Replacing an ERP system is no small undertaking. As a core part of your business infrastructure, it’s deeply embedded in day-to-day operations. Any disruption carries risk, so much so that many organisations postpone change until it’s unavoidable. Unfortunately, by that point, outdated systems and processes may already be at a breaking point, creating unnecessary pressure across the business.
But ERP transformation doesn’t have to be overwhelming. With the right mindset and a trusted implementation partner, the process can become a valuable opportunity: to reassess how your business operates, modernise outdated processes, enhance data quality, and prepare your organisation for long-term success.
At De Facto Software, we’ve supported businesses through ERP transitions for over 30 years.
Here are the guiding principles we’ve found most effective for navigating this journey with confidence:
1. Choose Your Partner Carefully
Selecting the right ERP solution is critical, but choosing the right implementation partner is just as important. In fact, it’s often the key to long-term success. ERP systems are long-term investments, typically supporting businesses for 10 years or more. You’ll want a partner who not only understands your business, but one who will continue to add value well beyond go-live.
At De Facto, many of our customers have been with us for decades, a testament to the strength of our partnerships and the ongoing value we provide.
2. Build a Strong Internal Project Team
A successful ERP project starts with assembling the right internal team. Look for individuals with a deep understanding of your business, strong communication skills, and the authority to make key decisions. This team will be the bridge between your organisation and your implementation partner, managing stakeholders, aligning priorities, and helping drive the project forward.
Strong relationships between your internal team and your partner’s implementation specialists can make all the difference.
3. Communicate Early, and Keep Communicating
Too many ERP projects falter because communication is an afterthought. Engage your employees from the beginning. Their frontline knowledge is invaluable, and involving them early fosters buy-in.
Explain why the change is happening, what it means for their roles, and how it supports the broader success of the business. Keep them informed as the project progresses and listen. Many of the best ideas come from those closest to the day-to-day work.
4. Use the Moment to Rethink Your Processes
Over time, business processes often evolve in ad hoc ways, leading to inefficiencies and workarounds. An ERP implementation provides a rare opportunity to step back and review those processes holistically.
What’s still serving the business? What’s no longer fit for purpose? Identifying areas for improvement now can unlock immediate value and help you design a system that supports future growth.
5. Prioritise Progress Over Perfection
Trying to perfect everything before go-live can lead to delays and frustration. Instead, focus on reaching a workable solution that delivers real value quickly, then iterate.
Involve key users in this process. Their feedback helps refine the system and deepens their engagement, ensuring stronger adoption when the system goes live.
6. Expand Involvement in User Acceptance Testing (UAT)
Don’t limit UAT to a small group. Involve users from across departments to validate the system against real-world scenarios. This broadens test coverage, uncovers potential gaps, and creates “change champions” who can advocate for the system across the organisation.
7. Foster a Culture of Continuous Improvement
An ERP system should evolve with your business. Encourage users to suggest improvements and share new ideas regularly. A culture of feedback not only extends the lifespan of your ERP investment but ensures it continues to meet your needs as your business grows.
Final Thoughts
ERP replacement is a significant step, but with the right approach, it’s also an opportunity to transform how your business operates. At De Facto Software, we’ve helped organisations of all sizes embrace this journey successfully, and we’re here to support you every step of the way.