Technology makes business transactions smoother. It’s constantly adapting to become faster and more efficient. Businesses have to be willing to implement new software in order to stay on top of the learning curve.
Once you’ve identified a platform that will help you reach your agency’s goals, the idea is to make the transition as fluid as possible.
There may be pushback and frustration from coworkers, but any program that will benefit your business is going to be worth a concerted effort.
Here are four chronological steps to ensure a smooth transformation to better software:
1. Get Your Team Excited!
Changes in the workplace can be uncomfortable and it takes work, but your employees will be more invested in the transition when they know the benefits that lie ahead.
A software better suited for your business’s needs saves time, and effort, and promotes growth.
Whether that software is specific to one aspect of your business or encompasses the entirety of your practice, the reward is that it will make employees more efficient, organized, and successful. You just have to prove that this software is well worth the effort.
Consider a meeting that announces the new system and welcomes employees to a product that will make their jobs easier. Highlight the success the software has offered other companies and emphasize what it can do for yours.
2. Take Time to Prepare and Train
Rollouts don’t happen overnight; they take planning and attention. Employees need a heads-up to prepare themselves for the transition and carve out time to learn the new processes.
Consider software companies that include training programs or a third-party Learning Management System (LMS).
Your employees may require some leniency and extra support during this transition. Just as you’re learning the intricacies of this new platform, so are they. Allow time for everyone to understand the new software and utilize its potential.
It’s also crucial to discuss milestones, set expectations, and allow time for data migration during the onboarding process.
Business and sales may feel slower for a while, and that’s to be expected. Once the new software is implemented, your momentum will pick up with fervor—and now, with better technology to support it!
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3. Encourage (and Evaluate) Employee Feedback
It takes time to adjust to new software, but once well understood, it should offer a highly refined user experience.
This transition is meant to make everyone’s job easier although it may not feel that way, at first.
Keep an open dialogue with your employees while they learn and implement the new system. Despite training, there may be hiccups and anxiety over its features. It’s important to offer surveys and/or ask for direct feedback about the transition.
How are you adapting to the new software?
Is the program assisting you in your day-day work?
What aspects of the software do you dislike?
Would you benefit from additional, specific training?
By asking these questions, your employees will appreciate being heard. In addition, you’ll have a better grasp on what further steps, or training, may be required.
Ultimately, as feedback evolves, you’ll have a sense of whether the software is proving beneficial to you and your team.
4. Be Willing and Ready to Further Adjust
Whether it’s focused on BI (business intelligence), CRM (customer relationship management), scheduling, or a number of other specialties, there will always be room to improve employee/software interface.
Regardless of efficiency, your software requirements will also continue to change over time. Even with a new platform, it will be necessary to install add-ons and download routine updates to keep up with technological improvements.
When you view your software transitions as continual, rather than static, once-in-a-decade tasks, you’ll refine your business practices, remain aligned with your competitors, and retain your cutting technological edge.