Using new software can be incredibly difficult, whether you are a small business with a few employees, or an incredibly large scale organization. When you are a large business, it is far more challenging to use, and get your old employees to adopt your new software. However, Digital Asset Management Software can act as a large driver of return on investment (ROI), meaning that businesses should try to adopt DAM software in their day to day operations.
Typically, employees aren’t the biggest fans of change. However, when ROI, efficiency and compliance are at stake, you should have a plan to get them on board. Simply put: the ROI of new software increases as your employees use it more, meaning user adoption is important in the success of your rollout.
Having an adoption plan is essential to ensure you are getting the best value from your DAM software. There is not much use in having amazing benefits with DAM software if they are not used by your employees.
There are four stages to a software adoption plan, five if you count Stage 0.
Stage 0: Pick the Right DAM Software for Your Business.
Picking the right DAM software for your business is the first step in ensuring a smooth adoption and transition. If the DAM software is hard to use, how can you expect your less tech-savvy employees to succeed with the new technology?
Picking a the right DAM software will:
- Make it easier to introduce to your employees, particularly the less technologically-savvy ones
- Reduce time (and hence, costs) onboarding and supporting your new users
- Increase ROI, and faster
- Make the transitions across your plan easier
IntelligenceBank is a great DAM software because it is user friendly, has great features, and is perfect for any business model.
There are numerous features to talk about, including:
- Easy to use Digital Asset Management platform, where you can upload, store and manage all assets from a secure location
- Ensure sensitive information is protected through permission-based access
- Lightning fast search to save you time
- Live link sharing to external users
- Control your content lifecycle, with approvals and feedback made easier than ever
Choosing the right DAM software is definitely the first step to ensuring the following stages flow smoothly.
Stage 1: Gaining Organizational Buy-in
This first stage is possibly the most important, but also most challenging depending on the size of your organization. When you are pitching the new DAM software idea, there will always be a perception that change equals more work, and hence the status quo should be maintained. It is important to remember and change the perception that this is not always true.
Gaining some momentum and support from different stakeholders across your organization will make software adoption a smoother process. DAM relies on collaboration between teams, so ensuring that your team is on board makes for a more effective adoption.
Here is a strategy to help you gain support:
In this stage you are determining who is likely to give you support, or who is likely to hinder your efforts. Seeing who will advocate for your project is a great way to prevent roadblocks in the future. There is a matrix that lines up the power and influence of stakeholders, compared to their interest in the project.
With a high power, high interest player, you should engage closely with them, meanwhile a low power, low interest player should be considered your least important, and you should engage with them the least. The people who have the highest interest and highest influence are the people you should focus on, including senior leaders and team managers who would benefit from a DAM software.
Stage 2: Communication Strategy
You need a communication strategy to help stray away from the typical office gossip and chat amongst employees. Communicating early and openly will ensure you control the narrative surrounding the DAM implementation. If you are a part of a large organization, you may also seek help from the internal communications team for support.
Think about your message by breaking it down into its key components:
- Who needs to know?
- What do they need to know?
- When do they need to know it?
- How will you tell them?
Remember: communication is more than telling information, people should be able to give feedback and get involved in your project. They may have some great ideas for improvement.
Stage 3: Efficient Onboarding
Here are some ways you can ensure the onboarding process runs as smoothly as possible.
- Deliver training: Users often need training to get familiar with your new software. Planning on how you are going to train your employees will depend on the size of your organization, and how you plan to put the software to use. There are several methods of training, including in person sessions, how to videos and troubleshooting.
- Support slow adopters: New technology can often get forgotten about with businesses, particularly if it is a busy period. If people wait too long to use the new technology, what they’ve learned can be easily forgotten and it becomes harder to use. People should use the system as soon as possible for ROI purposes, so make sure they are using it confidently. User analytics are a good way to check if your employees are using the software, and for how long, so you can support slow adopters.
- Gamify the adoption process: Give users some extra fun or incentives to use your software. This can include a leaderboard of top individual users, monthly prizes and competitions or challenges.
Stage 4: Ongoing Support and Improvement
Software usage does not stay the same forever. If you have new team members joining, or new software features coming out, you will need to stay on top of making sure your staff knows what to do.
You can help the process through having induction programs, sharing news or success stories your business has experienced.
Just remember, the most important step when adopting a DAM is to pick the right one. IntelligenceBank is a great software which offers many benefits that your employees will actually use. Using a great DAM ensures that your employees embrace the system quickly which results in better ROI.
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