03.08.2022 | Blog Implementing an enterprise search software: 5 points to consider

The introduction of enterprise search software is a project that should be well-planned. In the following article, five points are presented that are often ignored, but are crucial for the success of the software introduction.

1. Create a convincing business case

A convincing business case with a ROI consideration and a clear benefit-oriented reason of the "why" is crucial for a successful implementation of enterprise search software in the company. It aims to convince employees and decision makers with data and facts, and to turn them into allies.

Therefore, try to identify as many costs and disadvantages in the company as possible that result from the current search for data and information. Where exists dissatisfaction with the current situation? Where does the shoe pinch the most in the daily work on tasks? For example, does customer service have trouble processing customer inquiries quick enough? Do employees in sales have difficulty offering individual solutions to prospective customers and waste too much unproductive time to gather required documents?

Next, show how modern enterprise search software can save time and money. Also address potential challenges during software implementation and how these can be overcome.

2. Weigh between a cloud and on-premises implementation

In the pre-cloud era, implementing and operating software solutions on-premises was a given. Today, the trend is moving to the cloud and this form of operation increasingly becomes the standard. An enterprise search solution in the cloud is well suited for companies that already have large amounts of data in standardized cloud solutions such as Office 365.

However, in certain cases, on-premises operation of the enterprise search solution can make sense for a company. For example, if the applications to be connected are highly individualized, or if the company policy stipulates that data must not leave the company's own data center.

Therefore, the location of the data sources and your IT strategy will usually play an important role in the decision-making process. A competent partner at your side, who has previously familiarized themselves with your individual situation, can provide you with optimal support in choosing the operating model. Regardless of the implementation, the solution must be able to connect and search data sources from both worlds.

3. Take change management seriously

Change management is one of the most important tasks when implementing new software. If employees do not use the new solution and continue to do their work as usual, failure is inevitable.

Therefore, it is important to ensure transparent communication before introducing enterprise search software and to inform and enable employees and other stakeholders in the company in the best possible way to use the new tool without any hurdles. This should be closely timed with the rollout. Opportunities should also be created for quick and uncomplicated feedback from those involved as well as an open exchange.

4. Pay attention to the scope of functions

An important task when selecting enterprise search software is to choose software with the right scope of functionality.

If the functional scope is too small, there is a risk of not using the full potential of the software and not realizing the targeted cost savings. Even if companies initially want to connect only one or a few data sources, the software should be able to handle the demands of strong data growth in the future. There should be no difficulty in adding data sources that may emerge as relevant later.

It should also be able to cope with the different needs of employees - from those who use search with a minimalist, intuitive user interface to knowledge workers who want to take advantage of advanced functionalities such as artificial intelligence training. Only if you consider the needs of all employees, they will accept the software in the company.

5. Give thought to aftercare

Although aftercare is often neglected, it can be essential to the long-term success of a software implementation. Therefore, available updates and upgrades should be checked regularly and installed as needed. It can make sense, or even be necessary, to repeatedly adapt the enterprise search software over the course of its operational life. One reason for this may be new requirements that arise in the course of use and that were not taken into account initially.  

A good enterprise search software provider will support you in all the above points. There are other aspects that should be considered when implementing an enterprise search solution. Please read our specially created guide with a checklist.


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The author

Manuel Brunner
Partner & Key Account Manager
Manuel Brunner has been working for Intrafind since 2008 and is an expert on search technologies. From his many years of experience as head of the Professional Services team, he knows exactly how to implement successful search projects in partnership with companies and public authorities. Since 2016 he has been in charge of the partner channel and takes care of key accounts in terms of sales.
Manuel Brunner