The 9 essential SaaS implementation steps for enhanced productivity and performance

In 2021, Gartner predicted that businesses today will underutilize their SaaS portfolio by a margin of at least 25%. That prediction has come to pass as we start 2024. 

Last year, the State of SaaS Buying survey revealed that 68% of our respondents consider SaaS spending their major pain point. On top of that, 2-month delays in SaaS implementation are not uncommon. 

Effective SaaS implementation is both challenging and time-consuming. It requires careful planning, design, deployment, testing, training, and much more. Best practices such as identifying business needs, encouraging user adoption, and continuously tracking and optimizing the adoption of the right tools can help you keep track of everything and maximize the benefits of SaaS. 

In this article, we describe how you can effectively proceed with your SaaS implementation program. We’ll also explore a nine-step strategy to ensure enhanced productivity and performance for your team. 

Step 1: Assess business needs and goalposts

Before going forward with the SaaS implementation, thoroughly evaluate your business needs and goals. Spending time assessing your business needs sets the foundation for a targeted and effective implementation strategy. 

Your team members will be the primary users and the core beneficiaries of the SaaS tool. They can give you first-hand information and help you understand what business functions require new tools. 

This will help you understand your organization’s unique challenges and identify the key areas where SaaS tools can deliver the most value. The right approach will synergize with your broader goals and ensure your tech stack aligns with your long-term goals. 

Step 2: Conduct research and evaluation

Thoroughly research and evaluate the deliverables of available SaaS tools. Consider factors such as: 

• Key features
• scalability
• Comprehensive security
• Low learning curve
• Integration capabilities 

To have an in-depth understanding, learn from the user experience of other business leaders in the industry. Look for authentic reviews, product demos, and the overall position of a particular SaaS tool in the market. A holistic evaluation based on features, cost, and business requirements will help you make the best decision.

Step 3: Develop an implementation plan

A well-structured implementation plan is a roadmap for success. Define clear timelines, allocate resources, and establish milestones. Also, ensure key stakeholders are involved in planning to foster collaboration and buy-in. 

The plan should encompass all aspects of the implementation, from initial deployment to ongoing management and optimization.

Step 4: Focus on data migration and integration

Zero-loss data migration and rapid integration are integral to seamlessly transitioning to a new SaaS environment. Identify data sources, map out data flows, and establish protocols for secure migration. 

Integration with your existing tech stack is equally critical to avoid silos of information that can kill your productivity. With the right strategy, you can ensure that your information is accurate, accessible, and aligned across the organization.

Another essential step for effective SaaS implementation is setting up testing protocols. Conduct regular tests to ensure your data integration is proceeding smoothly and your SaaS tools function as intended. This proactive approach will be instrumental in identifying and addressing potential glitches before they snowball into significant issues causing downtime. 

Step 5: Find opportunities for customization and configuration

SaaS implementation doesn’t end with the data migration. You must continuously assess the fresh opportunities for further customization and configuration and tailor the tool to align with your business processes. 

Identify business areas, such as workflow and process management, data management and reporting, user interface, and experience where customization is necessary. Customization and maintaining the integrity of the SaaS tool should be balanced to prevent potential issues with updates and future scalability.

Step 6: Plan for change and train your users

You can have the best SaaS tool in the market and spend significant resources, but it won’t be impactful if your team doesn't know how to leverage it fully. Plan multiple interactive training sessions for your users and ensure they are familiar with the ins and outs of the tool. 

Another vital thing to add is an effective change management plan. The right SaaS tool may require you to tweak your existing workflows slightly to improve efficiency and performance. Ensure you communicate the reasons behind the change, provide user training sessions, and create support channels for addressing their concerns. 

User adoption often shapes the success of any SaaS implementation, so investing time and resources in proper training will help in the future.

Step 7: Develop a stringent QA program

Quality assurance (QA) is an important part of SaaS implementation. Establish a robust QA program to systematically test the functionality, security, and performance of the SaaS tool.

Regularly conduct tests throughout the implementation process and address any unidentified issues promptly. This proactive approach ensures that the software operates as intended, reducing the risk of disruptions and potential security vulnerabilities.

Step 8: Focus on continuous improvement

As already noted, SaaS implementation is not a one-time game. It's a closely-knit process that requires continuous improvement. Review and evaluate the performance of the SaaS tool against clear and actionable performance metrics regularly.

Collect feedback from users to find out areas for enhancement or additional features. Stay informed about updates and new features your SaaS provider releases, and assess their relevance to your organization. This mindset will help your business adapt to changing needs and technological parameters.

Step 9: Ensure post-implementation support after you go live

Even after successful implementation, ongoing support is crucial for maintaining optimal performance. Create a transition plan to ensure everyone has enough time to iron out the wrinkles with the new system. Establish a dedicated support system that users can access for assistance and promptly address any issues that may arise during the process. 

You must also keep your communication channels open with the SaaS provider to stay informed about updates, patches, and potential security concerns. Proactive post-implementation support ensures your team can effectively leverage the SaaS tool without disruptions.

Key takeaways

Effective SaaS implementation requires a meticulous approach before and after implementing that tool. The nine steps above are a foundation of an exemplary implementation plan, but that’s not all there is to it. The right approach for you must be tailored specifically for your business and target issues affecting your team’s efficiency and performance.

To simplify this complicated and nuanced process, the SaaS buying and optimization platform Spendflo accelerates your SaaS procurement with our assisted buying feature. Let us know what features and tools you need, and our certified procurement experts will take ownership and handle everything from scratch. 

We take out the ambiguity and the continuous to-and-fro from your procurement process, ensuring you are paying the right price for the right tool.  Spendflo provides up to 30% guaranteed savings, real-time concierge services, a dedicated team, human and AI-driven savings, an experienced leadership team, and a free savings analysis estimating potential annual savings of $2 million for average users.

Want to see how much you can save in your SaaS procurement and implementation? Book a demo now!