How To Communicate a Technology Rollout Plan

AAAAA COMSYour new technology purchase was made to streamline and standardize processes. Now, it is time to integrate it into your team’s daily activities in a way that realizes those goals.

To see success, the technology rollout must be effectively communicated to all parties involved. Use the tips below to facilitate an easy and enjoyable adoption process:

1. Explain Why the Technology is Being Implemented

Before your team can get on board with the new technology, potential software users must understand why their processes are changing. Whether it is board or grant management software, the reasons often boil down to: 

  • Streamlined processes
  • Saved money and time
  • Simplified reporting and compliance
  • Improved organization of important documents
  • Less internal silos

Communicate the importance of achieving these goals and how technology makes it all possible. It is also helpful to explain that, though the change may seem overwhelming and time-consuming to learn, the end result will make the job easier and add value across daily tasks.

2. Strategically Plan Your Communications

Communication should come early and often. Inform affected parties of how you will guide them through every step of the adoption and rollout process.

To do so, create an internal communication plan and structure when, how and from whom communications will be relayed. Messaging should be strategic and reassure employees that the change will not just be thrown on them. 

Include the following in your rollout communication plan: 

  • Who: Identify key stakeholders, users and others affected by the new software.
  • What: Document key messages, tasks, milestones and deadlines that need to be communicated.
  • When: Map communications around key milestones such as training sessions, internal due dates and grant reporting deadlines.
  • Where: Decide the best channel(s) to communicate with users.
  • Why: Always weave the reason behind the transition into all communications.

3. Address Concerns

Change does not come easy for everyone, even with the promise of added value. Some may doubt its benefits or argue that the status quo works fine. Common concerns include: 

  • Not having time
  • Fear of someone watching over them as they work
  • Not adhering to change

Address concerns head on by soliciting an honest discussion about apprehensions, insecurities and doubt. Awareness of these feelings will help you better formulate a way to soothe concerns.

Technology will only bring expected value if your team is on board. Mitigate fear, manage concerns and promote adoption of your new technology purchase.

Image Source: Sebastien Wiertz via Flickr