Top 5 Tips for a Successful IP Asset Management Project
Now that you have selected the right product, it is time to start preparing for the implementation. If not planned carefully, the execution can be a long, tense, and frustrating experience.
Here are the top 5 tips that can help you make your project successful:
1. Establish a core team
It is critical that you set up a core team. This team will be responsible for answering vendor questions, providing feedback, and training other users. Choose the team carefully. Have at least one representative from the IP team who has visibility beyond a specific function such as docketing or annuities. If possible, include somebody from the IT organization who can help you in extracting your data from the existing database and/or provide help with setting up for on-premise installations.
2. Be realistic
IP asset management is a new discipline. Take time to understand your situation. Do you know what you want? Do you have the in-depth understanding of the workflows or processes that you would like to implement? Do you understand nuances of the data migration process? It is fine if you don't. Most IP departments do not have any experience in deploying enterprise scale products. Most departments have not worked in an environment where various stakeholders such as inventors, patent committee members, and law firms are collaborating. Let the vendor help you document the processes.
3. Be mindful of scope creep
Understand that a good product delivered in a reasonable time is better than a great product never delivered. Prioritize and focus on the must-have critical items. "Nice-to-have" items can always be added later. If a situation happens only once a year for a single user, it can wait.
4. Treat the vendor as a partner and communicate openly
You must believe that you and your vendor have the same end goal, a successful project delivered in reasonable time. This can only be achieved if everybody works together as one team.
Treat your vendor like a partner. If you have an end date in mind, share it. If you don't like the user interface, share your concerns. That's the only way the vendor will know your issues.
5. Iterate
For a successful IP asset management project implementation, it is important that the custom implementation is accepted by their team, outside counsels, and inventor community. To achieve that, think iterations. Two or three iterations are fine, but more than 4 iterations can only mean one thing: either the team should go back to the design or your vendor does not have the right tools.
Here are the top 5 tips that can help you make your project successful:
1. Establish a core team
It is critical that you set up a core team. This team will be responsible for answering vendor questions, providing feedback, and training other users. Choose the team carefully. Have at least one representative from the IP team who has visibility beyond a specific function such as docketing or annuities. If possible, include somebody from the IT organization who can help you in extracting your data from the existing database and/or provide help with setting up for on-premise installations.
2. Be realistic
IP asset management is a new discipline. Take time to understand your situation. Do you know what you want? Do you have the in-depth understanding of the workflows or processes that you would like to implement? Do you understand nuances of the data migration process? It is fine if you don't. Most IP departments do not have any experience in deploying enterprise scale products. Most departments have not worked in an environment where various stakeholders such as inventors, patent committee members, and law firms are collaborating. Let the vendor help you document the processes.
3. Be mindful of scope creep
Understand that a good product delivered in a reasonable time is better than a great product never delivered. Prioritize and focus on the must-have critical items. "Nice-to-have" items can always be added later. If a situation happens only once a year for a single user, it can wait.
4. Treat the vendor as a partner and communicate openly
You must believe that you and your vendor have the same end goal, a successful project delivered in reasonable time. This can only be achieved if everybody works together as one team.
Treat your vendor like a partner. If you have an end date in mind, share it. If you don't like the user interface, share your concerns. That's the only way the vendor will know your issues.
5. Iterate
For a successful IP asset management project implementation, it is important that the custom implementation is accepted by their team, outside counsels, and inventor community. To achieve that, think iterations. Two or three iterations are fine, but more than 4 iterations can only mean one thing: either the team should go back to the design or your vendor does not have the right tools.
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