Collaborating with existing systems: Best practices for integration

Updated November 2024

In today's fast-paced business environment, organisations often rely on a mix of legacy and modern systems to power their operations. These systems, whether they're homegrown, off-the-shelf software, or cloud-based applications, are deeply ingrained in the organisation’s processes. However, as businesses evolve and adopt new tools or technologies, it is essential to ensure that new systems integrate smoothly with existing systems. In this article, we explore the importance of integrating new solutions with legacy systems and provide best practices for ensuring a successful collaboration between systems.

The challenge of integration

Integrating new technology with existing systems is never a straightforward process. Legacy systems may have been built with older technologies that lack the flexibility or capabilities needed to seamlessly interface with newer software. In addition, these systems might have been customised over time, making it difficult to work with off-the-shelf solutions or cloud-based services that assume standardised environments.

When introducing new systems into an existing ecosystem, businesses face several challenges:

• Compatibility issues: Legacy systems may not have been designed to support modern standards, which can lead to data incompatibilities and functionality gaps.
• Data silos: Different systems may store data in various formats, leading to difficulties in sharing and accessing information across platforms.
• User resistance: Employees who are accustomed to the old systems may resist change, which can slow down the integration process and reduce adoption rates.

The key to successful integration

To overcome these challenges, it is crucial to adopt a thoughtful and structured approach to integration. Here are several best practices for working with and integrating new systems with existing ones:

1. Understand the existing systems

Before embarking on the integration process, it is essential to thoroughly understand the existing systems in place. This means identifying:

• How the systems are used on a daily basis
• What critical data they store and process
• The workflows and processes they support
• Any customisation or unique configurations

By understanding these factors, businesses can identify potential pain points and ensure that the integration process does not disrupt essential operations. A comprehensive system audit will also help identify which parts of the system are worth preserving and which areas might require modernisation or replacement.

2. Define clear objectives and outcomes

Clearly defining the goals of the integration project is vital to its success. What is the business hoping to achieve? Are there specific performance improvements or cost savings expected? Defining measurable objectives ensures that everyone involved is on the same page and working towards the same outcomes.

Additionally, establishing clear milestones and timelines will help manage expectations and keep the project on track. Integration can be a long-term process, and understanding the "why" behind the integration will help maintain focus during challenging phases.

3. Ensure flexibility and scalability

When integrating new systems, flexibility is key. The solution should be adaptable enough to fit into the existing ecosystem without requiring a complete overhaul of the current infrastructure. Ideally, the integration solution should be modular, allowing for incremental updates and adjustments as needed.

Scalability is another important consideration. As the business grows, the integrated systems should be able to scale to meet new demands without causing performance bottlenecks or disruptions.

4. Use open standards and APIs

One of the most effective ways to ensure smooth communication between systems is by leveraging open standards and application programming interfaces (APIs). APIs allow different software systems to "talk" to each other, exchange data, and perform actions without needing a complete redesign.

Using open standards also facilitates interoperability between diverse systems, making it easier to add or replace components in the future without significant rework. This approach encourages a more modular, flexible architecture, which is particularly important as businesses continue to adopt new technologies and platforms.

5. Prioritise data integration

At the heart of many system integrations is data. Ensuring that data flows seamlessly between systems is critical for maintaining operational continuity. The key to this is data integration - The process of combining data from different sources and ensuring that it is consistent, accurate, and accessible.

Data integration can be achieved through tools such as data pipelines, middleware, or specialised integration platforms. It is essential to define data formats and establish protocols for data validation to avoid errors or inconsistencies. Additionally, businesses should ensure data security and compliance with privacy regulations as data moves between systems.

6. Focus on user experience

User experience (UX) should not be overlooked during integration. Employees interacting with both legacy and new systems should be able to work efficiently without a steep learning curve. This requires user-friendly interfaces, consistent workflows, and training.

Ensuring that employees are comfortable with the new systems is vital for successful adoption. Providing adequate training, offering hands-on support, and gathering feedback to identify potential UX improvements will go a long way toward boosting overall system acceptance.

'Playing nicely with other systems'

While the focus so far has been on integrating new systems with legacy platforms, it’s equally important to ensure that all systems (new and old) work well with each other. We call this "playing nicely" - This is vital for creating a harmonious and efficient technological environment.

Successful system collaboration involves:

• Establishing protocols for data exchange: Systems should be able to exchange data in real time or on a scheduled basis without errors or discrepancies.
• Coordinating system updates: New systems or updates to existing ones should be carefully planned and coordinated to minimise disruptions to other connected systems.
• Ongoing monitoring: After integration, continuous monitoring is required to ensure that all systems continue to work together as expected. This can help quickly identify any issues or performance bottlenecks.

Conclusion

Integrating new systems into an organisation’s existing infrastructure is a complex yet necessary task for driving innovation and maintaining competitiveness. By taking a thoughtful and strategic approach, understanding the existing systems, defining clear objectives, using open standards and APIs, and focusing on data integration, businesses can overcome integration challenges and unlock the full potential of their technology ecosystem.

The key is to ensure that all systems, both old and new, play nicely together. This requires flexibility, ongoing collaboration, and a commitment to user experience. When done correctly, integration can enhance efficiency, improve decision-making, and position a business for long-term success in a rapidly changing technological landscape.

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