ERP can be a game-changer—or a money pit. The difference usually comes down to what you do before the software shows up. Here’s how to prep your business so your ERP system actually delivers what it promises.
ERP, or Enterprise Resource Planning, is software that connects all the key parts of a manufacturing business—like inventory, production, purchasing, and sales—into one system. It helps streamline operations by giving real-time visibility into materials, orders, and schedules, so you can plan and respond faster.
For example, ERP can alert you when raw materials are running low, automatically trigger purchase orders, and update production schedules without manual effort. It also improves accuracy by reducing data entry errors and ensures everyone works from the same up-to-date information. In short, ERP helps manufacturing businesses run smoother, cut costs, and deliver products on time.
Now, most manufacturing leaders know their business needs more structure, visibility, and speed. ERP promises all that—but too often, it ends up creating confusion and frustration instead. The problem isn’t the software. It’s how businesses prepare for it. Think of ERP like a high-performance engine: if the rest of the car isn’t ready, it won’t go anywhere. These seven steps will help you avoid costly missteps and set you up for ERP success from day one.
1. Start with the End in Mind: What Are You Really Trying to Fix or Improve?
Don’t start with “we need an ERP.” Start with what’s broken or holding you back. Are you constantly reordering materials you already have? Struggling with long lead times? Losing jobs because quoting takes too long? If you’re not clear about the problem, you won’t know if ERP is helping—or just adding overhead.
One metal fabrication shop wanted to reduce their quoting time. It was taking 3 days, with engineers and sales bouncing spreadsheets back and forth. They focused their ERP search on systems that could tie in estimating, CAD files, and customer history. The result? They got quoting down to a few hours and saw a bump in win rate. That only happened because they knew exactly what they were trying to solve before choosing a system.
If your team can’t name the top three things ERP should improve, you’re not ready yet. Grab a whiteboard, gather your key people, and ask: “What do we waste the most time on today?” Let that drive every ERP decision from here on out.
2. Clean Up Before You Plug In: Get Your Data in Order
Bad data will wreck your ERP faster than a bad vendor. Part numbers, vendor info, customer pricing, inventory levels—it all has to be accurate. If you load garbage into a new system, you’ll be dealing with even bigger messes, only now they’re harder to fix because they’re automated.
Let’s say your system still has old part numbers for jobs you haven’t run in five years. Or your BOMs don’t match what actually happens on the floor. That stuff needs to be caught and cleaned now, not after your ERP goes live. One business realized their inventory system had over 200 duplicate SKUs for the same fastener, all spelled slightly differently. That caused major purchasing errors and stockouts. Cleaning it up saved them tens of thousands before the ERP even rolled out.
Assign someone—doesn’t have to be full-time—to lead data cleanup across departments. Give them authority to make calls, delete duplicates, and chase down the truth. This step isn’t glamorous, but it’s critical.
3. Map Out Your Real Processes—Not Just What’s on Paper
You probably already have process charts somewhere—but they’re often outdated, idealized, or just plain wrong. What matters is how things actually get done. That’s where ERP either fits in or fails.
If your scheduler walks the floor with a clipboard because no one trusts the system, that’s the real process. If your purchasing person keeps reorder points in their head, not the system, that’s what needs to be mapped. Don’t gloss over this. Take the time to sit with your team—operations, purchasing, shipping—and walk through the day. Ask: “What do you do when this happens?” and “Why don’t you follow the system here?” You’ll uncover shortcuts, workarounds, and tribal knowledge that ERP won’t automatically fix.
One precision machining business did this exercise and found that production staff were rewriting router steps by hand because no one had updated them in years. That would’ve caused major issues in the new system. Fixing the routing process upfront saved them a huge headache later.
4. Get Your Core Team Involved Early—Not Just IT
ERP isn’t a software project—it’s a people project. If your IT guy and the ERP consultant are the only ones in the room making decisions, that’s a recipe for disaster. Your schedulers, buyers, and floor supervisors are the ones who’ll use it every day. They need to be part of building it.
Pull together a cross-functional ERP team early. That doesn’t mean they all need to be tech-savvy. They just need to be honest about what’s working, what’s broken, and what would make their lives easier. When people feel heard, they’re more likely to adopt the system. When they’re ignored, they’ll find ways around it.
A plastics manufacturer made sure their lead operator was part of the ERP pilot team. He noticed that the shop floor interface didn’t account for regrind material tracking, which was a big part of their process. That single change saved weeks of rework and extra cost down the line.
5. Pick the Right ERP for Your Business—Not What’s Popular
Not all ERP systems are built for manufacturers like you. Some are better for large batch production. Others work best for custom job shops. Don’t pick the one that’s most well-known—pick the one that fits how your business actually runs.
Create a short list of your must-have features based on your workflows. Do you quote a lot? Do you build to order or to stock? Do you need to track jobs in real-time on the floor? Let that guide your search. Ask vendors to show how their system handles your actual processes—not just a generic demo.
And ask to speak with businesses like yours that use it. A company making custom automation equipment doesn’t need the same ERP as a business running 24/7 injection molding. Choosing wrong can leave you with an expensive system you’ll end up working around instead of working with.
6. Prep for Change Management—This Isn’t Just a Software Install
Even the best ERP system will fail if your people aren’t on board. Change is hard—especially in businesses where things have been done the same way for years. You need a plan to help your team move from old habits to new tools.
Communicate early. Let your team know what’s coming, why it matters, and how it’ll make their jobs better—not just “we’re getting new software.” Appoint ERP champions in each department—people who can help others learn the system and troubleshoot when things go sideways.
One stamping operation invested in live training sessions before launch, with real use cases from their shop. They even gave team members “practice jobs” in the ERP sandbox. The result? Smoother go-live, fewer tickets, and a team that felt more confident—not blindsided.
7. Don’t Wait for Launch Day to Test and Improve
Testing isn’t just about checking boxes. It’s about running your business end-to-end, using the new system, before it becomes your only system. If you wait until go-live to find the holes, you’ll be fixing problems under pressure—and probably losing money while doing it.
Run full mock scenarios: quoting a job, ordering material, tracking it through production, shipping, and invoicing. Involve real users, not just consultants or IT. The more realistic the test, the more prepared you’ll be.
A machining company ran their busiest customer’s full order history through the ERP before launch. They discovered their pricing rules didn’t apply correctly to legacy customers. Fixing that ahead of time saved embarrassment—and probably that customer’s trust.
3 Practical, Actionable Takeaways
- Write down the 3 biggest operational pain points you want ERP to solve, and use those to drive every decision from now on.
- Build a cross-functional ERP team that includes people from the floor, scheduling, purchasing, and shipping—these are your front-line experts.
- Before you go live, run a full “day in the life” using the ERP system—real data, real people, real workflows. Don’t skip this.
Top 5 FAQs About Preparing Your Manufacturing Business for ERP Implementation
1. How long does it typically take to prepare for an ERP implementation?
Preparation varies by business size and complexity but expect at least 3 to 6 months of prep work. This includes data cleanup, process mapping, team training, and testing. Rushing prep often leads to costly mistakes.
2. Can I clean up data after ERP goes live?
You can, but it’s risky. Bad data entering your new system can cause incorrect orders, inventory errors, and frustrated staff. The cleanup is harder and more expensive after launch, so invest time upfront.
3. Who should be on my ERP project team?
Include representatives from all key areas: production, scheduling, purchasing, finance, IT, and leadership. The team should balance technical skills and operational knowledge to make informed decisions.
4. How do I handle employee resistance to a new ERP?
Communicate early and clearly. Show how the ERP will help them personally. Involve staff in testing and training. Assign champions who can support peers and provide positive reinforcement.
5. What if my current processes are outdated? Should I fix them before ERP?
Yes. ERP systems work best when built on efficient, documented processes. Use this opportunity to improve workflows. Trying to replicate broken processes in a new system only locks in inefficiencies.
Ready to Make Your ERP Investment Pay Off?
ERP implementation is a big step, but it doesn’t have to be a leap of faith. Preparing your manufacturing business well before the software arrives makes all the difference. Clear goals, clean data, real process insight, the right team, and thoughtful change management turn ERP from a headache into a powerful business tool.
Start today by gathering your core team and writing down your top 3 operational challenges you want ERP to solve. That’s your foundation for a smooth rollout and lasting success. If you want help tailoring this approach to your specific business or need a practical checklist to guide your next ERP move, just ask. Let’s get your manufacturing business running smarter—without the growing pains.