No one loves the idea of changing a workflow and the stress that comes with it, even if it’s not particularly effective in the first place (hello, excel spreadsheet for managing sample tracking). The costs of using hacked together tools may not be super obvious up front, but they ultimately cost PR teams performance, bit by bit, which is why it’s important to review them regularly, and change up what’s not working. But, how can you change systems without the headaches that come with learning something new, tool fatigue, and potential down-time? We’ve put together 6 ways you can do just that.

Be mindful that your team might be experiencing tool fatigue.

Before you launch headlong into onboarding a new tool, consider your team. They likely have a whole lot of passwords they have to remember and different systems that need to be learned. We put together a blog post 4 ways to manage tool fatigue in small teams, but the key takeaways are to audit your tools regularly and make sure you’re onboarding new systems that will solve real problems in your workflow. 

Understand (and communicate) why a new system is necessary.

Nobody is changing tech tools for the fun of it – if you’re transitioning to a new system it’s because it offers clear benefits to your team (e.g. Flaunter stops PR teams wasting hours every week on admin and follow up that could be spent adding value to clients). Getting super clear on the benefits and communicating these to your team will help them understand that there’s a reason behind the move, and how it will improve their daily work lives. 

Work with support teams to help you transition.

One of the biggest reasons we see people being reluctant to change tools, even when they aren’t working any more, is the amount of data that’s stored in old systems. Reach out to the support team at your new tool to see what migrations can be done on your behalf. Also understand what data you actually need – if you’re not using the reporting in your old system because it’s too unwieldy to manage, don’t focus on this as being a key blocker in the transition to a new technology tool. Use it as an opportunity to spring clean your data and systems for a fresh start. 

Also, some tools allow you to upload content from old systems or have processes that will help you cut down on setup time. For example, Flaunter offers you the ability to upload your press centre imagery or showroom samples using a CSV upload, meaning you don’t have to upload images individually, helping you save significant set up time. 

Train your Team.

Your team might be feeling apprehensive about new tools and processes, even if they’re as simple to use as Flaunter! Lean into your tech provider’s training resources, ask them to run a demo call or appoint a ‘tech leader’ to learn the ins and outs of a product so they can provide training sessions for the rest of the team. Also look for tools that offer chat support and comprehensive help resources, which will be invaluable for your team.

Planning (and timing) is everything.

Don’t implement new processes just as you’ve launched a brand new campaign – hold off until a slower work period or purposefully monitor your team’s workload in the lead up to any major transition.

Don’t give up!

Even if you do face some resistance from your team, celebrate the wins. Look at your new reporting tools and provide feedback on some of the successes that have come out of the implementation. For example, Flaunter users report a 300% increase in the coverage they are able to generate for their clients. Stats like this help demonstrate the bigger picture that helps to negate some of the teething pains that come with new systems.

Want to transition to Flaunter but on a contract with another provider? Use Flaunter for free* until your old subscription expires. Email to sign up now.

*Only available to new customers signing up to a Showroom plan. Not available with any other discounts. Min 3 month sign up required on completion of old subscription. Offer expires 30th April, 2022.

Image via Oroton.