Why Switching to a New DAM Can be Hard

We recently heard a story from a manager at a company about how difficult it was for her to get her sales team on board with the new digital asset management solution her company had just purchased. There was one feature they had been on their previous system that wasn’t on the new platform, and the sales team complained loudly. The feature wasn’t necessary for them to do their jobs – in fact it added another step to the whole workflow – but they were adamant they needed it and it caused a lot of headaches and dragging feet to adopt a new system.

No transition to a new workflow is without its share of bumps and frustrations. We hear about it frequently. No matter how good the new system is, it’s nearly impossible to have a seamless transition, especially when the old workflow relied on clunky, out-dated technology. Even though the new system is better, it’s hard for everyone to get on board. Time and money is wasted using inefficient systems to try to accomplish something that could have been done easily with the right DAM system.

It seems like a straightforward-enough idea: a shiny new DAM solution that makes your company more efficient, increases collaboration, and generally provides far more advantages is way better than a current, unwieldy, and out-dated system. But unfortunately, for employees it’s not always so cut and dry. Humans resist change, and the workplace is no exception. Not every employee is involved in the research process that goes into looking for a DAM system. They haven’t followed the decision-maker’s thought process and seen the disadvantages of other systems or the inefficiencies of the current protocol compared to what the DAM solution can do for them.

Business2Community discussed this very issue, pointing out that if you discover why your employees aren’t using the new DAM solution and educate them, you will be more successful in fully implementing your investment within your company.

Here are some common reasons employees resist using DAM solutions that may help you pinpoint how to best help your employees transition to the new and improved DAM system – we’ll talk about general solutions to each problem below:

  1. Lack of Information.
  2. “If it ain’t broke, don’t fix it.”
  3. Is there really an advantage to the new system?
  4. “Who knows how long this will last…”

Lack of Information

If you don’t properly educate your employees about the features and uses of the DAM system, of course they’re not going to adopt it. Learning the ins and outs of new technology can be intimidating. Nobody wants to mess up, or feel like they are incompetent. An easy solution to this problem is having a tutorial meeting to explain all the incredible features that come with the new system. Once people see how it works they will be more inclined to use it themselves. It’s also a good idea to have a few “experts” on hand that really know how it works to field any questions.

“If it ain’t broke, don’t fix it”

Often it can seem like the old system fulfills the needs of the company just fine, so it is unclear to those that weren’t part of the decision-making process why a new system is needed. Again, a simple explanation will quickly clear everything up. Discuss what considerations were taken into choosing the new system. Disclose the inefficiencies of the old system and explain how the new one addresses those issues.

Is there really an advantage to the new system?

The real question here is: “How does it benefit me?” Employees want less tedious work, not more. Initially, learning a new system creates more work, not less. Map out a tentative plan of how long it will take for everyone to get completely up and running. Managing expectations will reduce frustration and expedite the process of getting employees to use the new system. If the new system doesn’t include some of the features that the old system had, it’s also important to point out why previous workflows won’t be necessary with the new system.

“Who knows how long this will last…”
If you constantly introduce new strategies, concepts, etc. that make last week’s big ideas obsolete, there’s no question your employee is going to doubt the staying power of the new system.  When you make a change, make it count. The new DAM solution you introduce should be one of those changes that count. Spend time leading up to the change prepping your employees for what’s coming, and emphasize that it’s a change that’s there to stay (you’ve made the decision already, no need to keep making it every week).

The moral of the story is that everyone struggles with change, but with the right amount of education and information they can adapt. Be open with your employees about the inefficiencies of the old and the efficiencies of the new. Explain how the DAM system will make everyone’s life easier once it’s up and running, and soon you’ll have the whole company on board with the DAM solution.