Implementation and User Adoption

To ensure the best possible implementation and user experience of the IT tools, digitalworkspace365 offers consulting and support throughout the entire process.

How can digitalworkspace365 help tailor new IT tools to your company’s specific needs?

After your new IT tool has been implemented, you may face the problem that the changes have not been well received by the employees.
What do you do then?

Our experience shows that the success rate of implementing new IT tools depends more on the users’ adoption of the tool than on the tool’s capabilities and limitations in itself.

The tool is less important than the users’ experience. If the tool is not adequately presented and explained to the employees, it can affect their willingness to use it and even their work morale.

At digitalworkspace365, we want our customers to adopt the tool as effectively as possible and make it a natural part of their everyday work. We are passionate about creating value for our customers, and we do this through advising on user adoption of the tool, involving users, for example, in the design of an intranet, and enabling users to have control over the tools, such as being able to change, edit, and update data fields themselves.

Below, we have described what we offer to help users succeed.

Implementation as a process

Here, we have answered the most frequently asked questions that arise during different parts of the implementation process regarding user experience.

Implementation

How do I get started?

When the new tool has been put into operation, it is incredibly important to increase focus on the users’ involvement in and knowledge of the tool. Therefore, we offer the following:

  • digitalworkspace365 always offers Hyper Care, which is the first phase after the tool’s implementation. This support agreement involves a consultant who is available for a given period of time to monitor errors and possible adjustments.
  • We are happy to assist in planning a communication plan after the tool’s launch. We have extensive experience in conveying the tool, so that everyone can understand, be informed, and feel prepared to use the new tool. Selected users are informed about relevant dates for when the tool (and overall features of the software) will be implemented and are then responsible for disseminating this information to other employees. Our experience shows that implementing new software can be a significant change, and therefore, it creates great value to have a prepared communication plan so that the company is ready to help and support employees in the implementation process.

How does it work?

Training end users is important at the beginning, and it is also valuable to exchange experiences among colleagues after the tool has been put into operation. Therefore, we suggest the following three initiatives:

  • End user training, where end-users are trained at a general level, covering basic functions. Users are guided through the tool “click-by-click” to ensure familiarity and understanding, so they have a good starting point for using it.
  • “Walk the floor” encompasses the learning period, during which employees, by working with the tool in practice and experimenting with it, become more familiar with it and gain confidence. It is therefore crucial to talk to both colleagues and leaders to share experiences, tips, and tricks.
  • Administrator training, which is an offer provided by digitalworkspace365 after the implementation of the tool, involves educating a group of selected users on how the tool’s functions are configured. This enables administrators to subsequently modify and maintain the tool’s features independently, such as its appearance and wording. Additionally, access is provided to a shared guide that describes the functions, and experience sharing is conducted across companies.

Where can I find help?

  • If a support agreement is chosen, digitalworkspace365 offers assistance with issues and responds to questions via email within a given period of time, based on the level of criticality, ranging from less important to critical problems.
  • Furthermore, support can be obtained from WorkPoint in their help center, which contains numerous guides, explanations, and videos regarding various problems one may encounter.

What new opportunities are available?

  • Evergreen meetings are an option where digitalworkspace365 can create either joint meetings with multiple customers or individual meetings with each customer to provide updates on the programs. These meetings also facilitate experience sharing among users.

What do others do?

  • digitalworkspace365 facilitates experience meetings, which are managed by our own customers. During these meetings, participating companies can engage in experience sharing within their respective industries.

A few good implementation advice:

Involve the right users early in the process

Take the time to identify and involve those who are familiar with the business processes. By including them in the tool development, you will achieve better integration within the organization and better process support.

Appoint local superusers

Engage them in a superuser community and equip them for ongoing dialogue with the users. They can serve as both first-level support and contribute to the continuous development of the tool, ensuring that it continues to support the users.

Do you want us to configure your WorkPoint tools?

For the past eight years, we have been configuring WorkPoint solutions for a wide range of companies, and our consultants are certified in setting up the tools. We configure both new WorkPoint tools from scratch and further develop existing WorkPoint solutions delivered by another provider.