Why Go-Live Preparation Is a Leadership Imperative
Most go-lives don’t fail because of bad software. They fail because of incomplete planning.
When operational readiness, risk mitigation, and executive alignment aren’t embedded into the project from the beginning, teams are left scrambling — and outcomes suffer.
At RONIN CONSULTING LLC, we’ve supported EHR implementations, upgrades, and enterprise rollouts across hospitals and healthcare systems. And we’ve learned that go-live isn’t a moment — it’s a discipline.
A Roadmap for Preparation from Day One
1. Begin Planning at Kickoff
Your go-live strategy should be embedded into your change management and communication plans from the start. Don’t treat it as an afterthought. Revisit and refine this plan at every major milestone: 120, 90, 60, and 30 days out.
2. Operational Readiness Reviews
Formal readiness reviews at 90, 60, and 30 days help align teams and reveal gaps early. These sessions should include:
- Operational and department leaders
- IT and application teams
- Executive sponsors
Each session should review:
- What is going live
- What training and testing remain
- What risks need mitigation
- Who owns each step of the plan
Cutover Planning: Clarity Prevents Chaos
During the final weeks before go-live, your cutover plan becomes the single most important document in your launch toolkit. It should include:
- Task descriptions
- Owners and deadlines
- Expected outcomes
- Contingency plans
- Escalation contacts
We always recommend designating one lead “conductor” to manage the entire cutover process and prevent confusion between project managers or departments.
Leadership Matters More Than Technology
Executives have an outsized influence on go-live outcomes.
Here’s what strong leadership looks like during a go-live:
- Round on staff: Be present, listen, and reinforce support.
- Reinforce messaging: Remind teams of priorities, progress, and resolution efforts.
- Celebrate small wins: Recognition boosts morale and reduces burnout.
- Stay accessible: Visibility builds trust.
A go-live is not the time to disappear behind closed doors.
Support Structures that Keep Things Moving
Success during go-live requires structure and responsiveness. Here are best practices we recommend:
- 24/7 Command Center: Staffed by IT, clinical, training, and operational super-users.
- Daily Huddles: Use a “Top Ten at Ten” meeting format to review priority issues and celebrate daily wins.
- Live Communication Channels: Dedicated conference lines and real-time chat for leadership and triage.
- Issue Triage System: Use tools like ServiceNow with a clear escalation path and ownership tagging.
When Things Go Off Script
Every launch encounters surprises. What matters is how fast your team can respond.
At one of our early projects, we discovered an entire clinic hadn’t been properly configured. It was a major miss — but we recovered fast because:
- Staff were onsite and empowered
- Communication was constant
- The team prioritized building and testing fixes in real time
Resilience is not avoiding failure. It’s being ready for it.
Post-Go-Live Isn’t an Afterthought
Many teams go quiet after launch. That’s a mistake.
Here’s what strong post-go-live execution looks like:
- Daily huddles that taper gradually
- Formal and informal feedback collection
- A documented “lessons learned” report
- Public recognition of individual and team contributions
The momentum you build during go-live sets the tone for everything that comes after.
Executive Checklist for a Smooth Go-Live
| Phase | Action |
|---|---|
| Day 1 | Include go-live in your change and communication plans |
| 120/90/60/30 Days | Conduct operational readiness reviews with scorecards and alignment |
| 30 Days Out | Finalize and rehearse your detailed cutover plan |
| Go-Live Week | Launch your command center, be visible, and lead with presence |
| Post-Go-Live | Taper support, capture lessons learned, and celebrate contributions |
Ready to Build a Go-Live Plan That Works?
At RONIN CONSULTING LLC, we partner with healthcare leaders to design go-live strategies that are structured, resilient, and people-centered. From operational readiness to cutover planning, we help teams launch with confidence and clarity.
If you’re preparing for an EHR rollout, an enterprise upgrade, or a system-wide go-live — let’s talk.
Reach out to schedule a conversation. No sales pitch. Just insight, planning, and a shared goal: helping your next launch run smoother and smarter.