In the world of technology and digital solutions, it is not only the software itself that is key to success, but above all the people and processes that surround it. Implementing a software solution into an organization is something that should pass not only through the technical filter, but also through the organizational and cultural filter of the company. Thanks to our extensive experience in the field of implementation, we offer a sophisticated approach that includes expert analysis, strategic planning, and personalized support.

We start at the beginning – by defining the process to be implemented in ALITEO.

This first step during implementation is not only a standard procedure, but also an opportunity for the customer to reflect on and optimize their existing process. We often witness “aha moments” when customers realize potential areas for improvement when reviewing their processes with the people who perform them on a daily basis.

Implementation

The implementation itself, whether carried out remotely or in the most commonly used way – directly at the customer's premises – is carried out in close cooperation and constant dialogue with all parties involved. A personal approach not only allows for a deeper understanding of the specifics of your business, but also a more flexible and effective resolution of any complications on the path to successful implementation. We analyze, transfer, and validate your process into the ALITEO system to ensure its smoothest possible transfer into the digital sphere. During this process, we often take on the role of process reviewer, applying our experience and know-how to improve and streamline the transferred processes where possible and appropriate. This includes mutual validation and improvement of the process using all the tools available in ALITEO.

Since we understand that every project is unique, we approach the validation and testing of implemented processes with the utmost attention and respect for the specifics of your business. We also provide comprehensive training for key users and offer support and assistance throughout the implementation process through our support team, who are of course ready to answer your questions or collect your suggestions for improving the functioning of our system even after your implementation is complete.

The result is not only a functional ALITEO system, but also a process that is optimized, fine-tuned, and tailored to the real needs of your organization. Implementation with us is not just about technology; it is a partnership built on experience, expertise, and collaboration towards the success of your business. The time commitment required depends on the size and requirements of your company. In principle, however, it corresponds to 12-50 hours, during which you will work with us to achieve the desired result.

Ensure that your digital transformation journey is smooth and efficient with the comprehensive and experienced approach offered by ALITEO.

Distinguishing between terms: Project and Process

Process, as a set of well-defined and structured steps aimed at achieving a specific goal, is the lifeblood of a successful organization. It allows us to approach work systematically, ensures consistency and quality of results, and at the same time minimizes the room for errors or inefficiency. In the digital tool ALITEO, the process is embodied in the form of a “Workspace”, where individual departments can create their own “recipe” for achieving the desired results.

The project itself in ALITEO is not just about completing tasks at random, but represents the application of a defined process (in the workspace) in practice, where each task and step is strategically designed to successfully guide the team toward the goal.

What characteristics should the project have?

• Process-based: Based on the settings of the given workspace.
• Time-limited: Has a set time frame.
• Defined by status: Each project can be in one of several statuses depending on the progress of the solution, or it can report a risk in terms of time or quality.
• Personally defined: The project has members with permissions who may be internal or external users.
• Specifies inputs: Defines resources or specifics based on project attributes.
• Uses resources: Project management tools in the form of meetings, management tasks, documents, SLAs, and reports.
• Output: Has a specific expected result and allows you to report and bill time on a project or parts of it.

Continuity vs. One-off

Some projects may be ongoing, meaning they do not have a strictly defined end date, but rather focus on day-to-day operations and communication (support projects, internal helpdesk, HR projects, etc.). In such cases, ALITEO can serve as a place where such projects can be managed.

Process modeling

“Workspaces” can be seen as a space for defining the process framework for a given department and can be converted into a process model. This model provides an overview of how individual processes are carried out in the company using a graphical process map.

The importance of processes

Processes, any sequential steps that subsequently represent a complete workflow, are vital to the operation of any organization and should be thoroughly defined and documented.

Process map vs. Process model

• Process map: Provides a complete overview of all processes.
• Process model: Describes and visualizes one specific process in detail.

Why implement process management?

1. Focus on work: Linking projects, tasks, statuses, attributes, and subtasks makes work easier and minimizes the chance of overlooking key steps.
2. Output quality: Ensures consistent output quality by ensuring compliance with best practices and company know-how.
3. Task delegation: Clearly defined processes facilitate task delegation and the integration of new team members.
4. Resource savings: Minimizes wasted time and energy by clarifying what the next steps in the process are.

Application in practice

For example, the process of handling a customer support request may be more complex than it appears. All procedures that need to be performed can be broken down into clearly defined steps to ensure quality and consistency.

How does it work at ALITEO?

ALITEO offers three levels of process management:

• Basic processes: Projects/Teams, tasks
• Medium complexity processes: Projects/Teams, tasks, subtasks, links, and task attributes
• Complex processes: Projects/Teams, tasks, subtasks, links, task attributes, projects, work reports, automatic comments and solvers, task stages and statuses, SLAs, etc.

ALITEO therefore not only enables the management of projects that can represent any data set, but also supports the creation, monitoring, and optimization of processes.

How to get started with process management?

• Define: What is the goal of the process?
• Modeling: What are the key steps?
• Analyze: How can we measure and evaluate the process?
• Optimize: How can the process be improved?
• Implement: How can we apply the process in practice?

ALITEO: Your path to effective process management

The ALITEO approach enables organizations to create, monitor, and measure processes as workspaces through projects, ensuring consistent performance and results and promoting continuous improvement. With ALITEO, you not only keep all your projects under control, but also create a robust system for managing and improving your processes—all in one place.

Proper reality assessment

Implementing new software is not just about technology. It is a change for your entire team. Insufficient preparation and the expectation that people will easily adapt is naive.

• Create a team of people who are either responsible for individual processes or competent enough to provide input on them and are close to technology. Assign them to design the implementation processes. If you see room for improvement during the implementation, revise them. If not, approve the result together.

Leadership

The key to success is leadership. Driving change from the top without understanding the reality of the work process is a recipe for failure. Leaders must be the first to fully use the new tool, understand it, and show the way to others.

• Make an agreement that all responsible parties will, from the set date, enter tasks and manage all their processes within the application.

One selected person is not enough

You often read the phrase “choose a responsible person.” Why doesn’t it work? Because a systemic change needs more than one carrier. The whole team should have a clear vision and full support from top management.

• Untie the hands of the selected team responsible for implementation and allow them to consult, validate, and improve the process over time and space, even during implementation, so that it does not disrupt the company’s operations.

Learning is a process, not an event

Training is essential, but what kind of training? One-time training does not work. Employees need ongoing training and real-time support to build confidence in the new tool and process.

• If the situation allows, allocate time to the implementation team even after the rollout so they can respond promptly, answer questions from colleagues, and help foster understanding and acceptance of the new software.

Listening to opponents

Every team has opponents. But instead of ignoring or persuading them, try listening. They are your most valuable sources of information on why the entire implementation might fail. Focus on developing a strategy that addresses their concerns.

• Create a project where all colleagues can contribute suggestions and questions. Then schedule regular meetings with open discussions on these inputs, which will either lead to an understanding of the current state or to change based on the discussion’s outcome.

Monitoring and optimization are never-ending processes

Considering the process complete after “implementation” is a critical mistake. Every system requires continuous maintenance, evaluation, and improvement. And if you are not prepared to keep investing in this process, you will fail.

• Organize meetings in regular cycles and assign each team member to monitor current trends and major players in your business. Then reflect on the trends and improvements that will move you forward.

Experienced managers and leaders should not underestimate the challenges that come with implementing a new system, and this is where a high-quality, targeted, and effective approach plays a key role. Let’s use lessons from past failures as a starting point for future successes.

We don’t need more tools. We need smarter implementations.