3 change management categories to encourage adoption

Are you wondering where to start with your change management strategy as you integrate Docuvera’s structured component authoring (SCA) into your enterprise? Adding new solutions to your tech stack is not just a “change of software” but an opportunity for transformation. For life sciences organizations, letting go of disconnected systems and centralizing content and workflow is a game changer. 

Implementing a solution that is accompanied by new ways of working requires a comprehensive plan to successfully enable adoption, growth, and long-term success. Today, we’re exploring how an effective change management strategy across three categories — people, communication, and support from training through everyday use — can ensure your successful adoption of Docuvera. 

1. Empower adoption through your people

The first step of any change management strategy for implementing a new initiative is to form your core team and document their roles and responsibilities. You’ll want the core team to be cross-functional. Include business and IT leads as well as representatives of general users who will become the champions for the overall solution. This group serves as promoters of the vision and mission and as peer support for questions about both why your organization has selected the new solution and what’s in it for them.

You will also want to form a governance committee from leaders within the core team as the governing body for the solution. This group will evaluate usage, make decisions on business processes and release deployments, and continuously monitor for and remove barriers, as well as own the overall vision and messaging around the solution. 

2. Employ a communication and marketing strategy

If you can simply and clearly communicate the overall goal for transitioning to a structure component authoring (SCA) solution and how it aligns with organizational goals, then your adoption will be more successful. 

Successful implementations have at least one visionary leader on the project who is able to navigate through people and politics within the organization and execute the goals. Identify key messaging to use with leadership and other groups within the organization that aligns with the audience and is “short and sweet.” Use a powerful word to name the solution, with branding that matches your messaging that’s easy to pronounce and spell, is globally acceptable, and uniquely represents the concept.

Be sure to create a centralized resource center for all things related to the new solution and invite all stakeholders — and eventually, all users. Many organizations will opt to create a Teams site to serve as the repository for all materials. 

Remember to frequently — and consistently — engage your community. It’s best practice to include the solution in meetings and town halls; consider a roadshow, exhibit, or other advertising. Or, produce an informative video that can be dispersed across email and other channels. You’ll want to maintain engagement by regularly sharing updates in meetings and across internal outlets.

3. Getting — and keeping — users up and running 

You’ll need to have a strategy to ensure training and adoption. Consider different modes of training, such as a short movie trailer to watch before training, hands-on instructor-led boot camps, and on-demand eLearning modules hosted on your Learning Management System (LMS) to track completion.

Having the right support strategy is key to getting users up and running — and ensuring they have what they need if they encounter issues. Ideally, you will implement three support channels for end users:

  • A training solution for new hires/new users and continuous learners.
  • “How To” guides specific to your usage and business processes.
  • A technical support channel with your service desk/IT department to onboard new users and resolve technical questions.

It’s also essential to conduct continual communication and engagement. Periodically review your “How to” guides to see if revisions should be made, and share resources with your users when updates or new features are released. Consider establishing a community of practice to share best practices and thought leadership from real users and keep the conversation going about news, changes, and developments. Plan to regularly meet with your Docuvera account manager to ensure you get all you can out of your new solution.

Lastly, don’t forget to plan feedback loops and process improvements. 

Docuvera is your change management partner

Deciding to implement SCA at scale can be challenging but well worth the effort — especially for the life sciences. With careful planning, effective communication, and the right resources in place, you can soon realize new efficiencies throughout your entire organization. 

Docuvera is committed to helping our customers achieve successful adoption. Docuvera has the in-house resources to help you plan for and adapt change strategies to meet your organizational goals.

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