When you’re looking to invest in new software for your business, it can feel like a huge opportunity. You’re promised better efficiency, easier workflows, and simplified processes; but after the initial excitement fades, the reality sets in: the software isn’t getting used, your team is frustrated, and you’re left wondering where it all went wrong. According to Forrester Research, the majority of software projects fail because of poor user adoption—not because the software itself was faulty. The real issue often boils down to the way it’s rolled out and whether the team actually gets on board. So, how can you make sure it sticks?
User Adoption—Why It’s Harder Than It Seems
Forget about the “set it and forget it” approach—this is a partnership between the software and your people. Start with clear, engaging training that doesn’t just cover the basics but shows your team how the tool will make their work easier. It’s not enough to hand out logins and expect everyone to magically figure it out. Provide continuous support, from onboarding sessions to ongoing troubleshooting.
But it doesn’t stop there—ask for feedback regularly. Your team should feel like they have a voice in how the software evolves and integrates into their workflow. When employees feel like the tool was built with their needs in mind, they’re more likely to adopt it. And finally, tie success to the software’s use. If employees understand how it will make their jobs easier and they feel supported throughout the transition, it’s far more likely that the tool will stick—and deliver the results you’re hoping for.
Customization—One Size Doesn’t Fit All
Once your team is on board, the next challenge often emerges: the software doesn’t fit your business needs. What seemed like a perfect solution in the demo suddenly feels like a mismatch. You might find yourself forcing your processes into a system that wasn’t built for how your company works. This is where customization becomes key.It turns out, a number of businesses say they’ve switched platforms because the original software lacked flexibility.
The truth is, no two businesses operate exactly the same, and off-the-shelf software can’t always meet your specific needs without modification. Customization doesn’t mean creating a Frankenstein tool with thousands of unnecessary features—it comes down to tailoring the software to fit your processes and workflows. You want the software to work for you, not the other way around. This might mean adding new fields, adjusting reporting formats, or making the system more intuitive for your employees.
Why Use RFPs for Successful Software Selection
This is where an often-overlooked process comes into play: the Request for Proposal (RFP). It turns out, it’s actually one of the most effective ways to make sure you’re making the right software choice from the start. And here’s why it works: RFPs turn the overwhelming process of picking software into something a lot more manageable.
According to experts at RFPHub.com, these proposals help you define your exact needs and compare multiple vendors side by side. This makes it easier to evaluate features, pricing, and support from different options and avoid those painful “we didn’t think of that” moments after you’ve already signed the contract. It’s also a great way to test how responsive and knowledgeable the vendor is before you even commit.
Great software can automate tasks, improve efficiency, and give you a competitive edge—but only if it’s used correctly and if it’s a good fit for your business. User adoption and customization are critical, and the RFP process is a crucial part of making sure you get the right tool for the job.
It’s easy to think of buying software as an IT task, but at the end of the day, it’s a decision that impacts the entire business. The companies that succeed in implementing new tools are the ones that prioritize planning, clear communication, and adaptability. So take the time to ask the right questions, involve your team, and customize the process to meet your needs.