The Acceptance of New Software Implementation

Recently, we brought you on a bit of an unmotivating journey through the stages of resistance to workplace change. Getting everyone on board when introducing new software, technology, or workflow is challenging due to the natural human conditioning to stick to what we know. If it ain’t broken… and all that.

And yet, things do need to change every once in a while to ensure we’re developing in a positive direction and improving the conditions we work in. So, it falls at the hands of different managerial representatives to figure out not only what change is needed but also how to make it stick.

Let’s go over some of the fundamentals when going through a transition in the workplace.

Introducing the change

The five stages of resistance to change — Denial, Anger, Bargaining, Depression, and Acceptance — will require a different attitude on your part.

At first, when the new software, for example, is introduced, you’ll need to communicate clearly and provide abundant information and resources. You’ll have to elaborate on the reasons for the change and focus on its benefits. It’s always best to be positive and reassuring and avoid using limiting words such as “should,” “must,” or “can’t.”

In the case of Connecter, we’ve prepared detailed guides, video tutorials, and blog posts that can help any new users understand how to work with the interface and use the different features.

Furthermore, when starting your Connecter Suite subscription, we offer video calls in which our reps can answer your team’s questions to make the transition as smooth as possible. All these resources and the onboarding from our support team are designed to make the adoption easier.

Showing your colleagues the vast collection of resources available will make them feel more confident that they’ll acquire the skills necessary to work with the new software.

Handling the backlash

When things become clear, and the realization that the change is happening settles in, anger and frustration may build up. That is a dangerous stage, and statistics show that about 70% of innovations in the workplace fail, so you’ll need to handle the situation with care.

At this time, it’s best to show your team how you’re prepared to assist them and the plan and timeframes they’re expected to follow. Experts recommend that you discuss with them how much time and training they think would be feasible for them to feel comfortable with the new software and abide by their estimations. That will give you a realistic idea of how long the process will take and mitigate the Bargaining stage.

You’ll need to follow their progress closely, note who is struggling more, and assist them without making them feel inadequate. Be prepared for some emotional outbursts, which should not be punished. Instead, you should focus on understanding the reason behind them and eliminate the cause of the resistance.

Remember that, like any other thing in life, accepting a change takes time, and it’s especially important in that phase to allow your teammates to move at their own pace. For example, DAM solutions like Connecter can’t be implemented for a week or two. That’s why we give two months of free trial, so teams new to the solution can freely navigate the change process, and if necessary, we can extend this period.

Optimizing the process

As we’ve mentioned, we’ve seen that it’s best to have a small test team try the new software first, see how they respond to it, and carefully observe what they find challenging. That way, later on, during the company-wide adoption, you’ll know what issues to expect. Also, once you have several people trained to use the software, they can help the rest and avoid everyone having to figure out the confusion for themselves.

When your team reaches the Depression stage, things might seem bad, but they would be, well, on the right track. To boost morale and motivation, it’s advised to celebrate the achievements, recognize how far your teammates have come, and encourage them to push forward.

The Acceptance phase that follows is full of only positives. You’ll notice a shift in attitudes and behaviors as your team embraces the new software or workflow. However, it’s crucial to continue supporting and encouraging to ensure the transition is fully successful.

Additionally, continue offering ongoing training and support to address any lingering concerns or challenges. That could include additional workshops, refresher courses, or access to help resources such as online forums or dedicated support channels.

It would help if you also gathered feedback from your team members regularly. Encourage open communication and listen to their suggestions and concerns. Involving them in the process makes them feel valued and ensures that the implemented changes align with their needs and preferences.

In Connecter, we’re open to and appreciate user feedback. You can always reach us directly by email or in the Connecter Insiders Facebook group, where fellow users can always answer your questions.

Wrap up

Implementing new software or workflows in the workplace can be a daunting task. Still, with careful planning and effective communication, it’s possible to navigate through the stages of resistance and achieve successful acceptance. Managers can guide their teams toward embracing innovation by understanding the psychology behind change and addressing concerns with empathy and support.

Ultimately, accepting new software implementation is not just about adopting a new tool — it’s about fostering a culture of adaptability and continuous improvement within the organization, so it’s worth the challenging path that leads to it.

It’s always best to be able to rely on someone from the software provider company when going through the onboarding process, so we make sure to be available to all new users and provide continuous support even after the team has accepted the change.

If you’re looking for a way to take control of your digital assets, our DAM might be a good fit for your needs. Contact our support team to find out more about its organizational and collaboration features.

Disclaimer: Some of the images in the article are generated by DALL-E.