Avoid costly mistakes and deliver real business value by aligning technology change with clear objectives, strong governance, quality data, and confident adoption.
When a business decides it is time to replace a core system, it’s often driven by necessity, outdated systems simply can’t keep up with evolving demands from clients, regulators and even their own users. But a new system won’t solve deeper operational challenges unless those are addressed first.
Before diving into procurement or implementation, organisations must ask themselves - “Why are we changing systems?”. If the answer is simply "because the old one is outdated," that’s not enough. Without a clear understanding of the business drivers, the new system risks replicating old inefficiencies in a shinier package.
Research into complex implementation projects shows that:
The first step to avoid these pitfalls is to clearly articulate a detailed set of requirements. When requirements are vague or incomplete teams end up misunderstanding business processes and leaving gaps in functionality that only show up after go-live. The result is typically costly rework, delayed timelines and frustrated end users. A solid requirements document is your single source of truth and keeps everyone aligned.
System selection depends on the quality of your requirements. Many organisations now favour Low-Code/No-Code (LCNC) platforms, which enable rapid workflow development with little technical involvement. LCNC offers speed and flexibility, but scaling organisation-wide can be challenging without the right support.
The quality of data you are putting into the system has major implications on how well the new system works. Poor data can mean a few different things; duplicates, outdated records, missing fields. To tackle this properly, organisations should adopt a formal Data Migration Strategy. This is not just a technical step; it is a structured process that takes in profiling, cleansing and mapping your existing data.
Hardware, software, and data matter, but arguably the human element matters most.
Training is crucial when ensuring a successful implementation. Good training is more than teaching buttons and menus. It explains why things have changed, which helps reduce user fear and frustration. When users understand the bigger picture, they make fewer errors and adopt the new system faster.
Training should be role-specific, hands-on and practical and not a one size fits all approach. If the business or supplier do not have the resource or skill to achieve this then external training providers can be used to deepen the expertise of the new system.
Implementing a new system is a significant undertaking, requiring skills, capacity, and focus that should not be underestimated. With teams already busy managing daily tasks, such projects often become secondary priorities, increasing the risk of failure. Without dedicated resources and strong governance, success is unlikely. Rather than viewing these roles as unnecessary costs, see them as an insurance policy that protects your investment and prevents costly mistakes. A new system can be transformative, but only when built on insight, readiness, and collaboration. By addressing core challenges first, organisations can ensure lasting value and meaningful, measurable benefits from their investment.
Don’t let the issues and factors outlined in this article derail your investment. At BDO Jersey our expert project and change management team helps you avoid costly mistakes and deliver real business value.
Let’s talk so we can understand your unique needs and plan for making your next implementation smooth, fast, and successful.
