When we start implementing a new procurement system (in truth, everything written here is true regarding the implementation of most organizational systems), we are faced with the dilemma – should we change the entire organizational procurement procedure so that it aligns with the system’s guidelines? Alternatively, should we continue the existing situation and, at the same time, start working gradually with the new procurement system?
Sometimes the organization is forced to change the entire organizational conduct due to various regulatory requests. Still, as a general rule, we will often prefer the gradual option in which we will try to integrate the system organically while improving the system’s suitability for the organization in repeated iterations.
Here we will try to enumerate the main points for which we would prefer an organic implementation of the system:
It is better to make small mistakes, so even if an error was made in an essential system component, it could be easily corrected without having to fix a lot of accumulated information.
Understanding the system dynamics
Sometimes, the organization tries to implement a particular paradigm to which the employees have become accustomed. Still, the application of this is not natural in the system. Working in a limited framework allows the key people in the organization to understand the language in the design and thus reduce the friction that could have arisen if the use was made on a wide scale.
The organic implementation allows optimal adjustment to the organization’s needs. It is tough to sew the suit just by looking; the gradual application allows the system users to move forward with a thumb on the side and check that the applied move was indeed defined as it should be. Implementing a system in such a way will reduce the gap between expectations and reality.
Waste of resources
Implementing a system on a large scale costs a lot of money, but what cannot be returned is the time and energy invested. After the failure of broad system implementation, the chance of introducing a better alternative system is smaller, if only because of the frustration created by the lack of success of the implementation. Here too, a controlled experiment on a small scale would save a lot of resources and allow a better choice between the different alternatives.
In case we chose the gradual implementation option and managed to maintain the existing routines – so if it turns out that the system is not suitable for the organization – nothing happened; we continue with what was. On the other hand, if we have transferred all the work to the new system and want to go back, then a hole has already opened in the conduct of the usual method, and to close the gap, we have to invest considerable resources.
We believe that just as a plant will develop better when it grows gradually while adapting to the environmental conditions in which it is found and not artificially placed in a foreign place; Thus, the implementation of a procurement system is a craft that should be done in a gradual and controlled manner, taking into account the environmental conditions and paying attention to the small details.