Once upon a time, major changes to business IT systems would happen once every three or four years. You had time to plan and prepare your change strategy. You had weeks or even months to get employees ready for the new technology. And you were in control; it was down to you to decide when new updates would be rolled out.
But not anymore.
Today, corporate IT is continually evolving. Take the cloud-based Microsoft 365 platform. Depending on the plan you use, there were upwards of 13 significant updates in 2020 alone!
Planning for this constant change is therefore essential. Let’s learn how you can prepare.
With cloud platforms continually introducing new features and updates, keeping your users informed of what is going on is incredibly important:
Failing to inform and educate people about change means they will feel continually surprised and confused by new features when they log in. They will soon feel overwhelmed, stressed and even angry that things are changing around them, that they cannot control, and without any explanation.
So, how should you plan for change and get people ready for it?
Before exploring how to adapt to continual change in the cloud, it is first useful to know what not to do.
In the past, when the pace of change was relatively slow, IT and HR could find time to provide in-person training to employees – even if it was relatively expensive. However, relying on traditional training programs no longer makes sense today:
If you need to train employees every time there is a new feature launched in the cloud, traditional training would take an inordinate amount of time out of employees’ days. In a program like Microsoft Teams, for instance, new solutions and improvements are added every couple of weeks. It just makes no sense to take people out of their daily work and make them attend a training session for each new update.
And this is where digital adoption tools help:
This kind of contextual help system means that users do not have to endure hours of classroom training each time there is an update in the cloud. Instead, all they need is follow a walk-thru generated by the help system, watch a video or consume some other content as appropriate. They can be ‘tested’ on their comprehension of how to use the new feature, and then get on with their day.
What is more, help items are available on any page a user navigates to, whichever feature they are trying to use. This help content can be delivered in a wide variety of formats:
If the user always has access to the correct help, it becomes easier and more intuitive to use any new feature of your preferred cloud platforms. There is no need to interrupt work and search for tutorials or request help – information on new features is always available as and when staff need it.
For digital workplaces, being prepared for continual digital transformation is a business imperative. Your staff need to know what their new tools are, how they work and how they will benefit from them. Failing to keep them ready and prepared for this change risks low adoption rates, user frustration and even rejection of the technology.
To achieve a high level of adoption, leveraging the power of contextual help systems can be very beneficial. Employees receive training on updates right away and can quickly absorb and assimilate the information.
By allowing people to continually learn, you ensure that you are ready for a world of continual IT updates.