Adopting new software or ways of working can be a challenge for any size of team.
If your company is implementing new initiatives, strategies, software, or changes of any kind, you’re going to need a plan to help guide your team.
Are you the manager who has found a new platform that you want to use to improve operations? Or maybe you’ve built out your priority process in Process Street and now you’re ready to share it with the rest of your team?
We’ve pooled resources from our Customer Success Managers and Process Pros team, to share steps for success that we know help teams adopt new systems.
The information in this article (and the webinar above) will help you communicate the benefits of using this new tool to your team, help train them, and better still, adopt it for long-term success. These are the steps that you should consider taking.
What problems are you solving?
Think about what brought you to Process Street in the first place. Why did you need it? How will it help you?
Here are some points you might want to consider pitching, on ways you can improve your current process problems:
- You would like an effective way to help your business scale
- You can document all your processes in one place and give your team access to them. The more processes that are off your desks (and out of your heads) the better!
- You would like to automate and streamline your processes so that you can free up valuable time
- The current way you manage processes isn’t dynamic enough for your needs
- You find that tasks (even those with deadlines) can fall through the cracks
- You need a better way of tracking progress for clients, teams, or projects
- Your Reports dashboard allows you to create reports for anything you need
- You would like to cut down or cut out in-person training for new staff
- You can have all your new hires work through their own onboarding and training workflow runs
- You need a better solution for communicating and following up with clients, VA’s or freelancers
“We could have created a traditional playbook in MS Word, but we wanted something more action-oriented. We want everyone to feel they are responsible for executing on something rather than just reading something”
Who do you need to get buy-in from?
Next, you need to think about who you’re pitching this to, which could be team members or anyone higher up in your business that you need to garner approval from before implementation.
Managers or owners
First things first you’re going to present to the owner, your manager, or to other team leaders because their sign-off and support will make adoption much easier.
Think about the big picture, what is your manager going to be most interested in hearing about, or be most responsive to? For example, what does the return on investment (ROI) look like?
This tool will cost $XXX per year but we could save $XXX by adopting it in our business.
Present the pain points you’ve discovered from speaking with your colleagues so that your manager knows this affects a larger part of the (or indeed the whole) business, not just one or two employees.
It will improve team efficiency, decrease human error, utilize automations, which will also save us time.
Share and discuss your vision with your team if you haven’t done so already. State the reasons why you are going to be using Process Street and what the benefits are.
Better still, personalize the benefits to each department and employee, think about the individual changes they will see or how it will improve your way of working as a team.
One of the easiest ways to sell the benefits of using a new tool is to look at what are other users saying about it.
“Love this software! It really helps to prevent laborious time consuming mistakes. Documenting and editing processes is fantastic and moves my business forward in the best way!”
Knowledge is power
Make sure you understand all the features that you’re using in your processes before you invite your teammates to work with you in the platform. They are bound to have questions!
Make a note of all the features that you’re currently using in your workflows, and brush up on your knowledge, from The 5 Stages of Process Building.
Remember, your processes will evolve over time, so you can always add (and learn) more features, as and when you need them.
You may come across a few challenges from your team when implementing a new tool, such as:
- Team members have different learning curves or different learning styles
- Build in a mixture of text, images or videos into your training
- Consider running 1:1 and group training sessions
- Mix up the sessions with hands-on learning, slides or webinars
- They may have different technical abilities which affects their speed of uptake on a new tool
- Set achievable goals for each person
- Be patient with those who need extra support
- For those who adopt more quickly, let them set their own goals
- They can find change overwhelming or may be reluctant to change for other reasons
- Discuss what those reasons are and address them one by one
- Reiterate the benefits of using the tool for the team and them individually
- Address any issues your team might have as you come across them
User types, roles & access
Think about who you need to work with in your Process Street organization and what they need to do in the platform.
If you have a company organizational chart, you can use that as the framework for the types of users you have in your Process Street organization. For example:
- Your managers could be Admins or Members with workflow editing permissions
- Your team leaders could be Members with workflow editing permissions or with permission to run workflows for the rest of your team
- Your team members can be those who don’t run workflows but just need to complete lots of daily tasks. They can be Members with’ view own’ permissions
- Your clients, freelancers or VA’s might be Guests
Set up for success
Agreed and communicate a naming convention for folders, workflows, workflow runs or tasks so that anyone building workflows will follow the same conventions.
This will help when you create reports in your Reports dashboard and will also allow other users to find what they are looking for with ease.
That way your workflows will follow the same principles and structure, and anyone hopping in to edit a workflow won’t be confused by another user’s way of working.
When it comes to training your team, you will have the best understanding of the new tool and therefore will be able to answer any questions that may arise.
If you’re happy that you’ve got this covered and can train your team yourself, then we have a few tips to help you get going:
- Set up team training dates with department heads and managers
- Mix your training methods to cater to all types of learning styles and abilities
- Run group or one-to-one training sessions on zoom or with slide decks or videos
- Use help articles or premade workflows they can refer to for guidance
- Let them get stuck in and do some hands-on learning and be sure to have follow-up sessions with them
- Set aside time with each user if necessary, to help them one-to-one and answer questions they might have
In some cases, our team here at Process Street can help with onboarding your whole team. If you have a dedicated Customer Success Manager (CSM) or Sales contact, please reach out to them to discuss options.
When you sign up for a paid subscription, you’ll be invited to an onboarding call with one of our Process Pros. You are more than welcome to invite some of your colleagues to this call too.
Sign yourself or your team up for one of our monthly, or special topic Webinars.
Your goals are going to be unique to your team and your business, but here are some examples to help get those cogs whirring:
- Aim to have all the team trained by xxx date
- Aim to have everyone using the tool at least xxx hours per day by the end of the month or quarter
- Aim to have each department or team leader build their own priority process by xxx date
- Aim to have each team running and working on tasks in workflow runs from those processes by xxx date
- Aim to have full adoption of the tool by xxx date
- Share your goals on your team chat channel
Monitor and reward success
Reward your team for their successes and for hitting your goals. Share the love and post these in your team chat channel too. Friendly competition creates positive involvement 🙂
Make sure you don’t shame anyone for not hitting their goals, instead find ways to help them. Consider extra one-to-one training for those who need it.
Ask team managers or department leads to set up a weekly stand-up meeting or one-to-one with colleagues so that they can ask questions, give feedback, or pass on any suggestions they might have.
Gather positive feedback and share it with your leadership team to reinforce the ongoing use of the tool.
Aim for scaling up
^ Automate processes wherever you can to save time & reduce errors.
^ Gather feedback from your team about which processes to implement next.
^ Spread the word to other teams or departments, and share your success stories with them.
^ Identify future champions who can take over workflow editing roles, or who can be granted more responsibility in the platform.
Extra resources from our blog
- Purchase Requisition: How to Get Finance to Buy You New Software
- File Naming Conventions: How to Optimize Document Management
- How to Apply 7 Change Management Principles to Your Remote Workforce