8 Mistakes to Avoid When Rolling Out New Software to Your Team

Updated on Apr 20th, 2021

8 Mistakes to Avoid When Rolling Out New Software to Your Team

Hey, of course, we know implementing a new enterprise-level software across organization includes several layers of planning and at times it can be both exciting and challenging. And if implemented successfully, the organization will experience significant improvement in its day to day operations, increase productivity, and the friction between the departments are minimized with new features and workflow, the software often brings. But it is unfortunate, that the team has to struggle in the beginning, and probably some benefits of the software are not fully realized. Some team members may complain, that the software doesn’t do what they actually need. Hello!! you no more need to hover your fingers; we are here to help you out. Applying these concepts can help you avoid the general problems you are facing and can take full advantage of the tool.

1. Not Testing The Software Yourself First

Before introducing any new tool to the team, did you give it a try once? No, no, it’s not about signing up for a trial and then forgetting about it. What we are trying to say is testing the tool by yourself on a daily basis. For instance, many SaaS products provide the user with a trial period of 15-30 days, so it would be unfortunate not to take advantage of all that to thoroughly test and watch the features in action. In case you don’t do fire,  your features will fall short of some actions like Tool’s ease of use, Integration with personal and company workflows, Availability of customer support, etc. 

2. Not Explaining the “Why’s”

Why should your team take care of the new software initially, why should they take their time out to integrate and learn about the latest products in the daily routine tasks? What went wrong with the spreadsheets? why this new tool has been introduced into the company? how it will help each department to grow, help job function and make the tasks easier. Explain all these “whys,” to the team. Make your team clear in the first place of how new software aligns the company goal and what they are expected to achieve. Or else they’d be missing the motivation and engagement to use it regularly.

3. Quick Implementation

In case you try to implement massive and complicated new solutions in the middle of the project, things will obviously get messy. Additionally, you need to be sure that your team is all prepared to take on a new and complex system. At times, it happens that to start fresh, in enthusiasm, and to introduce the new processes and tools, managers forget to bring in the change gradually. What you actually should avoid is damage the office productivity by the implementation of the wrong product.

4. Not Including Real Users in the Decision-Making Process

The software is supposed to help humans do something meaningful and productive until the robots take the controls. So researching a little goes a long way like, research about what separates your potential users from your casual end users. What is their common complaint today? Where do they expect to find the software or in case they are looking for a separate app on their desktop, or a browser plugin, a mobile app? At least a software should fit in seamlessly into how someone is already working. Make sure to communicate with both basic and advanced users.

5. Ignoring the Negative Reviews

As quoted by Joseph P. Kennedy, “When the going gets tough, the tough get going.” Begin with a group of real-users, as they know about their pain points, as a result, they’d be able to address the potential deficiencies easily. Unfortunately, many companies ignore this crucial step which at times proves to be their undoing. As said above rolling out a new software should be easy. In case, the users raising the voice against the implementation, you need to understand, “why?” If you understand and are sure why the end-users need new software, make notes and you should have an answer when you add more vendors next time. However, it is always better to attack the queries and issues before they exist. 

6. Inaccurate Budgeting

As mentioned above, there are several layers of investment to consider when you deploy any new software within your organization. You could find the low and high-end options for everything. So try and search for alternatives in both before you look-in budgets. Just remember, the more specificity you are looking for, the more expensive the software becomes. And if you are looking for providing your customers with custom software like CRM, you’ll need to pay more for something which would work exactly how you need it to.  

7. Not Communicating Information Across Departments to Get Buy-In

Consider others own the authority over the new software they’ll be using regularly in their daily routine and job operations work and also consider them including it in all the steps of the process. Since many departments are using it, then communicate all the relevant updates and important information in real-time. Adoption becomes way more comfortable and easy when the people are excited about the new software. 

8. Doing It at the Wrong Moment

Rolling out new software is just as crucial as how you do it. And moreover, busy periods (at the beginning of the year, when the new projects enter the company or at the end of the year when the companies are rushing to close) adoption of the original plan is not at all the best option. The selection of the wrong timings could have a harsh and negative effect and can undermine all your efforts. 

Let’s Check Out the Best Practices for Rolling Out New Software

If you found yourself guilty after going through these mistakes, No, you don’t need to go hard on yourself. Humans make mistakes, and those mistakes can easily be rectified. So you need not beat yourself up in case you didn’t manage to get your team aboard the new software this time. 

For the next time, make sure to follow this simple checklist: 

  1. Make your team clear about the goals and expectations, 
  2. Test the software yourself first, before introducing and implementing it to the team
  3. Collaborate well with your team while using the software
  4. Organize training sessions to make them clear for the team, to make them understand the features and workflow of the software. 

Are You Looking to Build Custom Software Development


There are several choices for businesses and organizations that want to embrace the digital revolution. The managers have to be especially careful while rolling out new software to make sure their effort doesn’t fall flat. While you may not have control of how many software choices are out there but you do have control over the one you implement. Go through the article, avoid these mistakes, and hence, you are golden.

Win-win for all!! 

Are you looking for new software to implement in your team? How about a coffee with us at Matellio

Enquire now

Give us a call or fill in the form below and we will contact you. We endeavor to answer all inquiries within 24 hours on business days.