Leadership & Project Management for Systems: Part 2

How to Plan and Communicate a Technology Project

Every strong systems leader eventually faces the same challenge:
not just fixing what’s broken, but building something new — a rollout, a software upgrade, or a process improvement that impacts multiple locations and teams.

This is where planning and communication matter most.
Because in restaurant systems, a good plan isn’t about paperwork — it’s about clarity, coordination, and confidence.

1. What Makes a Systems Project Different

A restaurant systems project is unique.
It’s not just IT — it’s operations, finance, and people working together under pressure.
When you change a menu, deploy a new KDS, or integrate payroll, the effects ripple across the company.

That’s why great systems managers always:

• Document objectives clearly.
• Map dependencies (which teams or systems are affected).
• Set realistic timelines and testing periods.
• Communicate progress consistently.

A project’s success depends less on technology — and more on communication.

2. Step 1 — Define the Project Objective

Start by answering a simple question:
What problem are we solving or what improvement are we delivering?

Examples:

• “Launch a new online ordering integration to improve off-premise revenue.”
• “Streamline payroll exports by automating labor data feeds.”
• “Deploy an updated POS menu across all locations by next quarter.”

Then define why it matters — how it supports the restaurant’s goals (speed, accuracy, cost savings, guest experience).

Write this objective as one clear sentence.
That sentence will guide every decision that follows.

3. Step 2 — Identify Stakeholders and Roles

Every systems project involves multiple voices:

• IT / Systems Team: Handles technical setup and testing.
• Operations Team: Ensures changes fit daily workflows.
• Vendors / Partners: Manage software configuration and support.
• Finance / Accounting: Verify data accuracy and reporting.
• Restaurant Managers: Provide real-world feedback from the field.

List each stakeholder group and what they own.
If everyone knows their role, collaboration feels effortless.
If not, even small updates can cause confusion or conflict.

4. Step 3 — Build the Timeline and Milestones

A project timeline doesn’t have to be fancy — just structured.
Think of it in three main phases:

Phase	Focus	Example Tasks
Planning	Define goals, stakeholders, scope	Kickoff call, workflow mapping, test plan
Execution	Build, test, and deploy	Configure systems, run pilots, collect feedback
Stabilization	Monitor and improve	Review data, document lessons, finalize QA

Milestones are checkpoints — moments to verify progress and adjust if needed.
Always build in testing time before rollout.
Most project failures come not from bad ideas — but from rushing implementation.

5. Step 4 — Communicate Clearly and Often

Communication makes or breaks a project.
Create a simple plan that answers three questions:

1. Who needs updates? (Operators, vendors, leadership)
2. How often? (Daily, weekly, or by milestone)
3. In what format? (Email summary, shared tracker, or meeting recap)

Consistency matters more than frequency.
Even a short “status update” builds trust and keeps momentum.
When communication disappears, assumptions grow — and systems drift out of sync.

Great systems leaders don’t over-communicate — they communicate predictably.

6. Step 5 — Plan for Risks and Rollbacks

Every project has risks: delays, errors, or unexpected dependencies.
Good managers acknowledge them early.

Create a brief risk plan:

• What might go wrong?
• How will we detect it quickly?
• What’s our rollback or backup plan?

Even if you never use it, having a rollback strategy earns respect and confidence from your team. It shows foresight — not fear.

7. Step 6 — Quality Control Before and After Launch

Before rollout:

• Test in a safe environment first (pilot location or test database).
• Validate results with reports, not assumptions.

After rollout:

• Monitor ticket logs and performance metrics.
• Hold a short “post-launch review” with your team.
• Document what worked, what didn’t, and what to improve next time.

Leadership isn’t about avoiding mistakes — it’s about learning faster than everyone else.

8. Preparing for the Next Step

In the final part of this course section, you’ll create your own Systems Project Plan — a one-page blueprint that includes your:

• Objective
• Stakeholders
• Milestones
• Communication Plan
• Risks & QA Steps

It’s your capstone deliverable — proof that you can think, plan, and lead like a systems manager.

Reflection Questions

1. Which part of the planning process do you naturally focus on — technical setup or communication?
2. How could a better-defined project objective improve collaboration?
3. What do you think makes some rollouts feel smooth and others chaotic?