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How to Adopt a New System

I am biased towards systems because CAN builds simple systems to help people work smart.  The other day I noticed that a new employee wasn’t using one of our systems to complete his work. When I confronted him about this he responded, “I am not an systems kind of guy”, and my response what “No one is naturally a systems kind of guy.” I have never met someone that enjoyed using systems at first, because it feels unnatural or the person feels that the system is creating unnecessary amounts of work. All of this is true.

Systems feel unnatural because they force people to work in standard ways, and well designed systems are built to create standards based on best practices. Systems do create more work because they require us to put our thoughts into data that can be stored and transferred, however this allows us to handle more work since we can focus on processing information as opposed to storing information.

Some of the keys to adopting a new system in your organization are:

  • Marketing/Selling the New System: People don’t like change, and it is likely that most of your employees feel that the current system works just fine.  Make sure to market your new system so that your employees understand what problems the new system solves, and what the features of the new system are.  Make posters, videos, websites and emails explaining why it is important to adopt the new system, and host user groups so that people can learn from each and offer ways to improve the system.
  • Single Point of Failure: If you adopt a system, anything that doesn’t happen within the system should be treated as if it didn’t happen. You have to be firm and not backdown. Any exceptions will erode the adoption. When it comes to systems adoption three legs are better than four.
  • End Support for Old Systems: When you officially adopt a new system, cut support for the previous system.  Your new system will be undermined if any employees are allowed to continue in their old ways.

What experiences have you had with adopting new systems? Any interesting tips/tricks?


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