Collaborative work management (CWM) tools have the potential to streamline processes and practices, boost productivity and ultimately take your business to the next level. However, for CWM tools to influence productivity, they need to be fully embraced by your team.
You've done the research and implemented CWM software; now it's time to consider how to get your team to adopt it. Implementing new software and technology has a greater chance of success when proactive measures are taken from the start. It's not enough to simply choose a tool you're happy with and leave your team to their own devices. With the right plan, your team will be motivated to adopt new software. In a recent article, we discussed everything you need to know about CWM. If you missed it or want to refresh your understanding, visit the post here.
Successful tool adoption is about more than just connecting your team with tools and processes. Equally, successful adoption is not just about your team using tools. To see an impact, teams and leaders must fully engage with the software. So, how do you make this happen? Let's look at the essential points you'll want to consider.
Best practices for CWM tool adoption
1. Get buy-in at the top
You've probably heard the much-used phrase, "it starts at the top". This phrase is so often cited in business because, well, it's true! The bread and butter of making large-scale change or introducing new tools and technologies is that it needs to be used by everyone in an organisation - particularly those at the top. Change percolates from the top, and it's the leader's responsibility to set the tone. If you want tools and technology to become a part of day-to-day operations, those at the top and influential stakeholders should promote and reinforce its use.
2. Don't neglect tool onboarding
Support your team from the beginning of tool implementation with a kick-off meeting to set expectations. You have one chance to make a good impression, so make it count. Your team's first experience will impact their productivity and performance going forward. Invest time in ensuring your team feels supported and confident in their first interaction with the software.
3. Organise team training
Training is an essential part of learning how to use new tools, and your team are much more likely to use the software in the long term if they have had proper training. Providing employees with the necessary skills to perform their tasks will reduce time, money and resources. Users are unlikely to seek training proactively - at least not comprehensive training. Online tutorials and basic training may provide an overview, but it's worthwhile to consider providing comprehensive training so your team feels supported and confident using the tool.
Additionally, teams and individual members will need to use different functions included with the tool. As a result, they will need varying levels of training and support. Therefore, you should adapt training materials to cater to different levels of support. Will the user only use the basic features, or should they receive training on all the features and functions? By customising and adapting training according to different levels, the user will be more likely to adopt and engage with the technology.
4. Set a good example
As a manager, it is your duty to set a positive example. Therefore, you should use the tool regularly to engage with team members. In doing so, you will set an example and reinforce and promote the use of the tool. Use the tool early on and perform tasks such as assigning duties or interacting with team members. Set a good example by leading from the start and your team members will follow.
5. Embrace metrics
A metrics system is integral for measuring progress. With it, you can identify areas of improvement, grow as a team and celebrate the successes. Use your CWM tool to your advantage and make use of data, which will show you information on user engagement and use. Measure productivity, analyse time spent on training, collect feedback and identify any areas of improvement where users may need more support.
6. Communicate regularly
Finally, you should use the software to communicate with your team at every opportunity. Use the tool to send messages, notifications, praise, and any other interactions, and you will set an example, as discussed in point four. Plus, your actions will encourage the team to use the software. Regular communication with your team will enforce its purpose and use. Over time, it will become more integrated and recognised as the default method of communication.
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