A document management system reduces costs, automates tedious manual processes and makes work life easier. Guess what? Your staff won’t automatically be jazzed about the benefits of a paperless office. User adoption becomes a challenge because many employees would rather do things the way they’ve always done them than venture into the unknown.
What is user adoption?
A guide to fast, effective technology onboarding
How do you get employees to actually look forward to the changes a technology initiative will bring? Strong leadership, champions who build enthusiasm, targeted communication and hands-on training are best practices guaranteed to engage users.
1. Develop a leadership team
Get buy-in from your organization’s executive team. These execs have the power to push the paperless agenda. When top-level management communicates the objectives, it’s more likely that everyone will pay attention and develop an understanding of big-picture goals. Prepare these leaders with the information they need to take a deep dive into the business benefits that a document management system will achieve.
2. Identify project champions
3. Communicate the plan
4. Get users involved in workflow design
5. Use the testing phase to train IT
6. Make training relevant to everyday tasks
Training time can vary from a few hours for the end-users assigned to a small number of workflows to one or two days 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 that employees could quickly adapt to retrieving records electronically rather than printing documents.
Don’t forget to create ongoing technical documentation. The paperless office is an evolving ecosystem, not something you set up and never think about again. Include discovery findings and design choices as well as system configuration settings. Your documentation should also identify who the system administrators and power users are so that everyone knows who to contact when questions arise.
7. Use quick wins to generate momentum
Learn more about document management.