As your Professional Services Organization grows and evolves, the software and tools you use to be successful will inevitably change over time as well.
Eventually the time will come when your simple time and expense or basic project management software will no longer be sufficient for running your business effectively, and you will need to consider implementing a more robust and comprehensive project management tool such as a Professional Services Automation (PSA) solution.
However, changing the tools your employees have come to know and be comfortable with can often be challenging. It usually helps if you can encourage your team to be excited about the new software by showing them how valuable it will be in helping them do their job more efficiently.
Here are 6 strategies to consider when introducing new project management software to your team in order to gain their support and make the transition as frictionless as possible:
#1. Talk about it early and get your team’s buy-in
It’s important to remember that you never want to blindside your team with new project management software. Make sure they know new software will be coming as early as possible (even before you determine which software to purchase). It can also help to get team members’ feedback on features they’d like to see in the software. These conversations can help warm them up to the idea of a new software solution while getting them excited about the new functionality they’ll be able to take advantage of.
Be wary, however, about asking your team which software they’d like you to implement. By doing so, you’re likely to receive a wide range of responses making it nearly impossible in the end for you to select one that will please everyone. Instead, ask your team members ahead of time which features they’d most like to see. You can also offer them a list of potential features to rank in order of importance. Let them know you’ll use that feedback to find the right project management software for the team as a whole.
#2. Make sure the software you select is a true replacement for existing tools that are important to your team
Make sure your new software is an ample replacement for whatever tools your team currently uses to manage similar tasks. If a team member doesn’t feel that the software fulfills his or her needs, they’re more likely to continue relying on their old project management methods instead of making the switch.
You may be trying to replace 2 or more tools with 1 new and more comprehensive tool, but be sure to double check that the new tool will have all of the functionality that is crucial to your team’s success and that you aren’t taking away any important capabilities from them. Adding new functionality and creating easier ways of doing things is a plus, but be careful that you’re not eliminating capabilities by sunsetting software that is imperative to the team’s performance while offering no suitable replacement.
#3. Have the basics set up before you introduce the software to your team
The setup process for a new project management tool can be time consuming. Having basics in place, such as team member logins, project information, client information, etc., before introducing the software to the team can help things go more smoothly. It will make the migration process to the new software seem less daunting and will also provide real-world examples for your demo/training instead of hypothetical ones.
Remember that the less tedious setup your team has to do before they dive in and start using the software, the more likely they are to quickly adopt it and begin using it to its full potential.
#4. Make sure everyone receives appropriate training in advance of migrating completely to the new software
Each member of your team likely has different levels of comfort with technology and differing abilities for learning new software. Tailor training experiences based on the comfort level of your employees. Some may prefer to attend a web-based training with a support rep or a detailed in-house training session. Others may prefer to watch a couple of online tutorials then explore the software themselves. Whatever the method, what’s most important is ensuring each employee gets some form of real training. This helps to create positive first interactions, enables them to more effectively use the tools, and helps them to hit the ground running when it’s time to migrate to the new software.
It may also be beneficial to select 2 or 3 people from your team who are eager to learn new software, and generally adopt to new technology easily, to become in-house experts on your new project management software. These individuals can help the implementation process by answering questions that your other team members may not otherwise have reached out to support to ask, and can assist you in training the rest of the team.
#5. Allow a sunset period with the existing tool and give enough time for your team to switch over to the new software comfortably
It’s important to fully detach from the previous tool(s), but not immediately and not without warning. It can take time to fully move all of the information over and to migrate to the new system. It can also take time for your team to adjust.
However, as much as it’s important to allow time for adjustment, it’s equally important to have a hard stop date. With advanced warning, your employees can adjust and transfer information without feeling rushed. They are also less likely to hang around in the old system for their own convenience.
Set this stop date while in advance and make sure everyone on the team knows that they should ask the necessary questions and request additional training if they need to, in order to ensure they are comfortable with the new software by this deadline.