The Top 5 Project Management Software Adoption Best practices
Imagine yourself in this scenario: You spend thousands of dollars and months of research on your shiny new project management software. It’s then abandoned by everyone when it finally works.
Poor tool adoption is a frustrating problem. People approach new software adoption with optimism, skepticism and cynicism. This is not surprising, since change can cause mixed emotions on a psychological level.
Project managers can anticipate this problem in the workplace as long as they are human-powered and not robot-powered.
Despite the grim outlook, there is still hope.
Best practices for project management software adoption
These are five tried-and-true project management strategies that will get your team to adopt your new project management software.
1. K.I.S.S. K.I.S.S.
It’s not rocket science. If you choose a complicated project management tool, you run the risk of losing your team members to it. It amazes me how many project managers choose complex software when they don’t clearly define their organization’s main objectives for using the software.
If task management and time tracking are your main priorities, then do you really need elaborate Gantt charts that you force team members to use? If integration with Xero and QuickBooks is your top priority, do you really need the software with 101 additional API integrations you won’t use?
Do not choose a software solution that has too many bells and whistles. You should define your organization’s main needs and choose the simplest software possible to ensure you spend less time trying to get your team members to use it and more time working on your projects.
2. It should be like French class
Remember when Madame Fontaine, a high school teacher, refused to answer questions if you didn’t speak French? It is the best way to get your team members to use your project management software.
If Michael needs an extra resource for a client project that is urgent, tell him that you will review the request and log the task (and assign it to you) in your system. This will encourage Michael to use your system quickly. If you have a transparent task system, it will encourage Michael to see all the tasks you have at that time so he can better understand your priorities.
If you’d like to make Michael’s entire team use your project management tool faster, let him know that you’ll only consider his request if the system shows that Michael’s team members are logging their hours and working at full capacity.
3. Reward employees by giving them a pot of beer, gold, or free food
How will children eat their vegetables if they know that they will get ice cream for dessert?
The same principle can be applied for your employees. Although it might seem a bit childish to bribe your team members to complete their timesheets, if it works (such as offering a financial incentive for completing a timesheet but not breaking any law by delaying an employee’s regular pay check), then why not offer them a pot of gold or beer at the end of the rainbow.
The Martin Agency, a Richmond-based advertising agency with 500 employees around the world, is an example of this. They reward employees who have completed their timesheets with delicious catered breakfasts and relaxing afternoon barbecues, as well as sugar-laden candy bowls and soothing hot chocolates.
Minnesota ad agen is another example