Procurement digital transformation: 10 best practices for successful software adoption

Procurement digital transformation

Lemon Learning shares 10 best practices for successful Procurement software adoption. The goal? 

  • Effective change management for sustainable Procurement digital transformation.
  • Buy-in from project stakeholders (Purchasing, Management, end-users, etc.). 
  • Increased ROI from your Procurement system and for your business!

Want to know more? Download our whitepaper for use cases, expert testimonials, and practical advice. You’ll find everything you need to optimize the performance of your Procurement solutions!

1. Identify the challenges of Procurement digitalization

The digitalization of Procurement is essential to optimize your business costs. Whether financial, operational, or competitive, these costs impact the entire organization (CFO, Purchasing, Support, etc.). Identify any potential challenges that could impact your different stakeholders.

2. Understand the role of your Procurement system

ePurchasing solutions have an important place in the digitization of Purchasing. 

Procurement systems make it possible to simplify Purchasing management, increase the quality of Purchasing processes and free up time for innovation and value creation.

The problem? Setting up your Procurement system is only the first step towards effective Procurement digital transformation. The first hurdle begins with end-user adoption.

3. Establish a solid methodology during setup

We know the methodology won’t be the most exciting part of your digital transformation project, however…

Establishing a clear methodology will make it possible to provide appropriate and timely support to your project stakeholders.

Planning, budgeting and identification of stakeholders are all core components of a good methodology.

4. Make an inventory

An inventory might seem self-explanatory, but mapping all the stakeholders and their issues surrounding your project makes it possible to set up a Procurement system adapted to your business challenges.

At this stage, you’re equipped with all the keys to carry out efficient Procurement digitalization!

5. Select the Purchasing IS best suited to your challenges

There is no one size fits all approach to Procurement systems. Companies have different business challenges depending on their situation (e.g., VSE vs GE, B2B vs B2C, etc.). 

Selecting the “best” solution comes down to identifying the most appropriate solution for your organization and your users.

Whether it is a Procurement tool developed in-house or a market solution, the best Procurement system will best meet the current needs and future challenges of your organization.

6. Communicate, communicate, communicate

Never underestimate the power of communication!

Want your stakeholders to buy in? Set up communication throughout the project from conception to implementation and beyond to collect their feedback.

Whether it’s management or your end-users, it is essential that each stakeholder understands the added value of the transformation project. 

7. Deploy the Procurement system with a user-centric approach

A lack of user-centricity is a common and recurring mistake during Procurement digitalization projects.  

Involving end-users from day one is fundamental to accelerating the adoption of your Procurement system. 

Collecting user feedback enables your organization to promote relevance, agility, and efficiency of the project in the long term.

8. Train users inside your Procurement system

Like communication, training in the Procurement system is an essential part of change management. 

Continuously training end-users in the event of new features, processes and updates, reduces skills obsolescence and facilitates the correct handling of the solution.

This step, in particular, helps reduce common resistance and frustrations linked to digital transformation.

9. Support usage on the Purchasing IS through support and integrated communication

Buyers, validating buyers, suppliers: the uses of the Procurement system are as diverse as the user populations and professions present on the tool. 

Supporting usage of the Procurement system encourages tool adoption and end-user productivity. 

But that is not all. By customizing this support, users have access to a tailor-made experience that meets their business challenges and uses of the Procurement system.

And not least… find out how you can implement integrated communication within your Procurement system. Download the whitepaper for all the insights! 

10. Measure, adjust and develop your Procurement solution on regular basis

Measuring the impact of your Procurement system implementation enables you to evaluate the project and assess the quality of transformation. Cost reduction, data reliability, process quality, and user satisfaction are all key performance indicators allowing you to identify ways to optimize your Procurement system long term. 

From understanding Purchasing issues to measuring ROI, you now know the best practices to successfully complete your Procurement transformation project! 

Discover our in-depth guide to achieving sustainable Procurement digital transformation. You’ll find the ‘ins and outs’ of essential procurement transformation from selecting the software, right through to deployment.