How to achieve user acceptance in 5 steps

When new technology is being introduced in an organization, it can sometimes be considered a threat if the intent of the new technology is not fully understood. The new technology could be perceived as competing with individuals in the organization for their job. Changes in the way we have worked for years are not always welcome, as we normally become very accustomed to doing our work in a certain way. When we need to change the way we are doing something, the use of a new technology or process can be considered as threatening.

In this article, we will explain 5 steps to make the introduction of changes in the workplace easier for everyone. By following these steps, users should accept the new technology or process more easily. As you may know, change can either be exciting or frightening. This article is based on our experience and provides practical tips on how to gain acceptance from your users when implementing a new technology, process, or any other change. After all, we enable organizations with innovative solutions – and we know it is key that users accept a new way of working the make it a success!

Step 1: Know that you are introducing something new in the organization

Change is a part of our business life. While the change may seem small to those implementing it, end-users may have a different impression. It is much easier to accept change if the user understands why the change is proposed. They also need to understand what is needed from a business perspective. More importantly, it’s required to find out and understand what users need and want to be more effective at their jobs. It is important to ensure that disruptive forces or chaos do not negatively impact end-users.

As you are changing your processes or selecting a new technology, never lose sight of how the user will understand and use the process in their workday. This means that whatever you implement is designed to support the attitudes and behaviors of the user rather than requiring the user to adapt to the new process of technology. For further assurance that the process or technology is suited to the user, it is prudent to have users try the new process or technology. Regardless of how great the new process or technology is, your project may be considered a failure if the users do not accept it.

Today, consumerization is driving the adoption of new technologies and changes in our organizations. Listening to what challenges and problems your users have will help you to be responsive and obtain acceptance much faster. By adopting a technology with this in mind, your employees will experience better job satisfaction and are able to work more efficiently.

Step 2: Involve key users and stakeholders

Just as you do with any project, it is important to gather a group of stakeholders to act as champions for what you are implementing. These stakeholders can be a part of the overall project team or they can be another group of stakeholders who will help to get more of your organization involved in the project. Keep this group small but try to get representation from all the working groups in the organization. It should definitely include the management champion for the project.

The key to gaining user acceptance is to use the various users/stakeholders from your organization to communicate the change and help build excitement about the upcoming technology or process change. Individuals from all levels of the organization’s hierarchy should be involved so they can speak to other colleagues and relate the changes to their specific needs. If you can win over detractors, they can become champions for the change.

In every project we do, we support our customers with gaining user acceptance. From defining the required stakeholder roles to onboarding activities and support with communication, together we make sure that user acceptance is achieved.

Step 3: Develop a communications / engagement plan

Step 4: Develop a training program

Step 5: Keep informing and educating

How we can help

At IRIS Nederland we take information management seriously. Information is the source of every organization and therefor requires intelligent, future-proof solutions which meet the needs of organizations and their users. We keep that promise to our customers for over 20 years now. Whether you are looking to implement a new document- or any other information management solution: we have the experience to support you with such a project from start to finish.

Get in touch with us if you want to know more how our solutions and services can make your organization work more efficient, secure and smarter.

About the author

Jules Kozak
Jules KozakBusiness Development