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How to Help Staff Members Adapt to New Software

If you want your business to stay on top of the latest trends, stay competitive in efficiency, and ensure compliance with regulatory standards, you need to invest in new software and change your software systems from time to time.

On the front-end, this is a demanding question. You and the other leaders in your organization will need to research and do your due diligence to find the best app or platform for your needs. But in the background, you’ll probably run into at least some integration issues.

In particular, your employees may not be as receptive to the new software as you would like. If they have trouble adjusting to the new software, they can misuse it, it can cost them time, it can stress them out, and they can outright refuse to use the system.

If you want to see all the best benefits from your new software and keep your team happy at the same time, it’s important to use proactive strategies to make the onboarding process as seamless as possible.

Why employees struggle with new software

Let’s start by looking at some of the reasons that employees struggle with new software in the first place:

  • Bias about the status quo and reluctance to change. Technology is constantly evolving, but that doesn’t mean everyone is excited about the prospects of learning how to use new gadgets and platforms on a regular basis. In fact, most of us are slow to embrace change; although we may love the new tech gadgets in our personal lives, we like our jobs to stay the same as much as possible. We crave routine and consistency, so we know what to expect every day. When you force people to change the main platform they use on a daily basis, you are going to meet some resistance.
  • Skepticism about the benefits. You have a good reason to adopt this new platform. Maybe it’s to improve efficiency or streamline communication. But just because you believe your employees won’t. If you can’t prove that this system is an objective improvement, some of your employees will be reluctant to adopt it.
  • Confusion and usability issues. All other problems worsen if the system is difficult to use in any way. If an employee logs into the platform for the first time and doesn’t know what to do – or if they experience glaring technical issues (like bugs that prevent them from working or slow load times) – they’ll resist adoption. Even if they accept the new system, they are likely to be slow and inefficient when using it.
  • Competitive products. Most businesses have a suite of technology products that enable the business to operate, including chat apps, project management platforms, and data storage solutions. If your employees are juggling dozens of platforms simultaneously, it will be difficult for them to keep everything in order. Plus, forcing them to learn another new platform can add stress to an already stressful setup.
  • Frequent changes woes. You might run into additional problems if your business is forced to change regularly to meet new regulatory standards. For example, if you work in the healthcare industry, you might practically need an EHR platform to help you manage patient records, but it should be fully compliant with the latest privacy laws. patients. If your employees anticipate other changes in the future, or if they don’t believe this is a long-term solution, they may not take the platform seriously.

Fortunately, there are many ways to fix these common problems.

Culture and attitudes

It all starts with the culture of your company and the attitudes of the people who work there. If you work to create a culture that encourages change and adapts quickly, it will be much easier for you to introduce new platforms to your team.

  • Embrace the change. Do all you can to embrace change in your organization – and make “accepting change” a core value. Encourage your team to view change as an opportunity rather than a threat. Teach them to adapt to changing variables.
  • Keep things moving. Keeping your organization as mobile and agile as possible is also effective. Change from time to time, whether it’s moving your meeting times or rearranging office furniture. In a flexible environment, change is adopted much more easily.
  • Set a good example. It is also important to set a good example as a leader. Do your best to embrace new ideas and change your routine from time to time. If you’re too stubborn and attached to traditional systems, so will your team.

Persuasion and Confidence

It’s also important to build trust with your employees and persuade them that this is a tool worth using. If your employees have complete confidence in this solution, nothing should prevent them from using it.

  • Be proactive. Start the process as early as possible. Let your employees know that you are considering switching platforms or making a major upgrade. This will give them time to adjust and get used to the idea.
  • Explain your reasoning. You don’t have to explain every leadership decision to your employees, but it can help you build trust and persuade them to your side. Why are you investing in this new platform? What are the benefits you hope to see?
  • Prove the benefits. Are you sure you have chosen the right technology? If so, prove it to your employees. Some people on your team may be reluctant to adopt a new system no matter what, but most of your employees are probably persuasive. Show them the numbers that show how much more efficient this system is.
  • Illustrate the transition. Plan the transition of your business to this new system and show this plan to your employees. If this is a gradual, gradual transition, more of your employees will likely be on board.
  • Answer questions transparently. From the early days of the exam until the last days of adoption, your employees will likely have a lot of questions for you. When asking these questions, try to answer them as completely and transparently as possible. If you avoid questions or are seen to be withholding information, this could work against you.

Education and formation

Even the most intuitive platform needs to be shown and taught to your employees. With a better approach to training and education, your staff members will be much more likely to use the platform as intended.

  • Choose the right platform. If you choose a well-designed platform with a good user interface, it will be intuitive for most of your employees. While it is easy to learn on the fly, most of your employees will have no problem adopting it. But, of course, you’ll still need to provide at least some training to get things going.
  • Give early demos. Introduce your staff to the platform early and often. Warm them up to the idea before they have to use it daily for their work.
  • Get your hands dirty. Don’t assume that your team members will be watching the training videos; have a plan to give them practical and individual training. Providing individualized and tailored training and education experiences will ensure that everyone can use the platform to the best of their ability.
  • Individual follow-up. Collect feedback and see how people are adjusting. If someone has a specific problem, see if you can help them solve it.

Support in progress

It is also important to ensure that some form of ongoing support is available for your employees. This can take many forms, including robust customer service from application developers or training and support from your in-house IT team. Either way, your employees should have a constantly available communication channel that can help them resolve issues, clarify points of confusion, and use the app smarter.

There is no single strategy that can completely eliminate the resistance or difficulty when adopting a new technology platform in your business. However, these proactive approaches can introduce your team to new platforms more warmly and successfully.

Frank Landman

Frank is a freelance journalist who has held various editorial positions for over 10 years. It covers technology trends as it relates to business.



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