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User adoption Easy2Meet

Maurits Mes
Jul 8, 2019 3:03:00 PM

User adoption Easy2Meet

"We are fully committed to ease of use and pleasure at work. This includes a smooth, successful user adoption."

Successful user adoption

Easy2Meet is well received in most organisations and in no time everyone enjoys working with our paperless conferencing software. However, there are also organizations where the user adoption does not happen automatically. Especially large organizations with a conservative culture come up against this. Of course we have researched possible causes and experiences, resulting in a whole range of solutions. In this article we share this knowledge and of course our tips & tricks. This can help to maximize the user adoption of Easy2Meet in your organization.
 

Attitude towards change and good communication

Difficult user adoption is almost always related to the resistance to change: "I've always done it this way", "What's wrong with pen and paper?" and "Not something new again that nobody asked for!" If user adoption is a concern or a problem, it's usually due to the fear of the unknown. This is due to a lack of internal communication, mistrust or simply not seeing the benefit yet.

Importance of successful user adoption

But why is successful user adoption important? It goes without saying that you did not choose the software product for nothing. In the case of Easy2Meet, for example, you want to save preparation time and make the meetings more efficient. Either you want more control over the process, or you want to guarantee a safe storage of your data by using a product that is integrated in Office365. 
 
Whatever the initial motivation that led to the choice of Easy2Meet, you thought it was important enough to make an effort. Then you also want the solution to bring you what you initially wanted to achieve and for your investment to lead to a return on investment. And that's only possible if everyone participates.
 

To govern is to predict

The implementation of software is only a success if the people within your organisation work with the new product with ease - not to mention with pleasure. Generally speaking, new users embrace Easy2Meet easily and one wonders why they have not previously switched to the meeting tool for paperless meetings. But maybe you're dealing with an organization where user adoption doesn't happen automatically. Then you'd better be ahead of that.
 

Tips for succesful user adoption

1. Preliminary research
In this phase, it is especially important to listen to the people who are at stake: the end users. What are the underlying needs of the people who will be working with the software? Don't just listen to what they literally tell you, but look for the question behind the question. See if there are any irritations or obstacles that you might be able to remove. Consider also how people reacted to earlier innovations. Was this a success, or did they find it difficult? What caused this? Can you expect these problems again, or is the situation different? Are the end users people who easily embrace new techniques, or is every improvement difficult and does the organisation tend to react sluggishly and slowly to change?

Perhaps you will soon come to the conclusion that in your organisation you hardly need to pay attention to the user adoption: wonderful! But maybe you can already see the mood hanging over you, and even before the introduction you foresee a lot of resistance. Fortunately, you are not powerless and with a plan, respect for the end users, good communication and a reasonable implementation period, you can always successfully switch to paperless meetings with Easy2Meet.

2. A plan and no paper tiger
It looks obvious
, but put a plan on paper beforehand. Maybe you can manage with half an A4 sheet op paper, but maybe you need a more extensive report. That depends entirely on the situation. For your plan, you can pay attention to the following things:

  • What is your goal? When do you find the implementation a success? Do you want to measure this? If so, how?
  • What problems do you expect in which phase? What actions do you plan on this?
  • How do you want to support people with possible questions? Do you also want to use one for this?

3. Start with Key Users
Especially for larger organizations, it is useful to start with a small group of carefully selected Key Users. Experience shows that it is nice to have 5 Key Users for every 50 end users. In any case, these are the (executive) secretaries. They become the all-rounders of Easy2Meet. Anyone who has questions about the use of Easy2Meet within the organisation can contact them. So you want these people to know the software from A to Z, so that they can use and promote all its cleverness. Therefore, invest in your Key Users and make sure that they are well informed. Easy2Meet is intuitive to use, so it doesn't have to be expensive or complicated.

4. Easy2Meet rollout within the organization
You listened carefully to the end users and involved them in the process. You took their wishes and needs into account and kept the organisation informed, for example via the intranet. After all, you want everyone to know Easy2Meet a little already, because unknown makes unloved, we concluded earlier. Meanwhile, the Key Users have also been trained and are enthusiastic about Easy2Meet. Now is the time to let the software continue to be used.

A few tips:
Easy2Meet is an easy, intuitive app. Still, it can be useful to help people get started. Choose how you want to do this. Some examples:

  • Start any meeting environment where Easy2Meet will be used for the first time with a short demo. Start every meeting with each other in Easy2Meet.
  • Choose Lunch & Learn sessions, where users can ask questions and get more information while enjoying a tasty, well-kept lunch. After all, you have to eat anyway, so it doesn't take much time. This is a successful, easy and inexpensive way to get users excited and then you can help them out.
  • Make sure that everyone can always contact a Key User to ask questions.
  • Use a kind of online assistant who will help you directly, within the software and in the right place with relevant tips. Within Easy2Meet there are already users who have successfully used such a tool for the implementation. In the Product Updates we will keep you informed about this.
  • Strategically choose where in the organization you use Easy2Meet as your first use. Make a conscious choice per department or meeting when you want to transfer.
  • It is useful if you immediately solve a visible problem, so that the usefulness is immediately clear. This starts with the Key Users: if an executive secretary always spends part of the day organizing a meeting, because large packages of paper have to be copied and sent, then you can solve this immediately with Easy2Meet. You make the daily activities of this executive secretary more interesting and less stressful, which certainly helps with the user adoption.

Of course, this list of tips is certainly not complete. What works also depends entirely on the organization that starts with Easy2Meet. With the above tips you will get a long way.

5. The train is moving: time to evaluate
All departments now work with Easy2Meet. The use of pen and paper during the meeting is a thing of the past and annotations are made in the app and minutes are stored clearly and securely. It is time for an evaluation. Looking back, you celebrate your successes, chart the results and think about what you still want to pay attention to. Of course, you also record tips and tops for a possible next implementation project.

Smooth, successful user adoption

Paperless meetings with Easy2Meet already take place in many organisations. In the majority of cases, user adoption is fairly self-evident; after all, it is mainly a matter of doing it. Nevertheless, user adoption has our attention, because we go for that smooth, successful implementation and really helped end users.

Would like to talk further on this subject?

Do you have any questions about this topic, or do you want to talk further about the user adoption within your organization? Feel free to contact us via info@easy2meet.eu or call us on +31 (0)78 260 0100.

 

 

 

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