Struggling to Get Your Team to Adopt a New System? Here's How I Fixed That.
Have you ever felt frustrated when trying to implement a new system with your team? Trust me, I’ve been there. It’s a tough spot to be in when your team isn’t following through, and the excitement you initially had for the new system turns into resistance, dropped morale, and a lot of headaches.
Like me, you may have wrestled with:
➡️ A lack of follow-through from your team when asked to use the new system
➡️ Resistance to change, making it feel like an uphill battle
➡️ A drop in morale when the team feels overwhelmed by new processes
➡️ ...and the list could go on.
The moment that changed everything for me was when I asked myself one crucial question: “Did I involve them in the process?”
That simple but powerful question was the wake-up call I needed. Once I gained the awareness to ask it, I started digging deeper to uncover a process that not only works but can also drastically improve team engagement and successful system implementation.
Here’s the simple process I now use—and it’s worked time and time again:
1️⃣ Create Space for Involvement
I gather the team in a space outside their usual work environment and make them an essential part of the process. The idea is to encourage them to set “impossible goals” for the new system. By getting them involved from the start, they take ownership, which builds engagement. It’s not just my system; it’s our system.
2️⃣ Ask the Right Question
The next key step is to ask a powerful, open-ended question:
“If you had a magic wand and could wave it to get anything you wanted from this system, what would it be?”
This gets their creative juices flowing and allows them to dream big, unrestricted by current limitations.
3️⃣ List Everything, Then Refine
Once everyone has shared their ideas, we make a complete list of their suggestions. Then, we go through a “keep, kill, or combine” exercise, narrowing it down to the top 5-7 functions that we absolutely need from the new system. This focuses the team's energy and makes sure the most impactful features get implemented.
4️⃣ Assign Responsibility and Set a Timeline
We then assign an OPUR (One Person Ultimately Responsible) to ensure the system’s implementation. A deadline is set—typically 90 days out—and we hold weekly check-ins to track progress. This gives everyone clarity on who is leading the charge and when key milestones need to be hit.
By following this process, I’ve seen my team’s engagement and success in adopting new systems skyrocket. When they feel like they’re part of the solution, they’re much more likely to fully adopt and contribute to the system’s success.
If you're finding it difficult to implement change with your team, try this approach. Involving them from the start is the game-changer you need, and I promise you’ll see a significant improvement.
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