Upgrading clunky systems, outdated processes, and inconvenient workflows to improve productivity, collaboration, and output may seem like a no-brainer. When such a transition is needed it requires a significant investment in time, resources, and capital. The success of such a technology change relies heavily too on user acceptance. Convincing employees to change their routine process, even if it’s for the better, can be challenging. At Dynamo University ’22, our annual user conference, we hosted a special client-driven panel to address best practices and key insights into how to manage technology change. The backdrop was focused on implementing Dynamo’s investment management platform.
1. Build a strong defense and action plan
The initial proposition to implement a new system or workflow process includes the daunting task of challenging “the way we’re doing it now.” While people might have pain points with their current processes, many will still be resistant to change and might be more comfortable with the “evils” they already know. Gaining buy-in from senior leadership teams to approve and fund the switch requires a strong case fueled by your value proposition.
To build a robust value proposition, you should:
- Analyze the costs (both monetary and time) against the opportunity to improve business processes, free up valuable resources, and enhance performance
- Identify potential areas for improvement to demonstrate scalability and future-proof the investment
- Appoint/ Designate an evangelist on the senior leadership team who will champion the switch and inspire end-users to follow suit post-implementation
- Identify the key criteria that will signify a successful implementation, and the resources required to get you there
2. Keep an open dialogue
Once you’ve secured the green light to start transitioning to a new technology platform, gaining buy-in from your end-users is critical. To do this, it helps to ensure users are engaged in the conversation from the beginning, throughout implementation, and post-launch. Getting everyone aligned toward a common goal is the key, and can be achieved through collaborative conversations at every phase, including:
- Initial Discussions: Communicate the need for the switch and encourage end-users to share feedback about current challenges and what features, functionalities, and formats would help the new system solve them
- Implementation Phase: Work with end-users to build workflows, reports, and processes that fit their needs
- Post-Launch: Engage with users to identify which hurdles are hindering adoption, adjust training styles to match learning styles, and ensure data is getting into the system
3. Maintain a culture of change
In a culture based on rigidity, there is hardly any room for evolution. In order to spearhead a successful technology change within your organization, you must establish a culture that inspires innovation. While tech changes can be tricky, it is important to celebrate users‘ efforts and meet them where they are so that you can:
- Motivate users to think creatively
- Consistently collect feedback on what is working and what improvements and roadmap items they would like to see
- Appreciate the change drivers on your team
Every business process has its little inefficiencies, but making the switch to a new system can feel like a leap of faith. Armed with these key points, you can engage with confidence.
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