How to manage and implement technology change within your business

Implementing new technology in the workplace nearly always seems like a daunting task, but without upgrading technology it is difficult to increase employee engagement and productivity. When you look at the predicted business trends for 2023, such as hybrid working becoming the norm, the growth of digital collaboration, and text and chat transforming customer service, there is a high likelihood that most businesses will need to upgrade their technology in some way to keep up with these trends. 

3 signs that it may be time to implement new technology in the workplace: 

If you are beginning to experience the following then it is likely time to consider implementing new technology within your business:

1. You have an existing system that does not integrate with or work well alongside your other systems. In an ideal world, each of your systems should work seamlessly alongside each other. For example, the latest communications solutions allow you to manage calls, texts, WhatsApp messages, Social Media Messages, and Video conferencing all from a single platform.

2. The only reason a system hasn't been upgraded is due to resistance to change and fear of disruption. Whilst it is possible that in the short term there may be some disruption as a result of upgrading systems or introducing new technology, this should not put you off. The long term benefits new technology can provide can not only help future proof your business but also boost productivity and efficiency and improve the customer experience.

3. Your existing system works well enough but the frequency with which issues arise is becoming more frequent. Like most things, technology has a shelf life and eventually becomes outdated. Don't wait for a system to stop working before you look to change it as this could cause major disruption. Technology within your business should be aiding employees to carry out their roles efficiently. If a piece of technology is regularly being complained about the chances are your business is losing more money through inefficiency than it could potentially cost to purchase a new system. You never know, a new system could even save your business money, as is often the case when businesses move from legacy phone systems to IP Telephony.

5 tips for guiding employees through technology changes:

Change isn’t easy and implementing new technology can be particularly difficult, especially if it impacts something like a phone system that employees use on a day-to-day basis. Here are some of our top tips to ensure that the introduction of new technology to your workforce goes as smoothly as it can:

1. Understand how different users use the current system

It is important to understand how employees use the current system you have in place. Everyone is likely to use technology slightly differently but having a grasp of how each department use different functionality within your current system will help ensure that the new system doesn’t lose features that employees are finding helpful.
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2. Consult and listen to employees

Ask your employees what they would change about the system you are looking to upgrade. By asking employees what they would like to see in a new system you are empowering them and reducing the likelihood of resistance from the workforce. People are often more receptive to change if they believe it will directly benefit them, so there is a great opportunity to make employees feel validated and listened to by implementing one of the fixes they have asked for.
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3. Keep employees informed and involved

Ensure that employees understand the reasoning behind the change in technology and the benefits that the new system will offer. Help them to understand why the current solution needs to be upgraded and why it needs to be done now. Try and find ways to involve your workforce in the implementation of the new system and provide regular updates on timescales. Giving people time to prepare for a new system to be rolled out is always appreciated- nobody appreciates change being sprung on them last minute.
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4. Provide training 

Having to work with a new system can be daunting. Providing employees with knowledge about how a new system works, the functionality it offers, and how to navigate the user interface is crucial to minimise disruption to productivity and prevent frustration amongst your workforce. Group training is a great way to introduce a team to a new system efficiently. Have someone on hand that is confident in using the system, especially for the first few days. This ensures that any questions employees have or problems they come across are resolved quickly and prevents frustration building. Documentation for the new system can also be a handy resource for employees to refer to if they are unsure about anything.
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5. Check in with those using the new system regularly 

With all the research in the world you will not necessarily get a new system set up perfectly straight away. Check in with employees regularly to see that the system is working as you hoped, and that there isn’t any additional functionality that would improve the system further.
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Implementing a change in technology for your business can seem daunting, however the benefits that new technology can bring can be significant. Hopefully our tips outlined in this blog have given you some ideas on how to keep the members of your team onboard with technology changes and ensure a successful transition from old system to new.