10 Ways to Get Your Team to Use New Software
Motivating your team to use a new software solution is a common challenge faced by growing businesses.
Think about it like this: Motivation is what drives you to take action. So when you wonder how to motivate someone, you’re really wondering what will make them want to do what you’re asking.
You need to get your team on the same page when it comes to new tools. Not everyone’s ready to take the next step. And that’s fine.
You’ve got your quick learners and those who need more time. If they can see how it’ll make their lives easier, they’ll be more likely to jump on board. Here are 10 tips on how to get your team on board with the new software.
Leadership
1. Explain the reason for the new tool
Share the vision of what the software will do not only for the business but also for individuals. Take your time to explain how the software will make their lives easier.
Using a project management tool, for example, improves communication, reduces misunderstandings, saves time with automated tracking, and helps your team focus on successful project delivery. It’s less likely to be well-adopted without clearly explaining these values and benefits.
2. Lead meetings with Teamhood
Daily stand-up meetings provide flexibility for task selection and re-prioritization based on workload.
We recommend using Teamhood in status updates or daily update meetings so everyone is on the same page with project details. Check how everyone’s doing and spot any roadblocks that might slow things down. This way, you’ll stay on track, work together better, and get more stuff done in meetings.
3. Set an example for the team
When you use the project management tool, you’re setting a good example, plus you increase success rate of meeting project objectives. It shows your team how it works in real-time, and they’ll be more confident in it.
Use the tool to discuss progress in daily meetings, adjust and create long-term plans with the team, and enhance overall project management efficiency. When you’re hands-on, it’s easier for them to jump on board, and everyone gets more done.
4. If it’s not in Teamhood, it doesn’t exist
For better meetings, try this: only deal with tasks listed in Teamhood.
This sets a clear expectation for all participants to come prepared with updated tasks for the next meeting. That way, your coworkers will know what to bring to the table.
Also, this centralized approach means all task details are easily accessible in one place, reducing the risk of overlooking important items or making mistakes. When everything is in one place, you’ll stay on top of things and avoid mistakes – it’s a win-win!
Empowerment
5. Speaking of incentives
Offer free perks for using the project management tool, such as flexible work hours, extra break time, team lunches, or recognition awards, to boost motivation, morale, efficiency, and loyalty.
If you show your team how a tool can help them, they’ll be more likely to use it regularly and even recommend it to others. Plus, you can create a fun rivalry around who uses the tool the best. It’s a great way to build loyalty and create a workplace where people want to be.
6. Praise, more praise!
In your next meeting, share the winning strategies of team members who are crushing it with the project management tool. It’s a great way to motivate them and get others on board. For example, instead of just saying “good job,” specify why it was a good job and how it positively impacted the business.
Tip: Compile a document of best practices and tips shared by team members who are excelling with the tool. This can be a living document that is continually updated and shared with the team.
Consider subscribing to our newsletter, which features success stories and strategies from Teamhood. This can serve as a reference for others looking to improve their skills in using the tool to achieve project goals.
7. Show empathy
Teaching your team how to use Teamhood – especially the not-so-techy ones – shows you care. It helps everyone use the tool, which boosts their confidence and makes them more likely to speak up. Be available to answer questions and provide assistance as needed. Here is the guide to help you get started.
This leads to better teamwork and ensures that everyone contributes their best to the project, no matter how skilled they are with tech.
Growth
8. Initiate workload review
Review workloads and task updates to prevent confusion, avoid bottlenecks, and ensure smooth deadline management. The workload report is invaluable for planning and understanding the hours of work already allocated and the available capacity for each team member.
9. Evolve
Hold regular retrospective meetings. An Agile retrospective is a team-driven meeting held at the end of a sprint where the team reflects on what worked well and what didn’t and identifies actions for improvement in future sprints.
Create a new workspace or board and choose the Agile Retrospective template from the Workshops section. This template comes with a handy Kanban board divided into three parts: what went well, what needs improvement, and what the team needs to take.
Hold regular retrospective meetings to get feedback and make things better – Seek their input, and they’ll feel motivated to make things better.
10. Patience is the key
Take your time; changes in work processes don’t happen overnight. Stay committed and keep working at it—that’s how you get the process rolling.
Further learning resources:
- Getting Started with Teamhood
- Top 10 Leadership Tools: Examples and Practices (2024)
- Project management Resources
