How to implement a software successfully – User adoption (part 2)

Our first chapter on ‘How to implement a software successfully’ focused on People’, this article focuses on technology and processes. From setting expectations through to implementation:

  • Build a Purpose - Is there a widespread sense that something needs to change? On theatre or outpatient clinic use, do teams recognise that there is avoidable downtime or unused capacity on a day to day basis.

  • Understand the system - Did you build an understanding of what the system can do, can’t do, will do and won’t do? We found from experience that it is useful to discuss system requirements in as much detail as possible to find out what it needs to do, then combine these requirements to your chosen system in order to find the ‘’perfect’’ system rather than the ‘’right’’ system.

  • Define Success - Has the organisation set up a way to monitor the success of the transition? If not, it will be hard to assess how well it is going. The last hospital we implemented Space Finder at was successful at its implementation because it defined clearly: ‘’What does success look like for us?’’

  • Create a Tech savvy Culture - Does the culture of the team support trying new approaches, which may require initial investment for longer term gains? If not, making the initial jump will be hard. In addition, does the organisations history of technology adoption work in favour or against change?

  • Appoint a champion - Are people within the organisation having experience with handling technology-driven change been involved in the proposals? Their understanding of the organisation will be exceptionally helpful in overcoming hurdles. One good example is a hospital that can appoint a ‘’champion’’ as the person who carries the technology forward, make sure it delivers, influence the team of benefits and push the ‘’detractors’’, the ones who state: ‘’…But we have always done it this way’’. This is something that needs to be challenged.

  • WIIFM? Here comes the last part on ‘What’s In It For Me?’’ Have you anticipated if the tool is truly bringing meaningful and significant benefits to its users? Rewards changes as people change and we have realised through experience that it is truly challenging to keep everyone engaged right until the end of the implementation phase. Management also struggles finding out the right balance between costs and project time – does the timetable for benefit realisation reflect this understanding?

Throughout the tech implementation journey, having a common vision of the end-goal, getting people on-board and making sure the technology is properly integrated in people’s routine and processes is key to any system, including our Space Finder tool. Find out more about our software here!