When Staff Need To Get With The Program

Adding a new IT program can deliver big benefits to business. It streamlines workplace processes and boosts efficiency. But introducing new systems isn’t easy. Success is often challenged by something other than any technical complexities – the end users themselves.

Poor communication about the strategic benefits of new tools inhibits the pace of technological change in the workplace. (Source: Harvard Business Review)

Implementing new enterprise software is more about people factors and effective change communication than about technology. If staff are resistant or don’t understand the change, it can throw a serious spanner in the works.

Effective employee communication is the foundation of successful user adoption of your new IT systems.

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Tools To Get User Adoption Across The Line

Improving user adoption means communicating well at every step – promoting the vision to staff early on, reinforcing the value during the change, and addressing issues post-implementation. That’s where the SnapComms platform excels – multi-format channels delivering 100% staff readership.

Desktop tickers update staff on the status of deployment and remind of important deadlines – essential communications when silence can cause employee uncertainty and stall user adoption.

A digital newsletter can generate excitement and interest in the new systems, highlight good news stories around the change and demonstrate how employee feedback is being used – especially useful for staggered rollouts.

Screensavers capture employee attention, spark their interest and convey key concepts by helping staff visualize the new software in action and benefiting them.

Employee surveys are a useful way to facilitate two-way communications that identify potential barriers and resistance, as well as to inject fun and involve staff by naming new systems or suggesting improvements.
Users need training in new systems, and the RSVP tool ensures that staff register for sessions and offers multiple options to assist them working around other commitments.
A staff quiz supports training by reinforcing learnings in a non-threatening way, while providing valuable insights on areas where follow-up sessions are needed.

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Use SnapComms Software To:

Build awareness

Publish a regular update from your project team via digital newsletter. Collate questions from staff concerned about the change into a helpful FAQ newsletter.

  • Build trust between IT teams and wider staff
  • Align managers and staff around a shared vision

Encourage feedback

Invite employee input via surveys on suggestions or areas of concern. Use insights gained to build understanding of how the new systems will impact staff and plan communications accordingly.

  • Foster collaboration
  • Identify potential obstacles early

Grow commitment

Build awareness and interest through frequent ticker updates, reinforcing key messages and demonstrating outputs to date. Generate momentum as deployment approaches through a countdown campaign using screensavers.

  • Emphasize the value to employees (eg. “You can work from home more easily”)
  • Foster positive culture change
  • Encourage advocates across the organization

Manage transitions

Use tickers and screensavers to advise staff in advance of system migrations and when IT outages may be experienced.

  • Promote the use of temporary workarounds
  • Maintain business productivity
  • Assuage user concerns

Support users

Encourage staff to make use of available support channels, such as an FAQs page on your intranet, in screensaver messages or newsletters.

  • Reduce calls to IT Helpdesk
  • Increase usage of intranet resources
  • Enhance effectiveness of training sessions for new systems

Sustain success

Continue to communicate post-deployment, including ticker reminders of expected new processes and surveys to identify common issues.

  • Embed behavioral change

Results From User Adoption Communication With SnapComms

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Maintain IT focus
Greater awareness and support channels allow IT teams to focus on successful implementation of the new system
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Reassure staff
Employees are kept appraised throughout the project and assuaged that any concerns are being listened to
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Mitigate misinformation
Reduce potential for disruption due to negative perceptions or lack of belief in the project
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Boost productivity
No loss of staff productivity as a result of downtime caused by any IT outages
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Strengthen communication
Effectiveness of message readership and engagement is maximized through real-time data-driven insights
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Improve outcomes
Focusing on solutions and addressing any staff resistance reduces the risk of issues which could impact user adoption

Extra Features Deliver Extra Performance

When it comes to driving user adoption of new systems, IT managers need every advantage they can get. The SnapComms platform includes built-in extra features to deliver the highest levels of internal communication.

  • Set up target employee groups based on role or location to enable sending customized messages to each group. Targeted messages achieve higher readership because staff aren’t flooded with irrelevant information.
  • Schedule communications to coincide with key stages of the new system rollout, ensuring staff perform required actions or adopt new behaviors exactly when you need them to.
  • Recurrence settings guarantee your must-read messages are actually read by staff. Any unread messages can be set to repeat on employees’ screens until they read and/or acknowledge them.
  • Dashboard and detail reporting provide assurance to management that all staff are being reached, with the ability to export data at employee, team or campaign level.

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Related Resources For User Adoption Communication