Implementing an ERP system is one of the most significant IT projects a company can undertake. The goal is to map core business processes more efficiently, transparently, and digitally. However, reality shows that many ERP projects stall, exceed their time and budget constraints, or even fail completely.
Often, it is recurring errors that jeopardize success. In this article, we examine the most common pitfalls in ERP implementation and demonstrate concrete measures for avoiding them. The focus is particularly on medium-sized businesses and ERP solutions like AvERP.
1. Unclear goals and requirements
Many companies start an ERP project without really knowing what they want to achieve. They lack clear goal definitions and documented requirements – leading to flawed development, rework, and frustration.
Our proposed solution
- Define clear project goals (e.g., improved inventory transparency, automated accounting, shorter lead times). Ideally, this should be done with a project manager who analyzes the company and creates a clear structure.
- Conduct workshops with all specialist departments.
- Create a requirements specification that documents all requirements in a structured manner.
- Setting priorities: What is a “must-have”, what is a “nice-to-have”?
Tip – Workshop with the ERP provider
- Communicate requirements in an understandable manner
- Run through the process in the new ERP system with the ERP consultant.
- Document the subsequent processes in the specifications and add any necessary adjustments.
- Objective: A requirements specification documenting all processes as they will be used in the ERP system. This document serves as the basis for the ERP provider to make necessary adjustments, configurations, provide training, and launch the system.
- Subsequent changes to the processes/agreements should be added/adjusted in the specifications.
2. Inadequate involvement of specialist departments
ERP projects are often managed solely by the IT department. The business units that will later work with the system on a daily basis are involved too late or not at all.
Our proposed solution
- Form an interdisciplinary project team – with representatives from purchasing, sales, accounting, production, etc.
- Schedule regular feedback sessions and testing phases.
- Early employee involvement promotes acceptance and provides valuable practical input.
- Define key users and discuss their tasks in advance.
3. Inadequate change management
The introduction of a new ERP system is treated as a purely IT project – without considering the human aspect of the change. The result: resistance, uncertainty, and, in some cases, a lack of acceptance. As the project progresses, this will become an increasingly significant problem.
Our proposed solution
- Integrate change management from the very beginning.
- Transparent communication about goals, timeline and benefits.
- Plan training measures early and allow more time for complex topics.
4. Unrealistic time and budget planning
ERP projects are often overestimated – both in terms of duration and cost. Unexpected additional expenses due to customizations, training, or data migration quickly drive up the budget.
Our proposed solution
- Plan for a realistic project duration including buffer time.
- Scalable rollout in stages (e.g., module by module) instead of Big Bang.
- Make clear agreements with the ERP provider or implementation partner regarding effort estimation.
5. Lack of data cleansing before migration
Old, faulty, or unstructured data is transferred to the new ERP system without being checked. This complicates processes and causes additional work – often only becoming apparent after the go-live.
Our proposed solution
- Analyze, clean, and unify data before migration.
- Identify duplicates, outdated article numbers, and unassigned customer master data.
- Test and document the data migration together with the provider.
6. Excessive customization of the software
The new ERP system is being heavily adapted to existing processes – instead of taking the opportunity to rethink inefficient workflows. This makes the system complex, expensive, and maintenance-intensive.
Our proposed solution
- Check first, then act: Can processes be adapted to the standards of the ERP system?
- Make adjustments only where they provide real added value.
- With AvERP, for example, targeted customizations can be implemented sensibly and economically thanks to its open-source architecture. However, this should be discussed in detail beforehand.
7. Inadequate employee training
The system is being implemented – but the employees are not receiving sufficient training. The result: uncertainty, errors, and inefficient use.
Our proposed solution
- Develop training concepts early on.
- Use different learning formats: face-to-face, online, manuals, and possibly videos.
- Training is not a one-off event – further training and support must be guaranteed even after the go-live.
8. No clear accountability after go-live
After a successful go-live, the project team falls apart – and there is no central point of contact for questions, support and further development.
Our proposed solution
- Define operational and support responsibilities early on. Ideally, a project manager should always assist you with this.
- Establish key users within the departments.
- Introduce regular review meetings and improvement processes.
ERP implementation with AvERP – better prepared
Our open-source solution AvERP offers medium-sized companies a modern, powerful and cost-efficient ERP system – with full flexibility in implementation and operation.
Why AvERP is particularly suitable
- Free to use – no hidden costs, no license fees
- Modular design – phased implementation possible
- Customizable to your individual needs – without the typical “customization overkill”
- High transparency through open architecture
- Intensive project support from experienced partners
With proper preparation and by avoiding common mistakes, ERP implementation becomes a real competitive advantage – not a cost trap.
Conclusion: Planning, communication, and participation are crucial.
Implementing an ERP system is a complex journey – but not an impossible task. Those who take time for planning, communication and training, avoid typical mistakes and rely on a flexible system like AvERP create the best conditions for a successful ERP project.
Do you want to further advance your company with an ERP system or are you planning to switch to a new system? We would be happy to advise you personally on the many possibilities and opportunities that AvERP offers. Get in touch now and make your company ready for the future!
Your SYNERPY Team