Modern TOS upgrades are coming online that have the potential to shape the future of terminals forever. These modernizations and advanced features—such as gate automation and real-time data analytics—will have lasting impacts on planning, automation, and efficiency.
But adopting new software solutions or updating your legacy system can’t be done on a whim. To minimize potential disruptions to operations, you must take a methodical approach.
Here are four tips to keep in mind as you plan and prepare for seamless software upgrades at your terminal.
#1 Analyze Your Current Process
Where does your current TOS succeed, and in what areas does it need improvement?
If you don’t have an answer to this question, then your first step should be to hire an expert to perform this due diligence via a gap analysis. During this system audit, experts can:
- Identify areas where the current TOS is not meeting industry standards or user requirements
- Evaluate the scalability and adaptability of the existing TOS
- Assess integration capabilities with other systems and technologies
- Review system security and data protection measures
- Examine system performance and reliability, especially compared to competitors
Ultimately, this fact-finding process will help you determine which software functionalities need improvement or replacement. Additionally, you can use this analysis and competitive comparison to identify best practices and technological advancements that you should incorporate into your TOS, especially in light of ongoing supply chain and shipping troubles.
Finally, you and your expert auditor should perform a cost-benefit analysis. You should assess the financial implications of upgrading—including short-term costs and long-term savings—compared to the potential return on investment.
#2 Determine Optimal Timing for Implementation
Complete software overhauls take time, resources, and careful planning to limit any disruptions to operations.
To minimize downtime, you’ll need to take the following steps:
- Develop a realistic project timeline – Consider the scope of the upgrade or new system—including planning, testing, implementation, and post-implementation support.
- Perform an operational analysis – To find the optimal time to implement with minimal disturbance to operations, analyze your operations’ seasonal trends and workload fluctuations.
- Speak with customers and stakeholders – Doing so can help minimize negative effects on customer service and terminal operations and will help all parties prepare.
- Coordinate with vendors – Communication in this regard is key. Establishing clear communication channels and timelines for software upgrades or hardware installations ensures the process goes smoothly.
#3 Customize an Adoption Strategy To Fit Your Terminal’s Needs
There’s no one-size-fits-all approach for upgrades or new system implementations. Instead, the best adoption strategy must be tailored to each terminal’s specific needs. Doing so improves user acceptance, minimizes disruptions, and ensures better alignment with your immediate and long-term business objectives.
Some best practices to keep in mind include:
- Collaborating with key stakeholders – To ensure buy-in, identify the primary stakeholders and their role in the adoption process, including terminal management, IT staff, and operations personnel.
- Assigning responsibilities – Each stakeholder should have clear roles and expectations during the implementation process.
- Utilizing a phased approach – When introducing new features and functionalities, prioritize the most essential ones first.
- Conducting a risk assessment – Review and prepare for the potential challenges and obstacles during implementation.
- Developing risk mitigation strategies – Once you have performed a risk assessment, you can deploy strategies like backup plans and emergency protocols that address potential issues.
Your TOS partner can play an invaluable role during this process. Planning and collaborating with them from the outset will help both parties create a seamless adoption strategy.
#4 Ensure Proper Employee Training for Utilizing the New System
Even the most powerful tools are rendered ineffective when not utilized properly.
To unlock the full potential of a new TOS, terminal operators must provide employees with the necessary training and support to understand the system’s capabilities and utilize its various tools effectively. Proper employee training not only ensures a smooth transition but also maximizes the benefits offered by the new software.
What steps can you take to ensure your employees receive the guidance they need?
For starters, you should implement a comprehensive and diverse training program. Partner with your TOS provider to create a training regimen that caters to different learning styles, job roles, and software deployments. Consider using a variety of training formats like classroom sessions, eLearning modules and hands-on workshops. It’s also essential to provide ongoing support after the initial training.
Learning materials should be tailored to address the specific needs and responsibilities of different job roles within the terminal. Creating user manuals and clear user guidelines highlighting key features, functionalities, and usages will save time and set the team up for success.
Finally, you should establish a support system for employees to address any issues during the transition period and beyond. Consider designating an IT staff or TOS specialist to act as a liaison. The right person should be able to troubleshoot and collate feedback to identify areas where further training or support may be required.
Leverage the Power of a Modern Comprehensive TOS Solution With Tideworks
Software upgrades and new system deployments can be cumbersome, but if you take the time to plan, you can make the process as seamless as possible.
By taking a measured approach that includes detailed business analysis, considers implementation timing, is tailored to your terminal’s unique needs, and comes with robust training, you can position your entire team for success while minimizing downtimes and disruptions.
At Tideworks, our solutions were designed to optimize terminal operations and empower decision-making. So whether you need a software upgrade, a full TOS deployment, or are adding on a new application from our suite of products, we will partner with you to help your terminal achieve long-term success and impact your bottom line.
Learn more about Tideworks Technology and our seamless process for software upgrades at your terminal today.