow. It is best to divide the rollout phase itself into sub-phases and start with a pilot project. In the pilot phase, a smaller group of participants tests the workflow and provides feedback. The changes can then be checked and corrected before they are rolled out to the rest of the team.
The introduction is divided into three sub-phases, the pilot, launch and post-launch phase, which you can see in the illustration below.
Here is a brief insight into the individual phases:
- Prepare your pilot project
A pilot project will be carried out to test the solution you have developed with a smaller group of end users, and their feedback is welcome. You can then use the feedback to improve the solution before making it available to the entire team.
- Launch-Phase
The launch phase includes comprehensive training for all users, the provision of support and resources and the communication of the benefits and launch of the new platform to all employees.
- Post-Launch
In the post-launch phase, the use of the platform is monitored in order to identify potential for improvement.
Step 4: Post-Rollout
The post-rollout phase is the phase after the introduction of the first workflow, in which you monitor acceptance and try to increase it.
Preparing for change: how you and your team can get ready
Change can always be stressful for some people, especially if it means stepping out of their comfort zone and forgetting how things used to be. The implementation of a new tool like monday.com requires careful preparation and the commitment of the entire team.
The key to a successful rollout lies in the preparation – right from the kick-off!
Here are some steps to help you and your team prepare for the upcoming change:
Communicating about change and maintaining transparency
Inform your team early on about the planned implementation and the reasons for it. Transparency helps to reduce possible fears and resistance and promote acceptance.
Stimulate the participation and feedback of your team
Obtain feedback and take employees ‘ needs and concerns into account. This promotes the feeling of co-design and increases the willingness to use the new platform.
Train your team
Organize training and workshops to ensure that all team members understand the features and benefits of monday.com. Regular training courses help to shorten the learning curve and increase efficiency.
Rollout and customization
Use the rollout phase to test the tool on a smaller scale and make adjustments. This enables potential problems to be identified and rectified at an early stage before the platform is rolled out company-wide.
Source: monday.com
Why use an official monday.com partner?
The implementation of monday.com can be complex, especially when it comes to customization and integration into existing systems. An official monday.com partner has the necessary expertise and experience, to make the implementation process efficient and successful.
Learn more about why you need an official monday.com partner at your side
Conclusion
The implementation of monday.com can represent a considerable added value for your company. By carefully planning, training and adapting the platform, you can optimize your work processes and improve team collaboration. The support of an official monday.com partner can help to make the implementation process smooth and efficient. Use the expertise and experience of a partner to exploit the full potential of monday.com and achieve sustainable success.
As an official monday.com Gold Partner, we are happy to support you in implementing monday.com in your company. Our experts have already successfully implemented countless projects and specialise in getthe best out of the software, so that you and your company can take your digitalisation to the next level.
Getin touch with us for a free initial consultation and together we’ll take a look at which workflow we can digitally recreate for you.
