Healthcare IT project readiness begins well before implementation activities appear on a project schedule. The first 30 days of planning establish the foundation for stakeholder engagement, resource allocation, technical preparation, and realistic timelines. Organizations that invest time in these early conversations create stronger alignment across teams and position projects for more predictable outcomes.

Whether you’re preparing for an InterSystems implementation, an integration initiative, or another healthcare technology project, the following actions can help your organization make the most of the planning process.

Overview

• Engage technical and operational stakeholders early.
• Validate resource availability before establishing timelines.
• Identify single-person dependencies and knowledge gaps.
• Include operational users during planning—not just testing.
• Address infrastructure and access requirements early.
• Keep executive sponsors actively engaged.
• Use working sessions to validate assumptions before implementation.
• Strengthen healthcare IT project readiness through realistic planning.

Confirm Stakeholder Commitment Early

Successful healthcare implementation planning begins with the right people at the table. Early planning meetings should bring together the individuals who understand daily operations, technical requirements, and project objectives. Their participation helps uncover opportunities, answer questions, and strengthen alignment before implementation begins.

Engage Technical and Operational Stakeholders

Project teams benefit when subject matter experts contribute early rather than reacting to decisions later in the project.

Consider including:

• Technical subject matter experts
• Operational leaders
• Project sponsors
• Business stakeholders

Readiness Check: Have the people responsible for delivering the work actively contributed to planning discussions?

Validate Resource Availability

Implementation plans are strongest when they reflect both expertise and available capacity. Reviewing workloads during the planning phase gives leadership the opportunity to adjust priorities, refine schedules, or secure additional support before implementation begins.

Many organizations rely on a small number of specialists to support daily operations while participating in strategic initiatives. Planning conversations should confirm that those resources have the time required to support project milestones.

Evaluate Competing Priorities

One of the most valuable questions a project leader can ask is: Which current initiatives will pause to make room for this project?

If the answer is “none,” it may be time to revisit resource plans or implementation timelines. Organizations that need additional project leadership can also benefit from experienced implementation project management resources.

Readiness Check: Does every critical resource have the capacity to support project milestones?

Identify Single-Person Dependencies

Many healthcare IT teams rely on one individual for specialized system knowledge, technical configuration, access coordination, or vendor communication. Identifying those dependencies early creates opportunities to document processes, share knowledge, and improve project continuity before implementation work begins.

Build Knowledge Beyond One Individual

If a critical resource becomes unavailable or is pulled into competing priorities, project momentum can slow quickly. A simple knowledge-sharing plan during readiness activities can reduce that risk and help keep the project moving.

Focus planning discussions on:

• Specialized system knowledge
• Integration ownership
• Environment administration
• Vendor coordination

Readiness Check: Have critical responsibilities been shared across more than one team member?

Engage Operational Users Early

Operational users offer valuable insight into workflows, documentation, and day-to-day processes. Including them during planning allows project teams to refine requirements before development begins and create a smoother path through user acceptance testing.

Build Better Workflows Before Testing

Many organizations allocate two weeks for user acceptance testing. In practice, four to six weeks may be more realistic when operational users are seeing workflows for the first time.

Early collaboration helps teams:

• Validate workflows
• Clarify business requirements
• Reduce rework
• Improve user adoption

Readiness Check: Have operational users reviewed project requirements before implementation work begins?

Build Realistic Implementation Timelines

Project schedules should reflect the work required before implementation activities begin. Startup tasks often involve multiple teams and approval processes that influence overall project timing.

Account for Project Startup Activities

Planning should include time for:

• Resource onboarding
• Scheduling
• Security approvals
• Project coordination

Implementation dates are most effective when the teams responsible for completing the work help validate the schedule.

Readiness Check: Has every milestone been reviewed by the teams responsible for completing the work?

Address Infrastructure and Access Requirements

Infrastructure preparation supports every phase of implementation planning. Early coordination between technical teams, security groups, and vendors helps projects move forward with fewer interruptions.

Confirm Technical Prerequisites Early

Healthcare organizations should confirm:

• VPN configuration
• Vendor access requests
• Security approvals
• Environment provisioning

These activities are especially important for organizations implementing InterSystems HealthShare and other integration technologies.

Readiness Check: Are infrastructure, security, and access requirements scheduled and understood by every team involved?

Establish Active Executive Sponsorship

Executive sponsors help maintain momentum by supporting timely decisions and encouraging collaboration across departments. Consistent engagement during planning creates faster resolution when questions arise and reinforces organizational priorities.

Support the Project Team Throughout Planning

Effective executive sponsors typically:

• Stay engaged throughout planning
• Monitor project progress
• Help remove organizational blockers
• Support timely decision-making

Readiness Check: Does your project have an executive sponsor who remains actively involved throughout planning?

Challenge Assumptions Through Working Sessions

Project planning establishes direction. Working sessions provide opportunities to validate details before implementation begins.

Turn Planning into Action

Focused working sessions allow teams to review future deliverables, confirm responsibilities, and identify risks while adjustments remain manageable. Meeting early commitments also builds confidence as implementation progresses.

Readiness Check: Which planning assumptions should your team validate before implementation begins?

Building Stronger Healthcare IT Project Readiness

Healthcare IT project readiness grows from thoughtful preparation, realistic planning, and active collaboration. Organizations that invest time in stakeholder engagement, resource planning, technical preparation, and executive support create stronger conditions for successful implementations.

Experienced InterSystems consultants can also provide objective guidance, helping healthcare organizations strengthen implementation planning, identify readiness gaps, and support successful project delivery.

Planning an upcoming healthcare IT implementation? Henry Elliott & Company provides experienced project managers and InterSystems consultants who help healthcare organizations strengthen project readiness and support successful implementations. Contact us to discuss your next initiative.

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