5 key steps to adopt new technology in your business
A change management guide for veterinary practices
Like many industries around the world, veterinary practices are under constant pressure from both sides of the business equation – on one side, ensuring their customer experience is the very best it can be, while at the same time, connecting and collaborating with vital business partners and suppliers to keep their practice running smoothly.
Surrounding these challenges are some key influences that are driving change in the veterinary industry. These include:
The next generation of pet owners: Tech-savvy Millennials (those born between 1980 and 1996) now make up 35% of pet owners
Higher expectations: Customers today want a seamless experience delivered by intelligent technology
Faster service capability: With innovative technology, diagnosis and treatments are faster and easier to carry out than ever
Increased competition: Pet owners now have more flexibility and choice when selecting a practice, increasing the pressure to stay one step ahead with both suppliers and consumers
Younger staff: Millennials will soon make up most of the workforce, so their expectations and values will need to be considered while running a practice
In order to manage these challenges and remain at the very top of their game, veterinary practices need to embrace new technologies – particularly the competitive advantage gained by moving to a cloud-based Veterinary Practice Management (VPM) system, such as ezyVet. And this involves change.
By its very nature, change will affect every part of a business – from digital processes and systems, through to the day-to-day habits of employees. Research shows that one of the main reasons a major change project fails is the lack of a focused process when it comes to implementing a new system. This makes it vital to have a plan in place and be prepared before adopting new technology into a veterinary practice.
Keep in mind that there will also be a learning curve for employees to adjust to the features and capabilities of a new VPM system. Even small adjustments to workflows can mean big changes to how staff previously carried out their routine tasks. So, to ensure staff are prepared for the changeover to a new system, and they are comfortable making that change, a checklist has been outlined below.
“Time management is crucial when it comes to serious change. The more time our clients dedicate to learning the system, the smoother the transition is.”
Global Head of Implementation,
5 Key Steps to Smoothly Set Up a Veterinary Practice Management System
1. Identify what’s working and what’s not
Outline your current systems and processes to establish what needs upgrading, and how these could be addressed. Also, consult your employees on areas they currently have trouble with, and what changes they feel need to be made.
Setting up a new system is the perfect time to make those important workflow changes that have been put off for so long. What areas of your business can you improve on and streamline? How can a system like ezyVet maximize the amount of time that is being spent with clients and animals?
As modern VPMs are cloud-based, internet speeds are an important consideration – especially if you are switching from a more expensive server solution, as your practice will soon be solely operating on WiFi and backed up securely to the cloud. Talk with your software provider about a solid contingency plan in the case your internet connection goes down, so you can still operate smoothly offline – just like you would create a backup plan on how your team would manage for when your servers crash.
2. Create a project plan
Creating a project plan for vet clinicsPut together a comprehensive timeline of how and when your upgrade will take place. Include extra time to allow for troubleshooting and user training, plus liaise with your software provider for a time or day that is generally quieter for your practice to minimize disruption.
While ezyVet recommends that you consider ‘lightening your load’ of appointments the week of going live with a new system, we know that is not always possible. In this case, incorporating as much training and configuration into your plan prior to going live with your software is vital to keep things running smoothly.
If you plan to work with ezyVet, rest assured that your team will be worked with closely to define a plan that works best for you and your staff.
3. Test, test, test and test some more
Testing cloud-based veterinary practice softwareEnsure a couple of your team members are on hand to review your new software prior to going live.
Testing is essential, as it minimizes the risk of going all-in, only to discover something has not gone to plan.
If you are working with an implementer, it pays to raise any concerns or questions you may have about data or specific workflows in your VPM system sooner rather than later. ezyVet implementers ensure to check client data multiple times prior to Go Live, while always encouraging open lines of communication to secure the best results for you and your team.
4. Train, inspire and get your team on board early on
Training on veterinary practice management softwareEnsuring your staff are fully trained and comfortable using your upgraded system is vital to the success of your changeover project, so make sure to begin training as early as possible.
Find out what kind of training your software provider offers and make sure it is comprehensive enough for your staff to get the most out of their new system. For example, ezyVet has made it easier than ever to train from the outset with ezyVet Academy, a complete online training course that is easy for your staff to follow in their own time – taking them through the basics of ezyVet and letting them try the software in a demo environment unique to your practice.
Before Go Live, it can also help to identify employees that can be your ‘champions’ – key staff members to work alongside your software implementer that will help train and educate your staff, create excitement, and support the changeover in your practice.
5. Move forward mindfully
You are all set to make the changeover to your new Veterinary Practice Management system! Make sure to recognize key people who helped with the change, and perhaps do something to thank your staff for their extra time, effort and patience during the changeover – and to get them excited for a better way of working moving forward.
Changing how your business operates is rarely simple or straightforward. Working with a trusted solution, outlining your preferred outcomes and preparing thoroughly for change is a sure-fire way to minimize disruption to your practice and make the transition as successful as it can be.
Ready to take your veterinary practice to the next level? ezyVet can help.
ezyVet is cloud-based Veterinary Practice Management software with a difference, offering an intuitive, feature-rich, affordable and customizable platform that caters to practices of all sizes and compositions. If you are looking to modernize your veterinary practice, talk to us – ezyVet will be with you every step of the way as you make your transition.
“Working with the right people is also hugely important when it comes to changing systems and processes. ezyVet truly cares about the growth of its clients and has developed a blueprint of success over the course of hundreds of implementations, guiding practices through the process and minimizing risks along the way.”
Global Head of Implementation,
Ready to take your veterinary practice to the next level? ezyVet can help
ezyVet is cloud-based Veterinary Practice Management software with a difference, offering an intuitive, feature-rich, affordable and customizable platform that caters to practices of all sizes and compositions. If you are looking to modernize your veterinary practice, talk to us – ezyVet will be with you every step of the way as you make your transition. Try it now!