Remote ERP implementation: How to make the online project a success

Whether jour fixes, job interviews or workshops: Nowadays, many business meetings and training sessions take place in the virtual world. But what about the introduction of an ERP solution solution? Can such a complex project really be carried out successfully without face-to-face meetings?
The remote implementation of an ERP project is not only possible – it even has some advantages. However, it can only be successful if you are optimally prepared for the special features and challenges of remote working . In this article, you can find out what you should pay attention to when it comes to online meetings, asynchronous communication and technical equipment.

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Virtual ERP implementation: is it even possible?

Whether planning, installing the software or technical configuration, there are basically no tasks or process steps in ERP implementation that require a face-to-face meeting. One of the reasons for this is that it is usually not the ERP provider but the customer or a service provider that provides the hardware. The ERP manufacturer’s IT experts only need the access data for the server – they can complete all other steps remotely.

Only employees who maintain contact with the customer are usually employed in field sales. These are, for example, employees from the areas of sales, project management and consulting. They conduct ERP workshops, coordinate with the project team and train users on how to use the ERP solution. In other words, they take on communication tasks that can also be carried out via web meetings.

The case for digital ERP implementation

An online-based ERP implementation can even be more efficient than a traditional on-site project. Both the customer and the provider benefit from these advantages:

Time saving

Face-to-face meetings usually involve long journeys, so that often only full-day or even multi-day meetings are worthwhile. Remote projects, on the other hand, eliminate these travel times. Customer meetings, workshops and training courses can therefore not only be held more quickly, but also at shorter notice.

Cost reduction

Without traveling, there are no costs for trips, expenses and overnight stays. In addition, the ERP provider is able to use resources more economically: As project participants are not bound by time or location, they can support several customers and projects at the same time. This in turn increases efficiency.

Documentation

Digital project communication is based on video conferencing, project management software and shared cloud documents. This automatically creates traceable logs, task lists and decision-making processes. This transparency and traceability makes project management easier and reduces misunderstandings.

More flexible collaboration

The remote model enables location-independent collaboration with flexible scheduling and shorter meetings. This simplifies scheduling, as shorter slots are easier to accommodate in the project team’s diary. In addition, changes at short notice can be better accommodated.

Before the remote project: create the necessary conditions

The necessary technical infrastructure

As banal as it may sound, a stable internet connection and the right hardware for the home office and internal meeting rooms are basic requirements for a remote ERP implementation. Webcams with good resolution and microphones with high sound quality should be a matter of course. In office environments, external headsets that allow undisturbed conversations are also recommended. This is the only way to ensure uninterrupted online meetings and smooth digital control of the project

If the ERP implementation is to take place remotely, the technology has to be right. Poor microphones and cheap webcams are not a good prerequisite for eight-hour online meetings.

Katarzyna Cierpka, Asseco Solutions

The right tools

One of the most important software solutions for a successful remote ERP implementation is a user-friendly online meeting tool. Caution is advised with inexpensive conference tools: They are often limited in terms of transmission quality, meeting duration or number of participants. Their range of functions is also limited.

Professional software solutions, on the other hand, are more powerful and offer useful features such as chats, whiteboards and recording functions. They also guarantee secure, GDPR-compliant data transmission.

In addition to this, platforms for central documentation, structured task distribution and regular progress monitoring are essential. Project management tools such as Jira, Asana and Confluence promote collaboration across multiple locations, facilitate traceability and ensure the exchange of knowledge within the team. They enable seamless logging and ultimately target-oriented project coordination.

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The right communication culture

In the eyes of some employees, web meetings have a lower priority than physical meetings. This can have negative consequences for the meeting. To counteract this, you should draw up a few rules of conduct:

• All participants should be on time and switch on the camera.
• If you are unable to attend, please cancel in good time.
• Everyone present is in a quiet environment.
• Background noise must be avoided. If in doubt, mute the microphone.
• Your own desktop is tidied up so neatly that it is easy to share the screen.
• Doing other tasks on the side is taboo.

However, clear agreements should also be made for asynchronous – i.e. delayed – communication via email, chat or project management tools. Above all, it is important that the working hours of the people involved are known. Project members can enter their availability in their email signature, chat profile or an out-of-office note, for example.

Asynchronous or synchronous communication?

You’re probably familiar with this: some days there are so many meetings on the schedule that you hardly get any work done. This is no different with online meetings than with face-to-face meetings.

During the remote ERP implementation, you should therefore be aware that not every small project step needs to be discussed verbally. With written updates and well-structured dashboards, all relevant information on the project status is transparently available to everyone involved at all times. A time-consuming flood of meetings is therefore not necessary.

Nevertheless, there are a few project phases during ERP implementation in which online meetings are indispensable. The most important meeting types in an ERP project include

• Kick-off meeting
  • takes place at the start of the project
  • serves to define expectations, goals and roles
  • creates a common understanding

• Status and review meetings
  • serve to monitor progress, clarify open issues and assess risks
  • help to keep the project on track and identify problems at an early stage
  • should be short and focused

• Test and acceptance meetings
  • are used to discuss test results and approvals
  • are crucial for quality assurance
  • form the basis for the next steps

• Go-Live-Meeting
  • is used for final coordination before productive system operation
  • Coordinates the go-live of the ERP system, including responsibilities and schedule

You should be prepared for these challenges

No matter how well you plan a virtual ERP implementation technically and strategically, in the end it is often the human factor that makes a remote project really challenging. You should expect the following challenges and take appropriate precautions:

Lack of engagement in online meetings

In online meetings, it is much more difficult to attract the attention of participants and create an interactive exchange. In online meetings, many employees tend to behave more like passive listeners than active contributors – especially in large groups.

The distance means there is no personal connection to colleagues. This reduces the motivation to get involved and take responsibility. Without stimulating moderation and targeted impulses , the meeting quickly becomes one-sided and monotonous.

Our tips:

• Set a clear agenda in advance and send it to all those involved.
• Assign roles such as timekeeper or minute taker at the beginning.
• To warm up, start with an icebreaker question such as: “What has been your greatest moment of success in the project so far?”
• Don’t hold lengthy monologues, but include targeted discussion rounds. Also address individual people directly.
• Use interactive surveys and whiteboards for brainstorming, process sketches and prioritization.
• Keep appointments as short as possible and take regular breaks.

Lack of trust and low team spirit

Face-to-face meetings include several breaks that are suitable for small talk. Short conversations at the coffee machine or lunch together in the canteen build a personal connection between customer and ERP provider. This promotes mutual trust and creates a friendly working atmosphere.

Remote projects, on the other hand, do away with these social interactions – there is hardly any room for informal communication. What’s more, web meetings are often recorded and participants behave in a much more formal and distanced manner under observation. Without loosening up, such meetings quickly become exhausting and destructive.

Our tips:

• Ask all participants to switch on their cameras.
• Stop the recording from time to time. Without the all-seeing eye behind you, it is easier to chat freely.
• Plan virtual coffee breaks. During this time, everyone gets a drink and has five to ten minutes of small talk.
• Incorporate small games or personal questions, for example a mini-quiz about the team or an insight into the current work.
• Create open discussion spaces in which team members can occasionally exchange ideas without an agenda.

Cultural differences and time zone problems

Sometimes the customer and provider are based in different countries or even on different continents. In this case, communication styles, conflict behavior and the way hierarchies are handled can differ, for example. The understanding of obligations can also vary greatly.

If the participants are in different time zones, the joint working hours are limited. Project members may have to wait longer for queries and decisions due to delays in communication. Without clear rules and good tools, collaboration suffers.

Our tips:

• Maintain clear communication, clarify mutual expectations and agree on common standards.
• Respect different ways of working and be open to alternative solutions.
• Define core working hours during which everyone is available.
• Strengthen asynchronous communication with good tools so that decisions can be tracked even without live meetings.
• Record meetings so that attendance is not always mandatory.

Conclusion: Effective online communication as a success factor

Remote work only influences the operational level of the ERP implementation, not its general process. If you manage to virtualize your internal and external communication structures, nothing stands in the way of the successful completion of your ERP project.

Online meetings are an important part of a remote project, but must be used efficiently in combination with asynchronous communication. Professional video conferencing and project management tools that enable a smooth, transparent exchange are of crucial importance here. Only in this way can your project ultimately lead to success.