Two things are responsible for most unhappiness in life and work: unmet expectations and poorly set expectations. The first leads to the second.
However, this doesn’t mean that we should be content with the present. The key to organizational growth, personal development and forward progress is setting expectations, also known by dreams and goals.
It’s important to be realistic when talking about project management software.
Jim Collins’s book Good to Great reveals that Vietnam prisoner-of-war Admiral Jim Stockdale said that it was the optimists who died first in the camp. The realists were those who were able to face the harsh realities of their current reality and still believed that they would prevail in the end.
This principle is also applicable to the adoption and use of project management software. The gap between expectations, reality, and reality can determine the success or failure of a venture. Blind optimism will not get you anywhere.
The good news is that we have complete control over what expectations we set when we are implementing a new project management software solution. These eight tips will help you meet your expectations when you roll out your next project management software.
1. Talk about it early and often
Any new PM tool that you introduce will disrupt the routines of your employees. If it doesn’t, it’s likely that you didn’t use it or it isn’t being used to its full potential. People don’t like being interrupted, even if it makes their lives easier. Give them as much time as you can to adjust to the idea of a change. It is important to involve, consult, and prepare those who will be most affected by the new solution. This is a great way for them to set their expectations for the future.
It is also a good idea to get rid of any resistance early. This allows you to listen, validate concerns, check your assumptions, and learn which features are most important for the team you lead. And so you know what you are up against down the line.
2. Be sure to choose the right timing
Take a step back, and take a look at what’s happening in the organization. Are there other major changes in the works? Are you concerned that your PM software implementation could cause confusion among employees?
Kayla Lamoreaux, software solutions architect:
“You must assess each group and consider how the change will affect them, as well as other items that they are working on. Also, take into consideration major organizational objectives that could further impact their ability for success in changing.”
You might decide to delay your implementation for a few months. A successful deployment in March is better than one that fails in January.
3. Do not focus on the same, but different
Jay Baer, a business strategist, recommends that you focus your efforts on PM software solutions that are completely unique from what you currently use. These solutions offer insights and capabilities that are not available in your current PM tools.
He says that if you’re going to replace an existing tool, the new tool must be better than the one you have and/or much cheaper. It is unlikely that the change will be worthwhile if it results in lost momentum, staff time, hassle and other’switching cost’. Software is generally not that much better. It’s a little better.
4. Make Adoption Mandatory
Once the decision is made and the solution is in place, you should not be flexible about adopting it. They don’t have have to like it (and some won’t at all), but they must use it. You can only find out if your new PM software can do what it promises.