6 steps to successfully Implement a New Application into a Work Team

There are lots of tools out there that can help you work better as a business, a team, or even by yourself. Project management tools, time management tools, productivity apps, and lots more applications have a great deal of potential for your team.

Many team leaders are put off when it comes to implementing a new tool in their workflow because it can be challenging. Getting everyone on board, teaching them how to use it, and getting used to working in a new way can take some time. But you’ve got to remind yourself of all the time you could save by implementing a new application into your team.

If you’re wondering how to get over that initial hurdle of implementing a new application, then we’ve got a series of tips for you.


1.  Research the right tool for your team

Before introducing a new tool to your team, you want to make sure that it’s the right one, so it’s time to do some research. You can’t always ensure that a tool will be the right fit for your team, but the better informed you are, the more likely it is to be a success.

Make sure you compare the prices of different applications to evaluate which could bring you the best return on investment. Check what features and functionalities each tool has and compare these to what your team needs. You should also consider whether the new tool integrates with the other tools that are essential to your team’s processes.

2.  Explain why you’re making the change

There was, hopefully, a good reason for you to go out and look for a new tool for your team. Maybe you identified certain weaknesses in your workflow that you thought a new application could address. Now you’ve done your research and have found a good tool to improve on those weaknesses, you need to convince your team of that.

Your team is much more likely to jump on board if they know how that new tool will benefit them, so build up a solid case for implementing it. You might also need to gain buy-in from your manager if you’re not already at the top of the chain. Implementing a new tool for the sake of it or just because lots of other businesses are using it is less likely to be successful.

3.  Provide the necessary training for your team

The more training and guidance you provide for your team before and during the switch, the easier it will be for them to adopt the new tool in their workflow. There are a few different options for doing this. You could…

  • Train the team yourself, either one-on-one or as a group.
  • Train one or two team members on using the software and have them deliver the training to the rest of the team.
  • Check what training and support options the application has available to help your team become accustomed to the new tool.
  • Employ a professional mentor or coach who is experienced with that software to deliver the training to you and your team.

When researching the software before introducing it to your team, the amount of support available might be one of your priorities. For example, does it have a 24-hour helpline that your team could call at any time if a problem arises?

4.  Choose the right time to switch

When you first switch your workflow to a new tool or application, you can expect productivity to drop a little while everyone gets used to using that tool and takes time out for any training required. So, you need to time the switch right. Implementing a new tool in the run-up to a big deadline probably isn’t the best idea.

Choose a time where you have a little more flexibility and free time to get used to the new tool. But don’t delay it indefinitely – there may never be a “perfect” time.

5.  Switch your processes over gradually

Although your productivity will take a bit of a hit during the transition, you can minimize this by making the switch gradually rather than all at once. Move over a couple of tasks, projects, or clients at a time to the new system while you get used to it, for example. If your team has various subdivisions, you could start by making the switch with one of these units before switching the whole team over.

A more gradual switch will be much less daunting for your team. If there are any teething problems with the new software, then this will also mean that your team and its productivity won’t be too seriously impacted.

6.  Collect feedback from your team

At every stage of the transition, it is important to talk to your team and get their feedback on the new software. What do they think of it? How do they think it will help them? What are the biggest challenges of switching and how can they be helped? Do they have any ideas on the best ways to utilize the new tool?

Any feedback you can collect from your team could be invaluable in ensuring a smooth and successful transition when implementing a new application.

After the initial challenges of starting to use new project management software, it should be plain sailing for you and your team, leaving you more productive, organized, and motivated in the long-run.

If you’re looking for a good project management tool for your team, then why not give LogicalPlan a try?



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