Is new technology in your association’s future?
If it is, you’ve probably built your timeline and assembled your project team. You may be in the process of making your final selection, knowing that implementation is right around the corner. You’ve budgeted for the new system or software and have included customizations, training and ongoing service needs in the budget totals.
So, you’re all set … right?
Not quite. You need to consider the humans who will implement and use this brand-new technology. Staff buy-in issues can hobble an otherwise great implementation, as can other roadblocks that hinder change.
In this playbook, we’ll explore the tools and strategies an association needs to successfully implement new technology while fostering buy-in from your stakeholders.
[Related: Overcoming Resistance, Fear and Uncertainty: 10 Best Practices for Change Management]
Change Management Tools for a Smooth Transition
Let’s explore some tools to make your transition seamless.
Engage Stakeholders Early and Often
One of the cornerstones of change management is understanding and involving all key stakeholders — staff, volunteer leaders and members — from the initial planning phase.
Identify each group’s unique concerns, needs and interests, which helps you frame the change in ways that feel relevant and beneficial to them.
Regular, open communication through surveys, focus groups or town halls allows everyone to voice opinions and feel like active participants in the transition.
[Related: How To Collect Helpful Member Feedback]
Clear Communication is Key
Successful change initiatives are built on clear, transparent and consistent communication.
Announce the project early and keep stakeholders informed with regular updates about timelines, goals and benefits. Use a range of communication channels — newsletters, webinars, email updates and internal chats and texts — to ensure your message reaches everyone.
Be honest about any challenges and offer a realistic roadmap, helping to manage expectations and build trust.
[Related: Is Now the Right Time to Integrate or Automate Your Association Tech?]
Build a Change Champion Network
Change champions are enthusiastic, tech-savvy staff and volunteers who act as ambassadors of the new system.
These “super-users” become internal experts who can provide quick answers and support to their peers. They can serve as go-to resources, or act to answer questions and provide real-time support.
Champions also act as positive influencers, modeling the benefits of the new system and helping build enthusiasm. Having a network of change champions encourages faster adoption and creates a supportive culture around change.
[Related: 9 Tips and Tools for Successful Technology-Focused Project Management Within Associations]
Provide Comprehensive Training and Ongoing Support
Invest in effective training tailored to different user groups.
Check your implementation budget to be sure you’ve provided enough funding for training and support because these resources are often key to the successful adoption of the new system.
Offer hands-on workshops, video tutorials and user guides to ensure everyone feels confident in using the new system. Training should be interactive and flexible, allowing users to learn at their own pace.
You might create micro-learning courses on platforms like LinkedIn Learning or use apps like Loom to make quick guides to common challenges. Make sure there is ongoing support, such as a dedicated helpdesk or regular “office hours,” where users can get assistance as they navigate the new system.
[Related: Why Board Training is a Key Tool for Organizations]
Encourage Feedback and Continuous Improvement
Create a feedback loop by allowing users to share their experiences, challenges and suggestions.
Post-implementation surveys, focus groups and regular check-ins provide valuable insights that can help you make continual improvements to the system. This feedback loop not only helps to refine the system and empowers users, making them feel heard and valued, but it can also enable users to provide tips and shortcuts to each other.
[Related: How To Deliberately Create Space for Innovation at Your Association]
Celebrate Milestones and Small Wins
Celebrating small successes along the way keeps morale high and helps build momentum.
Recognize individuals or teams that embrace the change, and publicly recognize their progress.
Even small acknowledgments can boost morale and reinforce that the new technology is a positive step forward. If a team uses the new system to solve a long-standing problem, for example, be sure to publicize their “win.”
Plan for and Address Resistance
Change often meets resistance, especially when it disrupts long-established routines. Address resistance by listening to users’ concerns and involving them in the problem-solving process. Showing empathy, being responsive and providing support helps reduce pushback and promotes a culture of adaptability.
Measure Progress and Adjust as Needed
Regularly evaluate the success of the change initiative by setting clear goals and tracking metrics such as user engagement and training completion rates. Use these insights to refine your approach and address any emerging challenges.
[Related: Essential Elements of True Digital Transformation for the New Year]
Roadblocks to Expect and How to Overcome Them
Implementing large systems like an AMS or LMS comes with a unique set of challenges that have little to do with the capabilities of the new system but can make an implementation much harder.
Here’s how associations can navigate around these roadblocks:
Roadblock #1: User Resistance and ‘We’ve Always Done It This Way’ Mindset
Even the best technology can fail if users don’t adopt it. To combat this, showcase how the new system directly benefits users and ties into their roles.
Use personalized training and celebrate small wins, like a member who can now update their information online without calling support. Personalization and celebration help users see the value of the system in their daily work.
Often resistance manifests in staff members who continue to use their private databases or spreadsheets. They find it hard to believe a new system can replicate their reports and data accurately. To combat this problem, run reports from both the legacy system or private data source and the new AMS.
Compare the results side-by-side. If discrepancies are detected, make adjustments as needed. This method reassures users that the new system can provide the same (if not better) insights than their old methods.
[Related: Does Your Association Really Need an AMS?]
Roadblock #2: Overwhelming System Complexity
An AMS, for instance, may offer hundreds of features, many of which users may not need.
Focusing on a gradual rollout that prioritizes the most relevant features helps prevent the feeling of being overwhelmed. Modules can be introduced in phases, allowing users to learn one set of features at a time before moving to the next ones.
Consider introducing each department to only the features they will use regularly and introduce the more general features after they’re comfortable with using the new system for their own work.
Roadblock #3: Integration With Existing Systems
Integrating new technology with existing platforms can create complications if data formats or protocols differ.
Conducting an early systems audit, defining data standards, and working closely with IT and vendors can ensure seamless integration.
Selecting systems with API capabilities can also simplify integration and future-proof your organization in light of further tech updates.
[Related: Data Governance and Troubleshooting Data Challenges: Tools and Solutions]
Roadblock #4: User Confidence and Security Concerns
User confidence often hinges on security.
Highlighting the security features of the new system — encryption, compliance with data regulations and access controls — can reassure users, especially those managing sensitive member information.
Offering training on data protection practices for staff and members strengthens security at all levels.
[Related: Using Advanced Analytics to Make Data-Driven Decisions]
Partnering for Success
We’re all nervous about change, but associations can foster a sense of partnership with their staffs, volunteer leaders and members by involving them throughout the planning and implementation process.
By using effective change management tools and identifying potential roadblocks, associations can not only implement change successfully but also create a culture that embraces innovation, ultimately positioning the association for long-term success.
[Related: Now You Have Your Budget — Time for Implementation!]
Dennison & Associates Can Help
At Dennison & Associates, we can help you explore your culture and determine your best strategies for managing change as you implement new technology.
We’d love to discuss your situation and lend a hand with advice or an assessment. Feel free to contact us to request a conversation or consultation.
Featured image via Pexels
