We’ve worked with many housing associations who’ve struggled to replace their housing management system. Many felt so defeated by the process that they believed that they would never completely replace their system.

The thought of swapping out your current system might feel overwhelming. But taking it one step at a time can make things much easier, enabling a smooth transition for your association.

We explore seven practical steps to help you successfully replace your legacy system, for once and for all.

Step 1: Focus on one module at a time_

Upgrading an entire system can feel like an overwhelming task. However, splitting the process down can make it much more manageable.

We always suggest focusing on one module at a time, as this can derisk the project. A module is a specific, self-contained component of the overall housing management system that addresses a particular function or process within a housing association.

By concentrating on one module at a time, housing associations can reduce project risks, launch more quickly, and create a sense of momentum. You could start with a complaints or asset management module, helping your team get familiar with the new system before moving on to more features.

This modular approach allows your association to roll out functionalities at a comfortable pace, all while making sure you perfect the implementation approach.

When we first developed the BRIKHousing solution, we did it in a modular way that allows housing associations to adopt and implement only the functionalities they need. For anyone looking to deploy a full property management system, they could start simply, bit by bit.

Step 2: Abandon your “to be” processes_

In the hunt for the perfect system, many housing associations end up getting caught in the idea of defining “to be” processes before implementing a new system.

It’s easy to get lost in creating a flawless project plan of how you want everything “to be”, but that can sometimes result in overthinking and even impede a project.

Most housing associations share many similarities in their operations. So, instead of over-engineering processes, you can leverage existing best practises that have already been refined by other housing associations.

Sometimes, having a pre-existing idea of your “to be” processes can leave you in a boxed-in style of thinking, which limits your ability to be creative.

By utilising templates and maintaining flexible processes, you can easily adjust as you implement, making sure you don’t limit yourself to strict workflows.

Step 3: Prioritise the data_

Data is the lifeblood of any successful housing management project. But it can also be the hardest thing to get right. Getting an early start on data migration will make the implementation process smoother for everyone involved.

Start with a simple module, such as Asset Management, and migrate critical data including property, tenant, and resident information.

With tools like Microsoft’s Dataverse, you can tidy up and check your data along the way, helping to minimise risks. Then, you just need to rinse and repeat to keep everything accurate across all modules.

Step 4: Establish your expectations_

When replacing your legacy system, everyone wants a brilliant system and expectations can be sky high. It’s essential to set realistic expectations from the start.

It’s recommended to think minimum viable product (MVP) rather than trying to meet every single requirement upfront. If you get lost in trying to make everything perfect, you might find that you’ve overengineered processes leading to frustration and more changes later.

Instead, focus on out-of-the-box solutions first, then refine as needed.

Step 5: Bring your users with you_

Nobody wants to invest in a system that your employees, who stand to gain the most from it, fail to adopt. So, it’s best to get your users involved early, invite them to demos, and engage them in decision-making. You’ll also want to find champions who can support others along the way, make suggestions on how things should work and encourage adoption among their peers.

One of the main reasons employees are apprehensive of working with a new system is because they’re actually frightened about getting things wrong. You can create a sandbox environment where users can play around with the system freely, allowing them to explore without the worry of making mistakes.

Step 6: Embrace the 80% rule_

Our out-of-the-box solutions for housing management processes provide around 80% functionality. This means you can take them out of the package and use them right away.

But some organisations choose to aim for the elusive 100%. This can be a time-consuming and costly process, as that remaining 20% doesn’t actually deliver massive business value.

Embracing the 80% rule means getting your system up and running efficiently, and tweaking it later if necessary. Keep in mind that the aim is to address your essential needs swiftly and efficiently.

Step 7: Team up with your technology partner_

Working together well with your technology partner is essential for a successful project. Aim to build a warm and genuine connection with them.

At BRIKHousing, we see ourselves as a supportive companion, offering sincere feedback and useful advice to help you tackle challenges. Having this open and honest relationship helps us to meet every organisation’s unique needs and develop products which are fit for them.

Replace your legacy system, brick-by-brick_

Replacing your legacy system doesn’t have to be overwhelming. By concentrating on one module at a time, maintaining flexibility in your processes, prioritising data, establishing clear expectations and involving users in the journey, you can pave the way for your organisation’s success.

Remember, perfection isn’t the goal—collaboration and incremental progress are.

Are you looking for some extra support as you upgrade your legacy housing management system?

Join us for our exciting in-person event, “How to replace your housing management system in a day,” happening on December 5th! We’ll dive into these seven steps together and uncover some valuable insights from housing associations that have successfully navigated this transition.

Take this chance to engage with experts, participate in interactive workshops, and explore how BRIKHousing can enhance your operations for the future. Grab your free ticket right here!