Why Planning Ahead for Change is Critical for a New UC Deployment


When a large number of employees across multiple departments are expected to immediately adopt new tools offered by a modern UC environment, buy-in can be difficult.

Unlike a standard IT project, UC solutions essentially transform how your employees communicate and work together. While these collaboration tools can empower organizations to be more productive, they also require a change communication strategy to guarantee effectiveness. According to Nemertes Research, for example, only 43 percent of organizations felt their efforts to roll out a UC strategy was successful, citing lack of use as the number one reason for failure.

Once you’ve decided to overhaul your existing UC solution, managing expectations upfront is the best way to avoid joining the 50 percent of businesses that experienced IT project failure over the last 12 months. After all, the right UC solution should bring your teams together, not force them apart.

Though companies are all too eager to adopt new collaboration tools, forgetting to roll out a thoughtful change communication plan is the difference between success and failure. Integrating the following considerations far ahead of deployment can ensure a smooth transition:

Establish buy-in from the get-go. Too often, companies fail to survey their own employees on what improvements are really necessary in a new UC environment. When employees are blindsided by technology changes or feel they don’t have a voice in what’s being implemented, a deployment can be threatened at the outset.

Ease concerns from day one. One of the biggest fears employees have when a new UC system is introduced is that it will be too complex, or not as reliable as the solutions they are familiar with. It is imperative for companies to clearly communicate the benefits and improvements a new UC system well bring before it’s deployed. IT teams should also treat end-user training as a continuous process to familiarize employees with new tools and understand how it will help simplify their day-to-day responsibilities.

Internally market UC tools to your employees. The key to effective change communication – and subsequently high user adoption – is being smart about where employees process information about company changes. If a “call to action” is most appropriate for a lunchroom, where teams eat in shifts, post information about upcoming changes there on the communal SMART Board. If company-wide emails historically have high open rates, make sure to keep all communications about upcoming changes in that medium.

Don’t wait. Communicating change a few days before a major shift in the way your company speaks to one another on a daily basis is a recipe for failure. Instead, a change communication plan should be baked into any UC deployment – and should be implemented well before hardware and software are touched in any way.

The result of a single user’s experience with a new UC system can spread throughout an entire enterprise. Don’t let user error or miscommunicated processes threaten the time and effort you’ve dedicated to a new deployment.

Interested in what it’s like to roll out a UC change or upgrade with little friction? You need a partner whose business is changing UC for the better. To learn more about TetraVX’s user adoption services, please contact us at [email protected].

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