Most businesses, from a theoretical point of view at least, understand the appeal of (and semi-frequent need for) change. Change is ever-present in today’s world, and the amount of exciting new technology available to modern companies is genuinely staggering. However, what sounds good in theory too often doesn’t become a reality. Or, if it does, it’s an underwhelming disappointment. Why? The business simply wasn’t ready for change.
It’s all very well wanting to introduce a shiny, new software package universally throughout the workplace, but if the care isn’t taken to properly prepare for that change, and to ensure that the transition is smooth, then that expensive new investment can end up backfiring quite quickly. With that in mind, we’ve put together an article on the importance of the readiness for change in the workplace, highlighting the benefits of being ready – and the dangers of not…
False Assumptions: New Software Automatically Equals Better
Just because something’s new doesn’t mean it’s automatically going to be transformative for your company. To use our software example from above, the new package can have a whole list of incredible benefits, but if it isn’t easy to use, then what good is it in practical terms? Of course, we’re not saying that the product (or methodology, routine or whatever it might be) doesn’t hold value in its own right.
If you compare an old beat up banger and a brand new Ferrari, most people can agree the sportscar is objectively superior. It is the better product – the more valuable asset. But you still need to know how to drive it, and if you’re used to no power steering, a top speed of 45mph and a broken wing mirror, and you’re suddenly doing 0-60mph in under three seconds, and the slightest twitch of your hands sends you flying into a corner, then you can begin to understand why it can be (if you’re not ready for change) a recipe for disaster.
How to Know if Your Business is Ready for a Change in Software
You’ll never be 100% sure whether or not your business is ready for an upcoming software change, however there are several areas you can examine that’ll give you a good indication as to whether said change will be successful, or whether it will cause more damage than it does good.
Resources
Firstly, do you have the resources to implement the new software you want to? For instance, if your company implements a software package that requires ultra-fast internet connectivity, and your office internet is still chugging along at near dial-up modem speeds, then you’re not ready to introduce that change.
Company Culture
We’ll touch on this more later in the article, but employee buy-in is crucial when it comes to change within a company. At its simplest, it’s hard to change a company if its employees don’t want to change. Being proactive and working on that buy-in before the software is introduced, as opposed to being reactive and dealing with blowback after the fact, is vital.
Value Alignment
Is the software being introduced going to support the company in its goals, and do so in a manner that aligns with the values held by the company? This might seem like a less important factor, because – well, software is software, right? Wrong. In the same way that software can help a company move forward, it can also be completely at odds with how the company wants to operate as it grows.
To continue our car theme, think of it this way. You can give a Ferrari to a rally driver, but they’re arguably going to eke out more benefits from being given a Mitsubishi they can fling around gravel trails because that’s what’s appropriate to their driving style. Software might not be as adrenaline-filled as racing and rally cars, but it can be just as nuanced.
A Change Readiness Sequence
It can be helpful to think of change readiness in terms of a timeline or sequence. In fact, the simpler the sequence of steps, the better. Generally speaking, you can better equip your company to be ready for a change by following these steps:
1. Lay Out the Change, and Lay Out Why it’s Being Made
The importance of this can’t be overstated. For the benefits of new software to be fully realised, the purpose of its introduction has to be outlined clearly and in simple terms. Why is it being introduced? Why will it benefit the company’s teams? What should staff expect in terms of disruption? And any other similar questions.
2. When it Comes to Digitising, Take Baby Steps
Think of our example from earlier. Going straight from an old car to a sports car, but what if you were to go to a brand new sedan with all the recent modcons as a sort of middle step? In this example, the sedan represents either comprehensive training for your teams, or simply just the rollout of one of the simpler parts of the new software, or rolling the software out to one team at a time, rather than all at once.
3. Rome Wasn’t Built in a Day…
One of the most important steps is to give the change time. No matter how onboard everybody may be with the changes being introduced, there are likely going to be some teething problems along the way.
These bumps in the road are to be expected, and are easier to navigate if you’ve laid out a roadmap with more frequent, easier-to-achieve goals; adding one paper-based process to the mobile app per month, for instance. This way, your able to continuously improve and do so on a scale that feels manageable to all of your team members.
So, be patient with the new software, with your teams, and with your overall strategic vision, because the chances are you’ll have made the change for a reason.
Encouraging Employee Buy-In
When processes are digitised and changed at a breakneck pace, it’s understandable that some employees used to more traditional methods might feel alienated. In fact, this is often one of the most difficult parts of change management that companies have to handle.
You could put this as an extra slot in between any of the steps outlined above, but really, it’s something you should be focusing on throughout – from when you first decide on change, through to its full rollout.
Listen to Concerns
One of the most important aspects in getting staff on board with the project is to listen to any concerns they might have. In other words, you don’t want to steamroll over any “anti-change” comments you happen to be hearing.
Reassure Team Members
The other thing you want to do is reassure team members that they’ll get the appropriate training they need to get the most out of the new software. And importantly, explain how it will make their lives easier.
A Case Study in Effective Change Implementation | Faster Fieldwork 28 Day Sprint
Here at Rugged Data, our goal is to make your goals easier to achieve. We do this through our easy-to-use mobile reporting app software. We digitise your old, out-of-date reporting processes and convert them into an intuitive, user-friendly (and time-saving) mobile app. Here’s how it works:
Virtually Meet With One of Our Lean-Trained Rugged Data Coaches
The first part is to meet via video call with one of our Rugged Data coaches; in this meeting, you run through the process you want to change as it is currently, explaining how it works and any particular intricacies/nuances. Then, after that meeting, we’ll go away and get to work.
App is Developed (Plus Feedback Opportunities)
Throughout the month, we’ll develop the app and check in on several occasions to see if our vision for the app aligns with what you had in mind, and whether there are any areas you want to see changed or tweaked in any way. Towards the end of the month, we’ll advise that one of your more tech-literate team members uses the app out in the field – an “early adopter”, of sorts.
Company-Wide App Rollout (and Training if Needed)
After the early adopter has used the app and offered any feedback (which we will then action), your app is ready to be rolled out across the board. Because we ensure our apps are designed with practicality, efficiency and common sense in mind, we find that clients rarely need additional training. However, some clients find it useful for admins and supervisors to have a training session virtually, just to give that extra bit of confidence when rolling out the app.
And it’s All Done in 28 Days… Seriously!
The best part? We’re so confident we’ll get your app up and running within four weeks, that if we don’t? Well, we’ll refund your setup fee and build your form entirely for free. You heard us right – for free.
A Recap on Successfully Introducing New Software
Change can be scary, but it doesn’t need to be, provided that you:
- take the time to clearly outline why the change is being introduced (as well as how);
- confirm you have the resources necessary to make the change work, and;
- reassure your employees that their concerns will be heard, and that they’ll be adequately trained with the new software.
If you follow these steps, then any changes you introduce are likely to go much more smoothly. And remember, if you want faster reporting processes in just 28 days, then you know who to get in touch with – spoilers: it’s us! Contact us here.
