How to successfully implement a collaborative tool?

In the spotlight for several years, and even more so following the health crisis, digital transformation is shaking up the world of work. But what explains this craze?

The answer is simple: this process, aimed at integrating digital technologies into the heart of the company's strategies, contributes to the efficiency and sustainability of its activities. A collaborative tool like Atolia, for example, gathers in one place all the functionalities to work in team, in the office or remotely. It's very practical!

But adopting new technological tools within an organization is not always easy: sometimes the whole internal organization is turned upside down. It is a whole project that must be developed, before, during and after the implementation of a collaborative tool.

Here are our tips for successfully implementing a collaborative tool within your organization! Enjoy your reading! 😉

Make a diagnosis upstream

Before anything else, you need to take stock of the current situation: where is your company in the digital transformation? Are there already tools in place to help your employees in their daily tasks? And in your opinion, what is their level of knowledge and skills in relation to digital tools?

To do this, conduct an internal diagnosis to situate your company or your team in the digital domain. This will allow you to identify your needs while reconciling your strategy and the issues that arise from it. To conduct a diagnosis, several solutions are available to you:

Call upon an external service provider, specialized in this type of theme.

Evaluate your digital maturity with the "Digitalometer", proposed by Bpifrance: it is a self-assessment of the level of digital maturity of your company. You will receive personalized recommendations that will help you in your digital transition.

Cyber security: choosing the right tool

To make the most of the opportunities offered by a collaborative tool, it must be adapted to your needs and those of your company. It must best respond to the problems encountered within your teams. But in order to choose the right tool, you should first and foremost ensure the security of your data. 🔐

Digital tools sometimes scare us with the risks of cyber-attacks, data loss or theft. Privacy has never been more important. And that's why it becomes essential to choose the collaborative tool that respects your data and your users' or customers' data.

For example, at Atolia, the confidentiality and security of your data are our priorities: we implement more than 50 security measures to guarantee your professional secrecy. What is important to you is also important to us!

Accompanying your employees through change

That's it, you've found the right collaborative tool for your needs! But it's not over yet! You now have to announce it to your employees. And above all, you have to tell them about the benefits that the tool will bring them.

In general, you will face 3 profiles of people in any project of implementation of a new software. Those who want to get started (the enthusiasts), those who don't want to (the refractory), those who don't care (the waiters).

To avoid any resistance to change or lack of involvement, you must facilitate the deployment of this future tool with your employees. Here are our tips.

Set up a goal and reward system

It's important to explain to your employees why they need to go through the trouble of redesigning their daily lives. The tool won't change everything. But it is their way of working and collaborating that will be updated. It's not enough to be coached on the tool itself, but it's especially important to be coached on how to use it: this is what we call "community animation coaching". You have to explain to them how they will be rewarded: time saving, productivity gain, better communication and a less time consuming and more intuitive management of their activities!

Train your employees

To take advantage of the benefits of a collaborative platform, your teams must be prepared beforehand so that its implementation is quick and easy. And thus have the expected results.  To help your employees get to grips with the tool, it is necessary to share the various information with all the players: this is the key element for successful project adhesion. Collaboration does not come naturally to everyone. And even less so with digital technology. You need trust and a culture of adaptability to change. The HR department, as well as all managers, play a key role in this transition. Establishing a communication plan is relevant for a successful adhesion: trainings, meetings (face-to-face or remote), tutorials or e-mails to detail the usefulness and the functioning of their new collaborative tool. Another example is the annual review, which is ideal for encouraging collaborative work.

It is useless to set up a collaborative tool if your employees do not understand how it works or why it is useful. This is why a communication plan is essential.

New technologies offer opportunities that must be seized and put to good use within your company. Thus, you will gain in time and efficiency!