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We all know that most software, implemented well, improves our day-to-day activities. It can remove the headache of clunky spreadsheets and back-and-forth emails. It can provide robust data at the touch of a button to help drive better decision-making and improve processes. It can collate compliance documents and automate checks, giving peace of mind to managers that their workplace is safer and more compliant. Given the benefits of software implementation, many businesses are constantly adding new systems to their tech stack. However, if not communicated and executed well, employers adding technology to their business processes may be met with employees’ resistance to change.
Thanks to the assistance of our implementation specialist, Tim Cameron , we delve into how key company stakeholders may be impacted by technological changes, questions to consider when finding the right visitor and contractor management software, any resistances or doubts your employees may have implementing new software or processes, and how to overcome these resistances.
Visitor and Contractor management software may alter roles, responsibilities, and expectations of employees such as receptionists, facilities managers, operations managers, and compliance departments. It may also impact employees as it can change the way they communicate and interact with visitors and contractors. They may also deal with additional expectations being placed on them by their employers, including the assumption that they will be able to easily adapt to and utilize this new software. Such software implementations could also alter or call for a change in workplace visitor and contractor policies and guidelines.
Various key company stakeholders may be impacted by this implementation, whether they are using the software, just becoming aware of it, or even being a key decision maker, namely:
Before thinking about how exactly you plan to implement this new workplace software or how to get your key company stakeholders on the same page as you – it is important you ask yourself these questions to ensure the software you choose is most suitable for your unique workplace requirements:
Before deciding to implement these new processes and software into your workplace, it is important to recognize and try to find out any resistances or doubts your company stakeholders may have. This can include:
Now that these resistances have been successfully recognized and extensively analyzed, there are various ways to deal with these oppositions and reassure your company stakeholders this is a worthwhile decision.
It is important to communicate what the software means for their day-to-day working lives, reassuring them of the benefits of the implementation, and evoking positivity in support of the change.
It is important to take the implementation process seriously and sincerely by ensuring you read and understand various information/documentation/FAQs that may be provided to you. It is also a good idea to attend in-depth training sessions run by the visitor and contractor management company so you can extensively understand the product and truly recognize the bespoke benefits for your workplace.
It may also be useful to utilize the software’s website by sharing links or guides around privacy/security policies to help put your team’s minds at ease and educate them on how the software works. It is also encouraged to properly communicate what the new software is and how it will affect/improve the daily operations of individuals in the business.
Of course, once your company stakeholders are on board, you have addressed any doubts or concerns they have and extensively conveyed to them why you have made this decision – it is worth considering how to successfully implement this new software into your workplace. This should be in a manner that is suitable to your unique business requirements and how your business specifically wants to benefit from and use the software:
Someone keen to learn the product and excited about improving processes and sharing their knowledge with others is the perfect fit to champion new solution. When you have enthusiastic people onboard, quite often, they are the ones that end up teaching everyone. When software is procured by one team and hand-balled to another without enthusiasm or proper consultation, this may result in the most friction in the implementation process.
Be upfront and informative about change and how it will affect stakeholders.
Onboarding emails sent out to your team members who will also be using the software should contain content around what the software is, why it was introduced, what their key responsibilities will be, links to helpful how-to information, links to the software’s privacy policy so they can understand how the data will be handled, along with a call out suggesting they take the opportunity to voice any questions and concerns.
Engage with those who will be the "Boots on the Ground" or "Power Users" of the software. If they are a part of the discovery process, chances are they will feel more empowered to make the project successful.
Engage the training and support that is available to the team at the time of implementation. Identify people inside the business that get excited about technology and invite them to a session with a Subject Matter Expert (Implementation Specialist). These people will become your internal product champions in a Train the Trainer approach.
Digitizing your workplace comes with various challenges and resistances (to say the least). Many employees may be on a different wavelength in terms of the whys and hows of being part of an increasingly digital world. But, as you begin to overcome any of these resistances and manage to get your key company stakeholders on the same page as you, the true underlying benefits of digitizing your visitor and contractor management systems can be duly recognized:
The Honeywell Forge Visitor and Contractor Management team is here to support you throughout this evolving journey. Get in contact with one of our friendly sales team members today to find out how we can help digitize your workplace.
