Over the past three months, we’ve been brought in as emergency support for several Odoo projects. Through these experiences, we’ve identified three recurring mistakes that often lead to project failure. Here’s a quick overview to help you steer clear of them.
Avoid Superficial Solutions
A common characteristic of any open-source software is that the source code is accessible. This can be tempting - especially when a function doesn’t work exactly as expected. The natural instinct is to tweak it until the issue seems resolved. Problem fixed, right? Unfortunately, this approach is fundamentally flawed.
What often gets overlooked is the complexity of the software. Beyond the two visible layers - the user interface and the programming - there’s a crucial third layer that isn’t immediately apparent: the process engine or backend layer. This is where the actual workflow happens, including process execution and communication between different modules. The interfaces between these three layers are like gears in a well-oiled machine - everything must work in sync for smooth operation. When modifications are made only at the programming level - simply because the source code is accessible and understandable - the process engine is ignored, disrupting the overall workflow. These changes may appear to work at first, but they ultimately prevent the function from serving its original purpose. Worse yet, the impact ripples across interconnected processes, eventually causing a system-wide failure - like a sandcastle collapsing or dominoes falling one after another.
And it gets even worse. Once it becomes evident that the original function is still needed, but has been repurposed, a workaround must be created. This leads to unnecessary reinvention of existing features, adding yet another layer of complexity. Initially, the workaround may seem functional, but just like the first modification, it doesn’t integrate properly into the overall system. As a result, dependent processes break, causing disruptions throughout the entire operation.
This mistake is by far the most common - and the most damaging. Unlike other errors, it cannot simply be fixed. The only solution? A complete restart!
Ask the Right Questions
We’ve mentioned this second fundamental mistake before, but it’s so critical that it deserves a dedicated spot on this list.
The success of an ERP project largely depends on who the implementation partner sends to work with the client. One thing is clear: it should not be a developer. The real issue often arises when IT and business meet - and that’s where misunderstandings and misalignment begin.
The right person for the job is a business analyst with a strong understanding of financial and operational processes. They should be able to map out business workflows, communicate effectively with the client, and challenge misconceptions when necessary. At openfellas, this information is then passed to a software architect, who translates the business requirements into a structured solution, selecting the right components to ensure smooth implementation. The architect plays a crucial role in making complex workflows manageable for developers, minimizing the risk of misdevelopment. They also make key decisions about how all the moving parts of the system will ultimately come together.
Just as important is the client-side project lead. All too often, the person responsible for the project on the client’s side isn’t fully clear on why the ERP solution is being implemented or what steps are necessary to make it work. However, ERP software must accurately reflect the complexity of business operations - which is why process analysis is absolutely essential. Honesty in this phase is crucial. If the scope is not clearly and fully defined from the outset, the foundation is already being laid for future disputes - the kind that can escalate unpredictably and, in the worst case, end up in court, costing both sides a significant amount of money.
Another critical factor - though often overlooked - is clear communication. Even when both parties speak the same language, they may interpret key terms differently, leading to misalignment. One side says something, the other understands it differently, and the entire project is built on that misunderstanding - resulting in unintended outcomes. That’s why it’s essential to ensure that both parties share the same definitions from the beginning. Otherwise, crucial parameters may be overlooked, and sooner or later, the entire project could collapse like a house of cards.
Don't Talk Past Each Other
The third major mistake in implementing Odoo - or any ERP software - also revolves around communication. This time, the challenge lies in how the client first interacts with Odoo. Especially in initial implementations, the expertise of the business analyst plays a crucial role. The client is starting from scratch - they have no prior experience with Odoo, no understanding of its interface, and are unfamiliar with its specific terminology. As a result, they don’t know what questions to ask and may not fully grasp the answers they receive.
On the other hand, the implementation partner is deeply familiar with the system - sometimes to the point of overlooking details that seem obvious to them but are completely new to the client. Since they navigate Odoo effortlessly, they might unintentionally skip essential explanations, assuming the client understands things that they actually don’t. This creates a knowledge gap, making it critical for both sides to communicate on equal footing.
As in many areas, experience is key in asking the right questions, following up effectively, and identifying potential issues early. Think of it like a chef experimenting with a new dish - they rely on experience to know which ingredients work well together. But unlike cooking, a mistake in software design is exponentially more expensive to fix.
If an implementation partner is aware of these three fundamental challenges and proactively addresses them, the project is far more likely to succeed. If things still go wrong, it usually comes down to execution errors - a natural business risk that the partner must take responsibility for.
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