Hooray! Your new CRM system is completely set up and ready to use. But … now it’s time to get your team involved. So if you want easy, no-stress implementation, let’s go over the 11 best ways to onboard your team to a new CRM or other software.
Look, I get it. It’s so easy to get excited about new software for your business without considering how it will impact your team. But, whether you’re considering a new:
- Project management system
- Invoicing and billing platform
- or something else
… it’s important to onboard your team members (even if that’s just a single remote employee) to this new software in a strategic way. Because if you want to achieve the epic productivity your shiny new tool promises, your team needs to be ready to use the system with ease and without confusion or resistance.
So, let’s look at some tips on how to successfully implement a new CRM or other software into your remote teams.
But before we dive in, there’s one founding concept you need to be very clear about …
Know why you are choosing to get this new software for your company. Have a goal and clearly understand how this is going to help your team and improve the company overall. Switching systems for switching’s sake will only create stress, confusion, and an unpleasant experience.
Got that part down? Great, then read on to get 11 clear steps to get your entire team using your new system correctly and efficiently from day one.
Tips For Successful Implementation Of Your New CRM Software
1. Choose your software wisely.
Look for something that’s going to benefit your business and be a good fit. Take the time to research, check out demos, and do whatever it takes to make a smart choice about new software for your company.
Ultimately, you want to choose a new system that is intuitive and efficient. Your new software should be user-friendly so it’s easy for everybody to dive in and get started.
2. Manage the transition like a project.
Start by prioritizing tasks and setting deadlines to give yourself an end date for completion. Determine how long the instruction phase will last and when you will move to the implementation phase. While you’re at it, create a project plan and assign tasks to different team members.
When all team members know exactly what they need to do and by when you’ll enjoy a higher adoption rate and a smoother transition.
3. Offer sufficient software training.
Not everyone is naturally tech-savvy. So, ensure you offer plenty of resources your team can use to learn the new platform.
Take advantage of everything the software company supplies to aid in proper training. There are usually plenty of free videos, webinars, and tutorials available to walk new users through the software’s features. If they offer a free online training session, sign your group up!
The level of training provided will depend on the tool you select. But make sure to utilize whatever is available.
4. Create test scenarios with your new software.
Make sure your team can handle virtually anything they may need to use the new software for. For instance:
- What if your new CRM sends an email with a new client and account?
- How do you set up a new lead in the system that needs follow up ASAP?
- What types of projects will need to be created in the system when you get a new client?
Do a little brainstorming during team meetings to come up with scenarios your new tool will be used for so everyone can be prepared.
5. Develop supporting content.
Create FAQs, training guides about how to use new software, and video tutorials for more complex processes so your team has written and visual tools at hand.
This will help:
- your existing team members get a grip during the rollout
- reduce roadblocks over time
- and train new team members in the future
6. Move important content to the new software.
Make critical information easily accessible without having to search multiple places. Scan documents, log calls, and move notes to the new platform for easy access for everyone.
This will also help reluctant users move to the new system when the core information they need is stored there. Over time, they will become more comfortable with it.
7. Take complaints seriously.
When employees don’t like new software or are unsure about using new tools, don’t just brush off their new software anxiety.
Instead, take complaints as a sign that your new software may need some tweaking before it is fully functional and useful in your office. Or that your training efforts still need work.
For the best rollout experience, it’s crucial that your team members feel heard and helped, rather than rushed and pressured.
Remember – poor communication is the root of most issues. So keep two-way communication open and be accessible to your entire team.
8. Don’t expect your new software to be perfect on day one.
It will have glitches, it may have bugs, and it will take time for every new task or process to get integrated into your team’s workflow.
Be patient during the training process so you don’t become discouraged by challenges with your new software.
9. Answer the question, “What’s in it for me?”
Do your best to show your team how this new tool will benefit them, not just the company.
How will it improve how they do their job?
When they understand how it will help them do their tasks better or easier, they will be much more motivated to make the switch.
10. Make it routine.
Some people may feel resistance or feel confused by new tools. That’s a natural response to change.
But there comes a point where you need to cut ties with the old routine and make it clear the new tool is where things need to happen on a daily basis.
The new routine must be established and your team needs to adopt it as a new habit in real-time before your new software can truly help your company move forward without stress.
11. Don’t expect your new software to solve every problem in your business.
The goal of new technology is to take some pressure off day-to-day tasks and routine processes.
But remember, it’s not going to fix every little issue that crops up in your business. Your new tool will only do what it’s designed to do, so keep your expectations realistic.
Best ways to onboard your team to a new CRM (or other software)
The bottom line here is to plan out your approach to onboarding a new software strategically, rather than just springing it on your team unannounced.
Instead, follow these 11 steps to successfully introduce new software to your team and ensure a simple and swift adoption.
Hopefully, new learning will occur and new processes will be created that ultimately make your company run more smoothly.
If you are considering a software switch, and need help choosing a new tool, creating a migration plan, or want help with the process, please book a consultation here. We’d love to help make your transition to new software stress-free.