For many accounting professionals, the phrase “new system implementation” evokes a mix of excitement and apprehension. On one hand, the promise of streamlined processes, enhanced reporting, and improved efficiency is undeniably appealing. On the other hand, the path to achieving those benefits can feel like walking a tightrope – balancing the demands of your day-to-day accounting job with the pressures of an implementation project.
Here’s an honest perspective on what it’s like to be part of a modern accounting system implementation team while still managing one’s everyday accounting responsibilities. As someone who has been on the client side of the system implementation, I understand how valuable that perspective is. Before becoming an IT consultant, I worked as an accountant in the finance department of a global corporation that implemented a new accounting system not once, but twice. I’ve walked in your shoes and experienced the very realities, challenges, and rewards described in this article firsthand.
The Realities
Being on the implementation team means stepping into dual roles. By day, you’re reconciling accounts, preparing financial statements, and answering vendor inquiries. At night (and sometimes during lunch breaks), you’re mapping out how your chart of accounts will look in the new system, testing workflows, and attending project meetings. It’s a demanding schedule, but it’s also an opportunity to shape the tools you’ll use for years to come.
Another reality is the learning curve (which can be steep). Accounting professionals are often asked to learn the technical ins and outs of the new system, from data migration to configuring modules. This technical exposure can be daunting but also incredibly rewarding, as it broadens your skill set and deepens your understanding of how technology intersects with finance.
The Challenges
Implementing a new accounting system can have its fair share of difficulties.
- Time Management. Balancing your regular workload with project responsibilities is inarguably the toughest part. Month-end close doesn’t pause because you’re knee-deep in system testing. Prioritizing tasks and setting realistic timelines is critical.
- Change Resistance. Even as part of the implementation team, you might feel a natural resistance to change — after all, you’re used to your current system and processes. Add to that the challenge of persuading colleagues to embrace the new system, and you’ve got a recipe for stress.
- Technical Jargon. IT Professionals and software vendors often use specialized technical language to describe system configurations, database structures, and integration processes. Understanding terms like “API”, “data management framework”, “schema” or “workflow automation” requires accountants to step outside their comfort zone. Reconciling the technical world with the accounting world of journal entries, financial statements, and debits and credits can be frustrating.
- Unforeseen Issues. Data mismatches, workflow glitches, and misaligned expectations are par for the course. These setbacks can be significant, especially when they threaten project timelines.
The Rewards
The challenges of an implementation make the rewards that much sweeter.
- Personal Growth. Being on an implementation team is an incredible learning experience. You’ll likely develop new skills in project management, problem-solving, and even technology.
- Collaboration. Implementation projects often involve working closely with colleagues from different departments. These collaborations can strengthen relationships and provide new perspectives on how the organization operates.
- Seeing Impact. Few things are more satisfying than seeing the system go live and realizing that you played a part in its success. It’s rewarding to know that your efforts will make day-to-day accounting processes more efficient and effective.
- Future Proofing. Implementing a new accounting system ensures that your organization is better equipped to handle future challenges and growth. Knowing that you contributed to this strategic improvement can be incredibly fulfilling.
Tips for Success
Along the way, keep these tips and tricks in mind to help guide you towards a successful deployment.
- Communicate Clearly. Keep open lines of communication with your manager and the project team. Be honest about workload constraints and seek support when needed.
- Prioritize, Prioritize, Prioritize. Identify what absolutely must get done and what can wait. Use tools like to-do lists to stay organized.
- Embrace Learning. Don’t shy away from the technical aspects of the implementation. The more you learn about the system, the more valuable you are to the organization.
- Celebrate Small Wins. Acknowledge milestones, whether it’s successfully completing a round of testing or resolving a tricky data migration issue. These small victories can do wonders for morale.
Be Encouraged
Balancing the demands of being part of an accounting system implementation team while managing your daily responsibilities is no small task. It’s a challenging juggling act that calls for patience, resilience, and yes, a sense of humor. Yet, it’s also a valuable opportunity to grow professionally, foster collaboration, and make a lasting impact on your organization.
The next time you find yourself buried in data mapping exercises, vendor master record cleanup, and validating test scripts while in the midst of year end close…take a moment to reflect on the bigger picture – you are contributing to the future of accounting within your organization. And that my friends, is something to be proud of.
I hope this article has provided you with some valuable insights and encouragement for your implementation journey!
About Arctic IT
Arctic IT is a trusted leader in providing technology solutions and system implementation services. We partner with organizations to streamline operations, enhance efficiency, and achieve lasting success. Explore our website to learn more about our accounting system services and discover how we can help guide your organization toward a more delightful future.
By Natalie Ruela, Senior Solution Consultant at Arctic IT