Unlike email marketing tools like MailChimp, iContact or ConstantContact, one of the key challenges of adopting a collaborative app like DeskAway is that its value is directly proportional to the number of people using it within your team. The more the merrier. However, realistically, there are chances that even though everyone buys into the concept of using a web-based app, some people might not log into the system to update their milestones or check off their tasks. A vision for a company-wide system to manage and track work remains a dream. See if these 5 things can help you get the ball rolling…forever.

#1 Send out an email or discuss in live with your team as to why you have chosen the application and its advantage over email. Spell out why email is a poor collaboration tool for working in projects where multiple people are involved.

#2 Show examples of other apps. Most people are familiar with a CRM (customer relationship management) app. If a CRM app can track your sales, a project collaboration app can track your work (internal as well as client-driven).

#3 Manage expectations. What can people expect from using the app. Clarity? Accountability? Time savings? Control? Doing more with less? etc.

#4 Start small. Have a few evangelists use the app for a few internal projects. Slowly, let them infect every one else.

#5 Don’t force. It doesn’t work with anyone.

Lot of times I find myself introducing a new software to a team and see it received in a very lack-luster way. To make it popular and get everyone in the team to use it can be a task! These are some of the tips I find helpful:

Personalize the introduction: Make an introduction and pep the team to use it. Add some personalized info about the product like “these people are based in San Diego or they have an interesting blog or I had an email chat with their founder, Bob” The team should feel connected to the product over time.

Get the net wiz: Ask the net wiz in office to give the tool a whirl and generate some excitement about it. He can give a small 101 talk about how to use the tool to get the team started and troubleshoot simple queries.

Create a support process: The team should know where to go when they face a problem. So set up a clear process about who they can contact for help within office (the net wiz?) or on the companies support page as the case maybe.

Benefits & Value: Explain to the  team how they will benefit from the software and what specific value it will provide the business. If the tool saves time, then, show them how. By actually experiencing the benefits, adoption will be a lot more smoother!

Are there any other method you use for adopting a new tool in your workplace?

Here are some good tips by Gil Heiman from Clarizen (psst…one of our competitors!) to get your team to adopt an online project collaboration. You can read the entire article here or read the summary in points below:

#1: Start with the basics — incorporate everyday tools

#2: Novel concept alert: Ask the user first

#3: Loosen up - go subscription-based

#4: Collaboration promotes adoption

#5: The key word is “user” interface

#6: Fast deployment = fast adoption

#7: Adoption flows downhill

#8: Less is more

#9: It takes a community

#10: Offer cash rewards

Personally, I don’t believe in the last one. Money will buy you some time but over the long haul if the system you team adopts does not live up to the standard you will see low adoption rates and frustration creeping in.