With large numbers of employees working from dispersed locations during the pandemic, implementing a collaboration platform like RingCentral or Microsoft Teams is even more crucial for companies. Through a combination of features like file sharing, chat functionality, and video calls, these platforms have allowed team members to perform the majority of tasks despite being physically separated from peers and logged into different networks.
However, getting people to make the transition to new collaboration platforms is not always easy, and people can be resistant to change. To facilitate a smooth transition between platforms, Roebuck Technologies recommends the following guidelines.
1. Select a tried-and-tested framework
Transitions between unified communication platforms can be tricky and complex. Fortunately, there are existing frameworks, like the one provided by RingCentral, outlining how the transition can be approached and structured. A framework for communication platform transition not only simplifies the planning process but also includes risk mitigation for problems that may arise.
2. Appoint a champion to lead the transition
Instigating change requires more than declaring a shift in policy. Appointing change managers across the organization, ranging from those in managerial roles to those whose daily tasks will be most impacted by the change, is critical. The influence of champions can launch a grassroots movement resulting in widespread adoption throughout the company. Champions should be selected who truly believe in the benefits of the collaboration platform to facilitate buy-in from teammates.
3. Discuss the transition with the team
Effective communication about the rationale behind changing platforms is key to achieving acceptance from team members. Straightforward messaging should be utilized to demonstrate benefits of the new platform, including specific features that address relevant communication issues, to helps employees understand why the company is making the transition. Open communication improves acceptance of the platform and enables team members to utilize features to achieve desired goals.
4. Map out a clear migration schedule
Transitions involve many moving parts and dependencies between different stakeholders. Thus, a migration schedule that illustrates not only the phases of implementation but also when the steps occur in relation to one another. A clear migration schedule prevents complications and mitigates delays that typically stem from uncoordinated change implemented by different stakeholders.
5. Minimize disruption during the transition
Transitions can be awkward times for a business, when old platforms are no longer at full functionality but new not fully implemented. The transition process should therefore be completed as quickly as possible to avoid disruption. Planning ahead for potential bottlenecks and resistance to change can help.
6. Train users on the software
Deploying a new collaboration platform is useless if employees do not embrace and utilize the technology. Investing in training sessions from the beginning leads to a successful transition. Once users are comfortable using the new software, integration into existing processes becomes more seamless. Instructing new team members should be completed during normal onboarding processes.
7. Collect user feedback and improve processes
Regardless of how well researched and planned, there may be roadblocks during the transition to a new collaboration platform. For example, features that promise certain benefits might be more unreliable or difficult to use than expected. On the other hand, it is just as important to collect feedback from users and share best practices among team members who identify unexpected benefits and efficiencies. Business processes should be reviewed and updated regularly based on feedback by the user community.
Digital collaboration has never been more important, and many businesses improve selection and integration with the assistance of a professional. Contact Roebuck Technologies now to get started with the right solution for your business.
