Step 1: Overview

We have said that 3-5 of your clients will want to purchase the document imaging system immediately. There are a few details that must be finalized before you can go forward with purchasing and installing the system.

You need to find out:
  • Which scanner you will purchase?
  • How to configure the system?
  • Will the client centralize the scanning process or will the distribute scanners across departments?
  • Will they do day forward scanning or will they also scan in the records that currently fill their filing cabinets.
  • How many labeling workstation licenses do they need?
  • Which departments will use the system?
  • Do you need to purchase additional hard drive space or another server?
Most of these questions have been answered from previous meetings but you will need to get agreement with the CEO in order to move forward.

   Step 2: Go into a final meeting with a checklist

This is the action step that should take you about 30 minutes to complete. This is the time that you want to create an implementation plan. Your client doesn't know the process and needs guidance on who should be involved in the implementation and training. It is during this meeting that you will reach an agreement on how to proceed.

You should download a check list and print it out prior to the meeting. The checklist can be downloaded at .

When you go into your meeting prepared, you client will appreciate that you respect his time.

   Step 3: Get agreement to an implementation plan.

Your client doesn't want to stretch this project out over a long period of time, so it is very important that you set a timeline for the implementation of the system.

One of the advantages of our document imaging system over that of other systems is the fact that it has a short implementation time and even a shorter learning curve. Generally it will take you 2 hours to install the software on the server and a single labeling workstation. You will normally spend another 1-2 hours helping a company identify how they want to label documents. Finally, it will take about an hour to train someone how to scan and label documents. End users can be trained on the system in about 15 minutes.

Once you have set the timeline and agreed on what equipment needs to be purchased it is critical that you adhere to that timeline. One of the things that you will want to get from your client at a later date is a testimonial letter. Testimonial letters are proof to your prospects that you do what you say you will do and the system performs as expected.

Prospects don't want to feel that they are the first to purchase the system. Testimonial letters let them know that other people in the community have already made the decision and are happy with the results.

   Step 4: The last order of business at this meeting is to arrange for payment

Payment for hardware is generally required when it is purchased from the distributor. You will have to pay for the following hardware if the client doesn't already have it:
  • Scanners
  • Hard Drives
  • Server
  • Workstations
  • Backup System
They will also need to set up a PayPal account for the software lease.

   Step 5: Conclude the meeting

Once you have agreed to the timeline and payment schedule, you will conclude the meeting. You should thank your client for the order and assure him that he will be kept in the loop as the system gets implemented.

Remember that the CEO is also the main manager over the business. He doesn't need to be involved in the day to day decisions but wants to be kept abreast of what is going on in his organization. It is an extremely good idea to send him an email after each step of the implementation process so that he knows what is going on. Even though the implementation is short there will be a minor disruption to business as usual and he needs to prepare his staff for it.

Also, in you short email status reports you can identify if any of his staff is resisting the change. Nobody likes change and you need to recognize that fact up front. Sometimes a document imaging implementation requires support and intervention from the CEO to be successfully adopted. After a week, everybody should begin to notice a change for the better because they won't have the normal day-to-day filing headaches that are part of a paper file system.