8 essential steps for successful adoption of enterprise software and tools

Software adoption is a crucial step for modern businesses. Whether you're a manager, director, CEO, business owner or CIO, understanding and mastering digital adoption is essential to taking your organisation to new heights.

However, this journey to digital adoption is not as simple as it sounds. It requires careful strategic planning to ensure that new software is accepted and adopted quickly by your teams. Digital adoption requires the ongoing commitment of all stakeholders to support its implementation in an organisation.

Fortunately, in this article we detail 8 simple steps to follow for successful software adoption in your business, and within your teams! 🤝

See all software Digital Adoption Platforms

What is software adoption?

Definition of software adoption

Software adoption, also known as digital adoption, defines a process of integrating digital tools into a working environment to improve :

• people's connectivity
• their efficiency,
• their productivity.

This includes the implementation of software and technologies, which must be accepted and used successfully by employees to improve their productivity by fully exploiting the benefits of these solutions.

💡 For example, a consulting company adopts software offering a centralised workspace to improve collaboration. After employee training, the use of this software for meetings and document sharing becomes commonplace.

What benefits does digital adoption offer?

Today, digital transformation has become a strategic priority for many businesses. By integrating advanced technologies such as artificial intelligence (AI), the Internet of Things (IoT) and blockchain, businesses can:

• Automate routine tasks,
• improve decision-making
• innovate their processes.

Focus on the benefits of adopting enterprise software:

Automate your processes

Automation allows employees to reduce the time spent on repetitive tasks. For example, customer relationship management (CRM) software automates follow-ups and reminders, improving time and resource management.

It reduces human error and delays, so you can make significant savings! What's more, maintenance on the cloud is much easier than on traditional storage systems, reducing IT support costs. 🤑

Optimise your resources

Digital tools offer better resource management, whether it's :

• task planning,
• stock management,
• allocating human resources.

And better resource management means, once again, savings for the company and greater efficiency!

Facilitate communication

Certain digital tools improve communication between employees via the Cloud, enabling teams to share and retrieve documents quickly.

🎥 To explore in detail the issues involved in adopting software when implementing HR software, we recommend this webinar from Parlons RH :

How to implement a digital adoption strategy in your organisation in 8 steps?

0 - Prerequisites you must not overlook

It's important to allocate enough resources and have a sufficient budget for software adoption, including training your teams to use the tools and technical support.

👉 Include a budget to hire external trainers specialising in the software deployed, or to develop online training resources accessible to all employees.

Let's get started!

1 - Research and evaluation of digital tools

The first step in the digital adoption process is to research and evaluate the software available on the market. You need to identify the tools that best meet your needs. It is essential to take into account various criteria such as :

• functionality: will the tool really be useful to you?
• Compatibility with existing systems,
• ease of use,
• cost,
• available technical support.

This stage allows you to make informed choices, ensuring that the digital tool adopted will be an asset rather than an obstacle for the company and its employees.

😀 O ur advice: use sites like Appvizer to compare software by category and make the right choice, based on your criteria. If you're reading this article, you've already successfully completed step 1!

2 - Analysing the potential impact

It's important to assess the potential impact of implementing new software on employees and anticipate their reactions so you're not caught off guard.

💡 For example, the implementation of a new digital performance management system may raise fears among employees about transparency and their appraisal.

By anticipating these reactions, communication and training measures can be put in place to reduce the potential negative impact.

3 - Implementation phases

Draw up a deployment plan

Divide the roll-out into clear phases with precise objectives and achievable milestones. This is essential for a project like this!

The first phase may involve rolling out the software in a single department, followed by a gradual extension to other departments as feedback and adjustments are made.

By introducing the software in a single pilot department before extending it, the risks of major disruptions are reduced. This allows small-scale problems to be detected and resolved before they affect the whole business.

Use of a digital adoption platform (DAP)

Investing in a digital adoption platform can greatly facilitate the software adoption process. How can it help?

• DAPs provide real-time contextual guidance- in other words, instructions directly in the application - to help users understand and use features without leaving the software interface.
• They offer personalised training modules tailored to the needs and skills of each user, accelerating the learning curve.
• These platforms help you monitor in real time how employees are using the software, so you can identify areas where improvements or additional training are needed.
• By providing solutions to common problems directly via the platform, DAPs reduce the burden on technical support teams.
• Finally, the feedback gathered via DAPs allows you to quickly identify weak points and implement continuous improvements to optimise software adoption.

We'll tell you more about DAPs, with a few examples, later in this article. 🤫

4 - Trial phase

We recommend that you start with a trial phase with a small group of users.

To do this, you can organise trials involving several members of the project teams, tasked with assessing ease of use, integration with other existing tools and the potential impact on productivity.

In this way, you can identify potential problems and subsequently adapt large-scale deployment . 🪜

5 - Feedback from the trial

Use the feedback from the first team to test the software to improve the company-wide deployment strategy.

If users in the test team encounter difficulties with certain features, these issues can be resolved before the full rollout. ☝️

Feedback can also provide valuable insight into how users interact with the software, enabling training and support to be adjusted accordingly.

6 - Large-scale trial period

Many software packages offer a free trial period. This allows organisations to test the software and decide whether it meets their needs before making a commitment. For example, you can try out a human resources management solution for a month to assess its functionality and impact on staff management processes.

✅ If the trial is conclusive, the organisation may decide to adopt the software permanently.

Once the software has been implemented, it is crucial to train staff and support them in learning the new functions.

7 - Training and supporting teams

Documentation and resources

It is important to provide detailed and easily accessible documentation to help users understand and use the software.

🔍 It's important to let them know where to find user guides, video tutorials and FAQs covering key features.

Appropriate training

Offer training tailored to employees' different levels of comfort with the software.

🔍 To make it easier to get to grips with the tools, organise basic training sessions for new users, as well as advanced sessions for experienced users wishing to develop their skills further. Management can organise meetings and training hours to explain the benefits of the new tools.

According to a study published by Cegid, 74% of employees believe that appropriate training is essential to mastering new software.

The importance of management support

It is important for management to show its support for the project, in order to facilitate employee acceptance and adoption of the new software. 🤝

According to a McKinsey study, 73% of change initiatives fail due to resistance from employees and a lack of support from management.

To help employees manage the stress and fear associated with change, organise regular meetings where they can share their feedback, express their concerns and ask questions.

8 - Ongoing evaluation and updating

Software should be regularly evaluated to ensure that it continues to meet users' needs. Updates and improvements should be made when necessary to prevent tools becoming obsolete.

Ensuring that software is regularly updated ensures that users are working with the most effective and practical version for them.

This ongoing evaluation also helps to identify opportunities for improvement and maximise the benefits of digital adoption.

Have you considered a digital adoption platform? Benefits and examples of tools

As mentioned above, a digital adoption platform (DAP) defines a technological environment designed to facilitate the integration, use and mastery of new technologies or software within an organisation.

These platforms accelerate the adoption process by providing training resources, personalised support and change management tools. 💪

5 features and benefits of a DAP

1 - Change management

DAPs use change management tools to facilitate the company's digital transition. They operate by providing:

• resources on best practice for managing change,
• checklists for the various stages of deployment
• tools for measuring the impact of new technologies on the organisation.

2 - Content creation and management

Administrators can create and manage help content directly from the application. For example, they can :

• add new tutorials
• update existing guides
• customise content to meet specific user needs.

3 - Customised learning resources

Some DAPs offer customised courses on software operation. A DAP may offer specific training modules for different roles within the organisation, such as :

• managers
• sales teams
• technical support departments.

These resources can be tailored to the needs of each group, ensuring targeted and effective training.

The DAP can also include a system of 'pop-ups' designed to guide users through their new tool in real time, in the form of contextual messages. These appear to provide advice and tips when using new functions, or to remind users of the functions that are most useful to them.

4 - Monitoring KPIs

The teams in charge of the platform can monitor key performance indicators (KPIs) to assess the appropriation of the software by learners.

For example, KPIs may include :

• Completion rates for training courses,
• assessment scores
• user satisfaction rates.

These tools enable the effectiveness of software adoption to be measured and continuous improvements to be made.

DAP administrators use tracking features to monitor software usage. They can use tools such as analytical dashboards to track which features are being used the most:

• to identify areas where users are experiencing difficulties
• to determine which content should be retained or developed
• to adjust software functionality and training accordingly.

5 - Personalised support

Many DAPs today offer support in the form of a virtual assistant or telephone helpline. They have an AI-based virtual assistant to help users without them having to wait for technical support.

Which digital adoption platforms should you choose?

Whatever your situation, whether you're looking to :

• Improve the engagement of your company's teams by making it easier for them to get to grips with their software,
• reduce dependency on technical support and cut your costs at the same time,
• simply accelerate your return on investment (ROI) by providing your staff with the tools to become more productive,

there is software on the market that will meet your needs.

K-NOW, for example, is a DAP that works like an application GPS. In other words, it enables users to be guided step-by-step through their various business software applications, with contextualised help based on their profile and their progress with the tool. In terms of educational design, K-NOW impresses with its ease of use: you can easily create tailored content and then distribute it with a single click.

See all software Digital Adoption Platforms

What does software adoption mean for your business?

Digital Adoption Platforms (DAPs) play a crucial role in the integration of digital technologies within businesses. By optimising performance and improving the user experience, they enable businesses to remain competitive.

By following a well-defined strategy and using the right tools, they can succeed in their digital transformation and maximise the benefits of their technology investments.

Ultimately, software adoption is not just about technology, but also about cultural and organisational change. It is therefore essential to create an environment where employees feel supported and engaged in the transformation process, and where new technologies are seen as tools that facilitate their work and improve their performance.