Every, a leading provider of compliance and HR management solutions for the education sector, discusses how to structure new software implementation
No matter the scale of change, once made, the status quo is undeniably affected. Despite change usually being made with the best intentions in mind to achieve improvement, the concept is often met with a mixture of excitement and resistance.
With more and more schools and trusts, up and down the country, looking to digital systems to unlock efficiencies and streamline a range of processes, effective change management for new software implementation is fast moving up the agenda; so what can be done to ensure that this process is carried out as smoothly as possible?
The formula of change
Firstly, we need to understand that humans are wired to be cautious of change. A part of our brain called the amygdala actually depicts change as a threat, releasing hormones relating to fear, flight and/or fight. Now we’re not saying that switching your school’s software is likely to send your staff running for the hills just yet, but it could certainly initiate a degree of anticipation – and, consequently, adoption reluctance.
The more aware you are of this notion, the easier it becomes to strategically structure the introduction and use of something ‘new’. Co-founder of a change management firm Kathleen Dannemiller proposed the following formula for change in 1992:
D x V x F x CL > R
Where:
D stands for dissatisfaction with the way things are now.
V is a positive vision for the future.
F represents the first steps/initial practice towards a change.
CL stands for the creative leadership required to make the process a success.
When these four elements are multiplied, they must overcome resistance (R) to ensure the occurrence of a long-lasting change.
How can we apply this to software changes?
The significance of the implementation itself is highlighted in this formula as it largely makes up factors V and CL and, most significantly, F. We know as well as you do that technical understanding among staff in schools and trusts still differs greatly, so, effectively managing the first steps towards elements of software implementation are crucial to a continuous, positive experience.
Organisations will be home to a mix of staff – those who can take to a new MIS like a duck to water, and those who feel uneasy about having to learn a completely different digital system. Certainly, a ‘one-size-fits-all’ approach to software implementation won’t serve you well; managing the scale of need, however, will.
Design a tailored tuition plan that caters to the range of confidence levels within your school or trust to lessen any sense of alienation from both technical jargon or the feeling of being patronised.
Overcoming differing digital abilities
Don’t forget to use the resources you already have, namely the changemakers within your organisation. Changemakers are those who champion the change and are raring to see its progress get underway. Their interest and enthusiasm in not only the software, but also the results it will help to achieve, will begin to rub off onto the wider workforce, helping to generate an optimistic atmosphere.
We also find it useful to remember that ‘free time’ isn’t something only reserved for students. Where possible, dedicate time for users to freely explore the new software; this helps them to get a real feel for its use, navigation, and what it can assist with without the pressures and stress of having to learn a system at the same time as working it. You’ll be surprised at how many questions the art of doing helps to answer!
This is also a great way to pair theory, such as guides and webinars, with genuine practice and, what’s more, it caters to a majority learning style; 65% of our general population are visual learners, meaning that, in order to retain information, it needs to be seen!
Lastly, remember to keep information relevant so as to limit the chances of overwhelming your people. Consider what staff need to know about the new platform to support their role in particular, rather than overloading them with every single iteration.
When appropriately-handled, new software implementation can be rather smooth sailing and the benefits will ripple for years to come.
This is a sponsored article, brought to you by Every
About Every®:
Every® are a leading provider of compliance and human resources management solutions for the education sector. Their easy-to-use, practical software empowers better decision-making and more efficient ways of working across schools and multi-academy trusts, nationwide.
To find out more about how to structure new software implementation, come and chat to Every at EdExec Live South in London on 9th June 2022 or EdExec Live North in Manchester on 6th October 2022. Book your tickets here!
To register your interest for free or discounted tickets email [email protected] quoting the subject line ‘I want to learn more at EdExec Live!‘
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