7 Ways to Maximize User Adoption of Your Document Management System
A document management system reduces costs, automates tedious manual processes, and makes business life easier. Your employees won't automatically be impressed by the benefits of a paperless office. User adoption becomes a challenge because many employees would rather do things the way they have always done rather than venture into the unknown.
What is user credentials?
User adoption is the process of motivating software users to accept and become comfortable with new technology or anything new! Its success begins with identifying sources of resistance to change and creating strategies to break through them.
Company executives and department managers need to find ways to encourage users to try something new and get them excited about the transition by showing the value it brings to them, their department, and the company as a whole. Finally, the leadership team must implement effective training to facilitate the transformation process and ensure that the software solution truly increases productivity and employee satisfaction.
A guide to quick and effective technology setup
A guide to quick and effective technology setup
7 Ways to Maximize User Adoption of Your Document Management System
1. Develop the leadership team
Get buy-in from your organization's executive team. These executives have the power to push the paperless agenda. When upper management communicates goals, everyone is more likely to pay attention and develop an understanding of the big picture goals. Prepare these leaders with the information they need to delve into the business benefits a document management system will bring.
2. Identify project champions
Look for a technology-savvy project leader in each department who will champion the initiative and share the group's enthusiasm. This person communicates his management needs to the project team and addresses user concerns.
Use their input to ensure you take into account feedback from end users who often understand more about the day-to-day work than their managers do. If you involve them in the process frequently, they start asking, “How soon can we install it?” They see the vision and want to see its results. For optimal user adoption, ensure project leads are available during the go-live phase to help users quickly resolve any issues. You want the user's first experience with the solution to be very positive.
3. Communicate the plan
Creating awareness is the key to effective change management. Share the project team's vision for the paperless office at every opportunity. Even those who are hesitant or resistant to moving away from familiar paper-based processes will show up.
A focus on training and talent development reassures employees that the goal is not to reduce headcount but to engage them in more meaningful work by giving them valuable time to return. Think about how your organization can redefine roles and responsibilities so that end users are motivated to embrace change.
4. Involve users in workflow design
A robust digital workflow software will include a process mapping tool that allows your team to visualize processes during the design phase. It is a useful mechanism that builds understanding, consensus, and process improvements.
It is important to ensure that the paperless solution meets the leadership team's goals. However, don't underestimate the importance of getting input from the end users who will be involved in each workflow. Employees become more open to using new technology if they are consulted about the design of new processes.
5. Use the testing phase to train IT
Depending on the system design, deploying an office automation solution may begin with creating a test system. Test early and often. Testing is often hidden, but it is a great way to avoid surprises that could cause business disruptions later. Resolve outstanding issues and demonstrate progress in regular review meetings.
This is also a good time to start training IT administrators and power users. To simulate how the process will work when you start the solution, run one of the processes with sample documents or files and use this as a training exercise. Once these new experts fully understand the solution, they become an internal resource for other users. They can also participate in training the rest of the staff.
6. Make training relevant to daily tasks
Training time can vary from a few hours for end users assigned to a small number of workflows to a day or two for system administrators and power users. Give end users plenty of opportunities to practice what they've learned. For example, Criterion Tool & Die installed DocuWare workstations on its shop and office floors so employees can quickly adapt to retrieve records electronically instead of printing documents.
7. Use quick wins to generate momentum
Share information on high-impact process improvements to build momentum and enthusiasm. Accounts payable, sales orders, customer service, and human resources are usually good places to start. This is another opportunity for high-level leadership to show their support and share how successful the project has been. Then make plans to celebrate each success.
A document management system brings many competitive advantages of office automation to your company. The employees who will use the solution should be an integral part of the digitization effort every step along the way. With DocuWare, your business can experience the benefits of the latest technologies developed with the aim of delivering a great user experience as well.
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