By Simon Mendoza, Chief Technology Officer, Calero.
Implementing a Technology Business Management (TBM) platform can feel like a major logistical challenge. Every organisation starts from a different place – different data maturity, internal priorities and levels of stakeholder engagement. But that doesn’t mean every implementation needs to be a blank slate. The fastest and most effective rollouts happen when there’s a clear framework based on what’s already worked elsewhere.
A common mistake is assuming complexity equals value. In reality, early customisation usually slows things down. Instead, the focus should be on configurability – adopting proven models that are flexible enough to fit your needs but structured enough to avoid rework. It’s about recognising that most challenges have already been solved somewhere else and using that knowledge to move faster with fewer mistakes.
Value Faster
Configurability also creates a clearer path forward for internal teams. Rather than trying to make every decision from scratch, organisations can work from a structured blueprint making thoughtful adjustments only where needed. This not only reduces decision fatigue but also helps avoid inconsistent setup choices that can lead to problems down the line. In practice, this approach gets you to value faster and reduces the risk of stalled implementations or workarounds becoming permanent.
What often gets overlooked is how much groundwork happens before any data is configured. Getting the right people involved early, across IT, finance, procurement, and operations, is essential. If key voices are missing when decisions need to be made, timelines slip. Early engagement also builds clarity. People know what’s expected of them and when, which helps keep momentum going. Simple tools like implementation trackers can make this easier by providing shared visibility into progress and highlighting any areas that need attention.
These early stages are also where you shape the conditions for long-term adoption. If implementation is rushed without proper alignment, even a technically sound deployment can fall short. When teams feel involved from the outset and understand how the system supports their day-to-day work, they’re far more likely to use it well – and to raise useful feedback that improves it over time.
User Acceptance
Testing is another area where many projects miss an opportunity. User acceptance testing (UAT) shouldn’t be treated as a last-minute formality. It’s a chance to introduce users to the platform in a live environment and give them meaningful experience with the workflows that matter most. When validation is tied to hands-on training, users learn how to apply the platform in context. They’re not just ticking off tasks – they’re learning how the system fits into their role. That has a direct impact on adoption.
Good UAT cycles don’t just identify issues they create a feedback loop. If something doesn’t make sense to users, it usually reflects a deeper mismatch between the system and the business process. Fixing that early avoids the need for workarounds later. It also increases trust. When users see their input shaping the final setup, they’re more likely to engage with it fully.
Once the system goes live, early support matters more than many realise. The first few weeks are where patterns are set – how teams log in, how they respond to issues and how questions are handled. A responsive support model during this period can make the difference between a system people are confident using and one they avoid. Small issues, if unresolved, tend to snowball. But when questions are answered quickly and the support team remains engaged, confidence builds.
Value Delivery
These early weeks also offer a final chance to close any gaps between the original plan and reality. What made sense on paper may need small adjustments in practice. Having a service team that stays connected post go-live helps ensure those adjustments are made quickly and don’t derail adoption.
Successful implementations don’t stop at go-live. TBM systems only deliver value when they’re used regularly, updated with quality data and aligned to strategic priorities. That requires ongoing communication, regular performance check-ins and a willingness to adapt. Business needs change. Structures evolve. Your system needs to keep pace.
That’s when the real benefits of TBM come through – better visibility into costs, improved forecasting, more confident planning conversations and stronger alignment between IT and the wider business. But those outcomes aren’t guaranteed. They’re the result of getting the setup right, maintaining good habits and refining the platform as the business grows.
The key to all of this is speed with purpose. It’s not about cutting corners. It’s about avoiding unnecessary friction and staying focused on what matters. Start with alignment. Use what’s already been proven. Keep each step practical and clear. That’s what turns a complex project into a working system and gets you to value faster, without compromising on quality.
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