Let’s face it: implementing new technology or processes can feel like trying to juggle flaming swords while riding a unicycle. You’ve got timelines, stakeholders, deliverables, and an inbox full of “urgent” emails that all seem to arrive at the worst possible moment. As a seasoned pro in project management consulting, I’ve seen it all, and trust me—there’s a better way. With the right strategy (and a little humor to get you through), your implementation can go from chaotic to calm. Here are some expert tips for a smooth ride.

 1. Build a Communication Plan (AKA: No Surprises, Please)

Imagine throwing a surprise party where no one shows up on time because they weren’t informed of the details. That’s what your implementation looks like without a solid communication plan. Make sure everyone—from the top decision-makers to the people in the trenches—knows who’s responsible for what, how to get updates, and where to raise concerns.

Pro Tip: Hold frequent check-ins, but keep them short. No one likes the “this could have been an email” meeting. And yes, that also applies to Zoom calls.

 2. Define Your Priorities (Because Everything Can’t Be Priority 1)

Let’s be real: you’re not a superhero, and your team can’t do everything at once. Clearly define what needs to be done first, second, and third, and stick to it. Sure, that new feature you heard about sounds great, but unless it’s critical to your launch, put it on the “nice to have” list for later.

Pro Tip: When you hear the words “but it’s urgent,” ask, “Is it ‘the building is on fire’ urgent or ‘I want this right now’ urgent?” It helps clarify a lot.

 3. Test, Test, Test (Because What Could Go Wrong?)

Ah, testing—the magical process where you find out your system doesn’t quite do what it’s supposed to. Testing is your best friend during an implementation. It helps you uncover issues before they become real problems (like the morning of Go Live). Run your team through scenarios that mimic real-life usage, not just ideal conditions. Remember: Murphy’s Law is real.

Pro Tip: If no one’s frustrated during testing, you probably haven’t tested hard enough. The goal is to find problems, not avoid them.

 4. Celebrate the Small Wins (You Deserve It)

There’s nothing wrong with pausing to celebrate along the way. Did you hit a milestone? Celebrate. Did a testing session actually go well? Celebrate. Did someone finally figure out how to log in? Definitely celebrate. Implementations can be stressful, so take time to enjoy the victories, no matter how small.

Pro Tip: Office snacks work wonders for morale. (And if you’re remote, get creative—virtual donuts, anyone?)

 5. Get a Project Manager (Because Doing It All Yourself Isn’t Fun)

Let’s be honest: managing an implementation is not something you want to do solo, especially if you also have other responsibilities. A project management consultant helps steer the ship, keeping everything organized and running smoothly, so you don’t have to worry about every little detail. They help manage the chaos, solve problems, and make sure you’re on track to meet your goals.

Pro Tip: Think of your project manager as the GPS of your implementation—they help you avoid roadblocks, reroute when necessary, and ultimately get you to your destination without too many detours.

 Ready for a Smoother Implementation?

Don’t let your next implementation become a cautionary tale. With the right strategy—and a project management consultant in your corner—you can go from chaos to calm in no time. Whether you need someone to guide you through the entire process or just to give you a nudge in the right direction, SwaLaRue Consulting is here to help.  

Schedule a consultation today and let’s chat about how we can make your implementation a success (minus the flaming swords).