The cornerstone of any successful implementation is having a dedicated project manager who's got it all: communication skills, authority, and commitment. They need to be more than just a point of contact—they're the linchpin holding everything together. This person should be ready to answer questions, provide guidance, and, when necessary, give properties that little nudge to stay on track. Their focus? Getting the project done on time and ensuring that everyone's on the same page.

Before diving into the nitty-gritty, gather all the key players for a kickoff call. Think of it as the big meeting before the race begins. You'll want the management company reps, the assigned project manager, and the supplier's project manager and sales rep all in the same (virtual) room. It's the perfect time to discuss timelines, integration needs, and set clear expectations. To keep things streamlined, ask for any considerations ahead of time—no one likes surprises when deadlines are on the line.

Let's be honest—smooth sailing hinges on leadership. If your management company leaders and regional managers are well-versed in the new software, they can help steer the ship when it's time to get the properties on board. We recommend comprehensive training for these key players. Equip them with videos, documentation, and anything else they might need. When they have a general understanding, they can effectively support property staff and ensure the transition stays on course.

Communication is always key. Set up weekly check-ins between both project managers to review progress, identify roadblocks, and celebrate wins. These meetings aren't just about status updates—they're a chance to ensure that everyone feels supported and informed. Let's keep the lines of communication wide open.

When it comes to communication, more is more. Provide your teams with templates for emails and other tools that make it easy to keep properties in the loop. Every communication should be clear, outlining processes, expectations, and deadlines. And don't forget to follow up—express gratitude for tasks completed and offer support for those who might be falling behind. It's about building a rhythm where everyone knows what's happening and when.

Finally, don't skimp on training for site staff. They're the ones who'll be using the software day in and day out, so they need to feel confident and capable. Ideally, your software partner offers training sessions for every property. Supplement these sessions with accessible resources—tutorial videos, PDF guides, and a clear line to support when they need it.

Adopting a new software can be relatively pain free with a little bit of prep work, a whole lot of communication, and the right expectations set.