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How to Roll Out a New Project Management Tool

June 22, 2020 in Guides

They say change is scary – and sometimes that’s true. Getting your team to adopt a new project management tool in the workplace means facing that fear and working with your employees to adapt as quickly and effectively as possible.

In the workplace, it can seem like there is never an ideal time to introduce a new project management platform to the team. Implement it in the middle of a project and you risk interfering with deadlines as your team learns the ins and outs. Experiment with it between projects and you don’t get to see it in action.

Here’s how to make the process easier for your team:

Focus on where the tool will get you

Your team will be more inclined to get on board with a new project management platform if they can visualize concrete ways in which it might help them succeed.

Implementing a tool like this just because you want to embrace new advances or because you read in Forbes that some company you admire had success with it isn’t really a meaningful choice that will resonate with your team.

When onboarding your team, explain the thought behind your program choice and how you expect it to make their lives easier. Remember, your new project management platform will impact your team in different ways, so be sure to highlight that.

Whether it’s helping your copywriters divide their time between tasks or making it easier for your accounting department to track invoices, each department or member of your project should feel pumped about how the platform will help them get where they need to be.

Decide who is the best person to lead the change

You may be the project manager, but don’t think that means you’re on the hook for teaching new hires how to learn about the new digital tool. In fact, you might not even be the best person when it comes down to it.

Is there someone on your team who has natural coaching or teaching abilities? Or someone who you think will be impacted the most by a new platform like this? Try giving them some time to experiment with the tool, see how it might affect the team’s work on a daily basis and let them lead the process. Not only does this allow them to build skills in a new area, but it indicates to them that you trust their judgement.

Your team might be more receptive when being taught by someone who is “in the trenches” with them, allowing them to understand – in a less high-level way – exactly how the technology will improve the project workflow.

Have a plan for the roll-out

Before you hand over the teaching reins to someone else on your team, have a plan in place. This should include key dates, including when you plan to have the program fully in place and when you plan to schedule training for.

Depending on the size of your team, you might want to plan for a training workshop that involves everyone, or train certain departments one at a time.

Ensure you also manage expectations. Deadlines are one thing, but the complex truth is that not every team member will adapt at the same right. Some people just adopt new technology faster than others, while some might feel sceptical or have a harder time learning. Make sure your timelines are realistic and be open to changing your strategy if there are people who struggle or if progress is not happening the way you planned.

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The key points for adopting any new technical platform are in the motivation and the process. Getting your team to understand the specifics behind how a new tool will make their tasks easier will make them more receptive. From there, a methodical yet flexible approach to coaching and onboarding will make the process smoother.

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TaskBranch is a cloud-based project management suite that makes it easy for digital teams to manage multi-phase projects in one place.