#1 Conduct an audit and have your use cases ready – The first thing you need to do is run an internal audit to figure out which collaboration tools are in your environment and why. Then, make sure you have a handful of clear, real-life use cases ready to share on how the tool can be used and what benefits they can help achieve. For example, a project-oriented team may be more open to using Microsoft Teams if they see the built-in project management and workflow features the software provides.
#2 Select the right tool and approach for the job – Understand that collaboration tools have to work the way your people do, not the other way around. This means if you purchase a VoIP system with a glut of call features you’re never going to use — like voicemail to mail or whisper and barge features — adoption rates will suffer. And if you are unsure about how your company will react to the new collaboration tool, sign people up for a free demo and ask for their honest feedback.
#3 Do proper testing and train users – Before encouraging widespread use of new collaboration tools, you’ve got to ensure that you’ve optimized your IT infrastructure to cope with the added demands — and that means properly testing your network ahead of deployment. Then, train your employees how to conduct calls and communicate through the software. Once they understand how to use the collaboration tool, they’re more inclined to use it for their day-to-day tasks.
#4 Plan a phased deployment – For higher chances of success, go with a phased deployment. Start by piloting your chosen tools with a group of early adopters, learn from them, and make adjustments. Next, extend that pilot from a small group of users to a department. Repeat the same process before deploying the tools to more departments, then eventually, to the entire organization.
#5 Regular monitoring – Finally, you should monitor the quality and performance of your employees using the software. This will allow you to spot and fix user-experience issues early on.
Overall, a good introduction can ease employees into using the new VoIP and collaboration tools. And with proper usage, these tools can enhance productivity and promote well-coordinated teams.
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