In the day-to-day, we’re all responsible for accessing multiple systems to complete all our usual tasks. Email providers, word processors, CRMs – the list goes on. While many of these services remain pretty static, there comes a time when, for whatever reason, it’s necessary to change service providers.
If you haven’t been responsible for implementing a software or hardware change before, it will probably come as no surprise that it can be difficult to implement new technologies at your organization. People often prefer to use what they know, and aren’t always open to seeking out new alternatives. But sometimes it’s necessary to update your processes and introduce new programs. What steps do you take to ensure it’s an easy transition for everybody? Here are some tips:
– Ample lead in time. When you’re implementing new software and/or hardware, it’s important to give staff members time to get used to the changes. If you’re switching from one provider to another, people may need a ramp-up period to migrate data or learn how to operate the system. Give at least a few weeks to ensure there’s a smooth transition between the old and the new.
– Accessible onboarding material. Give staff members the tools they need to be successful. Provide them with support documents, tutorials and hands on training sessions. This will not only help them become comfortable with the new product, but also grow their confidence to try new services.
– Easy to use. I know, it’s easier said than done but it’s important to choose tools that are intuitive and user friendly. If employees find that the system is difficult to use, you can bet they’ll find every way they can to get around using it. This can be a big issue, especially if you’re encouraging employees to use secure solutions and they’re opting instead for easy-to-use but non-secured options.
– Ongoing support. Whether the support comes from directly within the office, or is provided from a third party, staff members need a place to get their questions answered and their problems solved. Having dedicated support means staff know they’ll always have an expert available.
Have you been responsible for introducing new technology at your workplace? What did you do to ensure it was a smooth transition? Let us know in the comments below.