Maximise Your TechnologyOne ROI: 7 Steps Every System Owner Should Know
TechnologyOne is a powerful platform, and when it’s configured well, supported properly, and adopted consistently, it can significantly improve the way an organisation operates.
For many system owners, the challenge isn’t whether TechnologyOne is capable, it’s whether the system is being used to its full potential. In practice, organisations often find that workflows remain manual, integrations are inconsistent, and users work around the system rather than with it.
This is especially common during major shifts such as a Ci to CiA transition, when introducing new modules via Saas+, or when integrating TechnologyOne with other platforms across the business.
The steps below outline a practical approach to strengthening your TechnologyOne environment, from understanding what you have today through to building sustainable improvements over time.
Step 1: Initial Assessment and TechnologyOne Health Check
The first step is a thorough review of your current TechnologyOne environment, including integrations, system usage, configuration, and supporting business processes.
This stage helps surface inefficiencies, gaps and improvement opportunities, and creates a clear baseline for what should be prioritised first. It’s also often where early improvements are identified, before larger changes begin.
Step 2: Planning and Roadmap Development
Once the assessment is complete, the next step is building a roadmap that reflects organisational priorities and sequencing the work in a realistic way.
This usually includes defining what success looks like across workflow automation, module uplift, integration improvements, and system modernisation and then breaking it down into achievable phases.
To keep delivery on track, it’s worth agreeing upfront on timelines, milestones, and who needs to be involved at each stage.
Step 3: Best Practice Support and Efficiency Measures
System improvements and major changes can place additional pressure on internal teams, particularly when business-as-usual support is already stretched.
To reduce risk, it’s important to put the right foundations in place early. This includes governance, access management, security configuration, and practical user enablement so that daily operations stay stable while changes are delivered.
Areas typically covered include:
Security and permissions configuration
Operational risk management
BAU application support to keep day-to-day work moving
Step 4: TechnologyOne System Optimisation
With the roadmap in place, attention can shift to the improvements that deliver visible impact quickly.
This stage often focuses on better use of existing modules, improving data quality, resolving inefficiencies, and strengthening integrations with third-party systems.
Examples of common early wins include:
Streamlining workflows
Automating repetitive tasks
Improving data flow between systems for smoother operations
Step 5: Dashboard and Analytics Implementation
Reliable reporting and real-time visibility are essential for strong decision-making.
At this stage, dashboards and analytics can be configured to provide consistent insights across the organisation, supporting everyone from executive teams through to operational users.
When reporting is clear and accessible, it becomes easier to act faster, plan better, and allocate resources with more confidence.
Step 6: Process Improvements and Configuration
TechnologyOne success isn’t just about software, it’s about how processes and systems work together.
Through process mapping, workflow configuration, documentation and optimisation, TechnologyOne can be aligned more closely to operational needs while still meeting governance and compliance requirements.
This stage often results in:
Leaner, more efficient processes
Faster onboarding and training
Improved user satisfaction and adoption
Step 7: Continuous Improvement
TechnologyOne evolves over time, and most organisations’ needs do too. That’s why optimisation works best as an ongoing cycle, rather than a one-off project.
Regular reviews, ongoing training, and incremental uplift help keep the environment stable, efficient, and ready for future change.
Ongoing improvement typically includes:
Scheduled reviews to confirm alignment with business priorities
Regular training and internal capability uplift
Proactive updates to take advantage of new TechnologyOne functionality
Why This Approach Works
The value of this process is in the sequencing. Each step creates a stronger foundation for the next, so improvements don’t feel like disconnected projects, and change can be delivered without destabilising business-as-usual.
By combining system review, planning, optimisation, reporting uplift, process alignment and continuous improvement, organisations can shift from simply “running TechnologyOne” to actively using it as a platform for better outcomes.
Ready to Get More from TechnologyOne?
If your TechnologyOne environment feels underutilised, overly manual, or difficult to evolve, a structured improvement approach can make a significant difference.
The most effective outcomes tend to come from focusing on the right priorities first, building momentum through early wins, and then continuing to uplift capability as organisational needs change. Contact us below to find out more.