Should you get excited about your document management system? Absolutely.
Even as so many of us will eagerly shell out hundreds for the latest new-fangled mobile device or smart device for our home, you’d think that new innovations in managing digital documents would garner the same excitement in our places of work. Sadly, this kind of enthusiasm rarely carries over to the world of business solutions systems. Many workers will simultaneously roll their eyes while dragging their heels with a new-and-improved system is announced. At best, this new system is treated like a new application rather than a new platform. In this piece, we’ll take a look at how ideas to consider when rolling out a new business solutions system.
Sticking The Landing — Rolling Out A New Electronic Content Management System
We’ve all been there — your company announces that they will be switching to a new system for some reason or another. Upon receiving the email, if eye-rolling made a sound, it would be deafening in the office. As the new system is rolled out, many workers will attempt to make their old document management protocol limp alongside the new system, only utilizing the new system when absolutely necessary. Like a childhood toy that has long outlived its use, these alternative systems only really gum up the roll-out process of the new system.
Growing impatient with the inefficiencies associated with dragging a dead system alongside a new one, you pound your fist on your desk and yell, “Why aren’t they using the new system?!” What went wrong with the rollout of the new system?
The onboarding protocol was not taken seriously.
Before you blame users for this, we’re referring to the onboarding protocol set by those tasked with rolling out the new electronic content management system.
When employees are given the option of continuing to drag out an old system, they will do so out of the perceived convenience that comes with their past familiarity with the system. How can you overcome this obstacle to change?
1. Be Firm On System Rollout Dates
Announcing the cut-off dates for discontinuing the use of an older system should be mentioned among the first announcements. Giving your employees a heads-up will go far in helping them plan for the transition and take the new system seriously.
2. Educate Your Team About The Benefits
It can be annoying when someone seems to change things just for the sake of changing things. Make sure that your team knows precisely why the organization has decided to utilize a new system. Highlight not only how this new system will benefit the company as a whole, but how it will make their daily lives easier. Make sure they know what’s in it for them.
3. Take Training Seriously
While it can feel like you’re making a roll-out easier by allowing team members to take training at their own pace, understand that training is probably a low priority for them at the moment. These are workers who already have a lot on their plate and expecting them to find time in their busy schedules for training is wishful training. Consider making training sessions for your new system a mandatory department-wide or even a company-wide event. Sweeten the experience by offering to buy lunch and offer other niceties, but stress the importance of proper training. A thorough and even enjoyable training experience will help employees not only feel comfortable when using the new system but possibly even excited to jump in and see how it will make their lives easier.
4. Keep Up Momentum With Ongoing Training and System Maintenance
After a certain amount of time has passed, regularly offer additional training to those who need a refresher course or for those who would like to dig deeper into the system. If possible, offer certification training in order to give workers a greater incentive to really sink their teeth into the new system. In time, these “power users” will also be helpful assets to other employees who may have ongoing questions about how to use the system.
Your new document management system should be taken seriously, but should also be exciting. Your life is about to get easier. Channel that enthusiasm to your team and you will have optimized your own software migration process.