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PLM has long been regarded as a disruptive technology designed and developed for large organizations. While that may have been the case during the first twenty or so years of its establishment, more recent developments have drastically altered that reality.
PLM software companies have made significant investments in acquiring best-of-breed tools and offering them as an integrated suite that takes PLM beyond its traditional home of engineering, enabling it to achieve its true potential across the enterprise – from ideation to retirement and repurposing. This means that small and medium-sized companies now have access to the same functionally rich set of tools for digitalization as the world-class companies on which they model themselves. So, what’s holding you back?
Top 10 barriers to PLM implementation
Having been in the business for more than thirty years, we’ve seen our fair share of challenges to PLM implementation. That being said, we’re still here, and so are many of the pioneers we worked with back in the days of MatrixOne.
So, what can you learn from the years of PLM implementation experience we’ve gathered? Here’s our top 10 list of the most common barriers to PLM implementation and how to overcome them.
Management choosing the wrong system
Decisions are sometimes made based on impressive presentations or sales pitches without a thorough evaluation of whether the system meets the specific needs of the organization. This can lead to selecting a system that is incompatible with existing processes or lacks necessary features. Often, management may be swayed by a system’s popularity or a seemingly good deal without considering whether the system’s features align with the company’s workflows. This can lead to adopting a system that is overly complex or lacks the necessary functionalities, resulting in inefficiencies and user dissatisfaction.
Conduct thorough research
Start by assessing the organization’s current processes, workflows, and pain points. This involves gathering input from various departments to understand their specific requirements and challenges. Research different PLM systems and their features. Compare these features against the identified needs to ensure compatibility and relevance. Look for systems that offer flexibility, scalability, and integration capabilities. Investigate case studies and testimonials from other organizations in the same industry that have successfully implemented the PLM system. This can provide insights into the system’s effectiveness and potential benefits. Evaluate not just the initial cost but also the long-term costs associated with implementation, maintenance, and upgrades. This helps in understanding the financial implications and ensures budget alignment.
Involve a cross-functional team
Assemble a team with representatives from various departments such as engineering, manufacturing, IT, and finance. Each member can provide unique insights into their department’s needs and challenges. Encourage open discussions and feedback among team members. This helps in identifying common goals and potential conflicts early in the process. Work together to create a comprehensive list of requirements that the PLM system must fulfill. This ensures that all departmental needs are considered and prioritized. Have the cross-functional team participate in vendor demonstrations and presentations. This allows them to ask relevant questions and assess the system’s capabilities from different perspectives.
Resistance to change
Employees may fear that new systems will disrupt their established workflows or even threaten their job security, leading to resistance in adopting new technologies.
Engage users early
Have the cross-functional team participate in vendor demonstrations and presentations. This allows them to ask relevant questions and assess the system’s capabilities from different perspectives. Early engagement allows users to voice concerns and identify potential issues that may not be apparent to management or IT teams. Engaged users can provide insights into their specific needs and workflows, allowing for a more customized and effective PLM solution. This can help tailor the system to better meet the needs of its users.
Conduct workshops and focus groups with users to gather input and feedback on the system design and features. Implement pilot programs with a small group of users to test the system and gather feedback before a full-scale rollout. Keep users informed about the progress of the implementation and how their input is being used. This transparency helps build trust and reduce resistance.
Provide comprehensive training
Comprehensive training helps alleviate fears related to using new technology, building user confidence in their ability to work with the new system. Well-trained users can leverage the full capabilities of the PLM system, leading to improved efficiency and productivity.
Training ensures that users understand the benefits of the system, leading to higher adoption rates and successful implementation. You can improve the effectiveness of your training sessions by tailoring them to the specific roles and responsibilities of users to ensure relevance and effectiveness. Conduct interactive workshops that allow users to practice using the system in a controlled environment. Additionally, by providing ongoing access to training resources, such as online tutorials, webinars, and user manuals, you’ll be able to support continuous learning and adaptation.
Complex integration needs
Integrating a new PLM system with existing IT infrastructure and other business processes can be technically challenging. This complexity arises from the need to ensure seamless communication and data exchange between the PLM system and other enterprise systems like ERP, CRM, or SCM. Failure to properly integrate these systems can lead to data silos, inefficiencies, and potential disruptions in business operations.
Identify integration tools
Look for PLM systems that offer robust integration capabilities with existing enterprise systems such as ERP, CAD, and CRM. The 3DEXPERIENCE platform, for example, provides tools to connect with various systems, facilitating seamless data flow and process automation. APIs are essential for enabling communication between different software applications. They allow for the integration of PLM with other enterprise solutions, ensuring data consistency and real-time information exchange across platforms.
Some PLM vendors provide pre-configured connectors for common enterprise systems, which can simplify the integration process. These connectors are designed to automate data exchange and ensure compatibility with existing tools. Additionally, cloud-based PLM solutions can offer more flexible integration options, allowing for easier scalability and reduced IT overhead.
Plan for integration
Before integrating, assess the specific needs of your organization and the existing systems. Identify which processes require integration and what data needs to be shared between systems.
Create a comprehensive plan that outlines the integration process, including timelines, resources, and potential challenges. This plan should cover all aspects of integration, from data migration to system testing. Instead of attempting to integrate all systems at once, consider a phased approach. Prioritize critical systems and gradually integrate others, minimizing disruption and allowing for adjustments as needed. Standardize data formats and protocols across systems to facilitate smooth data exchange. This might involve converting legacy data into industry standard formats to ensure compatibility.
Involve stakeholders from various departments in the integration process to ensure that all business needs are met and that the integration supports cross-departmental collaboration. Continuously monitor the integration process and conduct thorough testing to identify and resolve any issues. This ensures that systems are communicating effectively, and that data integrity is maintained.
Data quality issues
Ensuring data integrity and consistency across systems is crucial for effective PLM implementation. Organizations often face challenges related to data duplication, inconsistency, and poor data quality, especially when dealing with multiple legacy systems. These issues can hinder decision-making and reduce the overall effectiveness of the PLM system.
Implement data governance
Ensure the integrity, security, and quality of data across the organization. Assign clear roles and responsibilities for data management, ensuring accountability for data quality. Develop and enforce standards for data entry, formatting, and usage to maintain consistency and accuracy. Use metrics to regularly assess data quality and identify areas for improvement. Form a cross-functional team to oversee data governance initiatives and ensure alignment with business objectives. And schedule regular audits to ensure compliance with data governance policies and to identify any discrepancies or areas for improvement.
Conduct data cleansing
Use data observability tools to detect errors, inconsistencies, and anomalies in the data. Identify and eliminate duplicate entries to ensure data accuracy and prevent redundancy. Correct any structural issues, such as incorrect data formats or misplaced fields, to ensure data consistency. Identify missing data points and fill them in using appropriate methods, such as interpolation or using default values. Implement consistent data entry practices to prevent future errors and ensure uniformity across datasets. Cross-check data against known lists or standards to verify its accuracy and reliability. Developing a data quality strategy that outlines the processes, tools, and resources in use will help you to maintain standards after implementation.
Lack of goal clarity
Without clearly defined objectives, PLM implementations can become misaligned with business strategies. Organizations may assume that the PLM system will automatically solve all their problems, leading to unrealistic expectations and a lack of focus on specific goals. This misalignment can result in inefficient use of the system and failure to achieve the desired outcomes.
Define clear objectives
Begin by assessing the current challenges and inefficiencies within your product lifecycle processes. This might include issues like data silos, lengthy time-to-market, or high production costs. Understanding these pain points will help in setting relevant and impactful objectives. Objectives should be SMART (specific, measurable, achievable, relevant, and time-bound). For example, an objective might be to reduce time-to-market by 20% within the next year or to improve data accuracy across departments by implementing centralized data management. Ensure that the objectives align with the broader business strategy and contribute to long-term goals such as increased market share, improved product quality, or enhanced customer satisfaction. Involve key stakeholders from various departments to gather insights and ensure that the objectives reflect the needs and priorities of the entire organization. This engagement fosters buy-in and ensures that the objectives are comprehensive and achievable.
Use project management tools
Project management tools like Jira can facilitate the effective management of PLM implementation by providing structure and visibility. Atlassian tools allow teams to plan and track progress on a centralized platform. It provides visibility into project timelines, dependencies, and resource allocation, ensuring that everyone is aligned on the objectives and progress.
Use agile boards to visualize and manage tasks through various stages of the product lifecycle. Timelines can map work items and dependencies, helping teams stay on track and adjust plans as needed.
Inadequate training
Overlooking the need for comprehensive training can lead to poor adoption and ineffective use of the PLM system. Employees may struggle to use the system efficiently if they are not adequately trained, leading to frustration and decreased productivity. Proper training is essential to ensure that users can leverage the full capabilities of the PLM system.
Develop a training program
Certified PLM training partners offer tailored programs that align with the specific needs of your organization. These programs can be customized to focus on the unique aspects of your PLM system and the roles of your employees. Working with an experienced partner ensures that the training is both practical and relevant, helping employees to apply their learning effectively in real-world scenarios. Working with a certified Dassault Systemes training partner typically gives you access to ongoing support and resources, such as updated training materials, webinars, and workshops. This continuous support helps reinforce learning and keeps employees updated on new features and best practices.
Use a digital adoption solution
Digital adoption solutions offer interactive tools such as Learning Maps, which provide role-based, guided learning paths. These tools enhance efficiency by recommending training options tailored to different user roles and levels, helping employees achieve specific learning goals.
Employees access training materials at their own pace, providing flexibility and convenience. This is particularly beneficial for busy professionals who need to fit learning into their schedules. In addition, they provide a data-driven approach that helps to continuously improve the training program and ensure it meets the learners’ needs. Light My Way seamlessly integrates with 3DEXPERIENCE, providing contextual help and guidance directly within the software. This integration helps employees learn by doing, reducing the time it takes to become proficient with the new system.
Political infighting
Different teams or departments may have conflicting interests, leading to resistance and a lack of cooperation during PLM implementation. This is particularly common in global companies, where regional teams may have differing priorities and ways of working. Such infighting can impede the implementation process and reduce the overall effectiveness of the PLM system.
Encourage collaboration
Establish common goals and objectives for the PLM implementation that align with the overall business strategy. By focusing on shared outcomes, departments are more likely to work together towards a common purpose, reducing the likelihood of conflicts. You might find it helps to introduce incentives for departments to collaborate, such as recognition programs or performance metrics that reward teamwork and collective achievements. This can motivate departments to work together rather than compete against each other.
Establish communication channels
Develop clear communication protocols that outline how information should be shared across departments. This includes defining the frequency and format of updates, as well as identifying key points of contact within each department. Implement feedback mechanisms that allow team members to voice concerns or suggestions. Encouraging open feedback helps identify potential issues early and fosters a culture of transparency and continuous improvement.
Lack of user adoption
Users may not fully adopt the new system if they do not see its value or are not adequately trained. This lack of adoption can stem from a poor user experience, insufficient training, or a failure to communicate the benefits of the new system effectively. Without user buy-in, the PLM system’s potential benefits may not be realized.
Demonstrate value
Use real-world scenarios to illustrate how the platform can solve common problems or improve processes. This helps users understand how the platform applies to their specific roles and tasks. Highlight the specific benefits of the 3DEXPERIENCE platform to users, such as increased productivity, reduced errors, and streamlined workflows. Emphasize how the platform can make their tasks easier and more efficient, demonstrating its value in their daily work.
Encourage feedback
Actively seek feedback from users about their experiences with the platform. This can be done through surveys, focus groups, or direct conversations. Understanding user pain points and preferences is crucial for tailoring the platform to meet their needs. Develop intuitive and efficient user interfaces that align with the specific workflows and processes of different user groups. This customization can help users find information quickly and perform tasks more efficiently. Tools like Value Components allow for configurable user interfaces that can be tailored to support unique business processes without the need for extensive, coded customization.
Poor change management
Insufficient change management practices can impede stakeholder buy-in and hinder the smooth adoption of the PLM system. Effective change management involves clear communication, stakeholder engagement, and strategies to manage the transition. Without these practices, employees may resist the change, leading to implementation challenges.
Define change management processes
Establish a structured change management process that includes clear steps for planning, implementing, and monitoring changes. This involves setting up a framework that outlines the roles, responsibilities, and procedures for managing changes within the organization. Develop a comprehensive communication plan to inform all stakeholders about upcoming changes, their benefits, and how they will be implemented. Maintain thorough documentation of all processes and changes. This includes creating manuals and guides that detail the procedures and steps involved in the change management process, ensuring that all employees have access to the necessary information.
Monitor and adjust
Establish feedback loops to gather input from employees and stakeholders about the change management process. This feedback is crucial for identifying areas that need improvement and making necessary adjustments. Identify potential risks associated with the changes and develop strategies to mitigate them. Taking a proactive approach helps minimize disruptions and ensure a smoother transition. But, above all, be prepared to adapt the change management process as needed based on feedback and changing circumstances.
Demonstrating ROI
Organizations may struggle to quantify the benefits of the PLM system, such as improved efficiency or reduced time to market. Without clear metrics to demonstrate ROI, gaining stakeholder support for the PLM implementation can be difficult.
Track key metrics
KPIs might include metrics such as reduction in product development time, cost savings, improved product quality, and enhanced collaboration. Regularly track these KPIs to assess the ongoing impact of the PLM system. Use dashboards and automated reporting tools to provide real-time insights and facilitate data-driven decision-making. Ensure that the metrics you track are directly tied to strategic business goals. This alignment helps in clearly demonstrating how the PLM system contributes to achieving these goals and supports the overall business strategy.
Share success stories
Speak with your PLM partner to gather case studies that showcase successful PLM implementations within your industry. These should detail specific challenges faced, solutions implemented, and measurable outcomes achieved. Testimonials from stakeholders who have experienced the benefits of PLM firsthand typically work very well, as they add credibility and relatability to the story. That being said, the most convincing testimonies tend to come from colleagues, so make sure to share your own successes through internal communications.
How can TECHNIA help?
Whether you’re a small business with big aspirations or a well-established OEM looking to migrate legacy systems and future-proof your investment, you’ll likely come across at least a handful of these common barriers to PLM implementation. But that shouldn’t put you off. The benefits of deploying a well-integrated PLM system can be so influential as to shape the future of your company. If you’re interested in learning more about PLM implementation, let’s talk! Our experts are available to discuss everything you’ve read about in this article and a whole lot more.
