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How to get your care teams embracing new software

18/07/2023 minute read Health and Care

The last thing you need is to roll out a brand new piece of software that you know can revolutionise your care organisation, only for your team to revert to the old processes you are trying to avoid.

Whether your employees find the idea of learning a new system daunting, they are sceptical of how much more useful the new tech will be, or they are simply hesitant to change, as a care manager you have likely experienced some resistance from your staff when digitising your processes.

And if you don’t have buy in from your team, misuse of the software can lead to data silos, stress levels can rise and people return to their previous ways, leaving you back where you started.

Why can it be difficult for care teams to welcome new software?

  • Reluctance to change

Many of us like to keep up with evolving technologies in our personal lives, but when it comes to work, we don’t tend to appreciate a change to our routine. We get comfortable with what we know, even if that means following time-consuming or manual processes.

Trying to persuade your care staff to move away from the usual spreadsheets and handwritten notes to digital care management software can be difficult, especially if they are set in their ways.

Not just that, but some may find the idea of learning the ropes of a new software solution daunting, particularly if the technology includes features that they aren’t familiar with or they don’t consider themselves as ‘tech savvy’.

  • Sceptical of usefulness

Whilst your team will likely be able to name a number of challenges they face each day, the thought of amending current processes can seem more complicated than it’s worth, with any changes ultimately being avoided.

So, although a digital tool helps provide a solution to the issues being faced, your team may still struggle to see just how much value the new software can bring to the organisation, to themselves and to service users.

Perhaps your staff are sceptical of how the technology will help improve the quality of care they are able to deliver. They may assume the interface will be overly complicated, so they would rather stick to what they know. Or maybe they have been let down by unreliable software in the past, being inaccessible offline or when the internet connection is poor.

How to get your team to embrace new software

1. Explain the reasons behind your decision

Before you can get your teams on board to a new software solution, you need to be transparent about why you are investing in it.

You may want to gather your teams in person to zero in on certain problems or examples that have been haltering business operations. You can then discuss how the tech will help solve the specific issues your organisation has been facing, so your staff can better understand the value the software will bring to all areas of the organisation.

It may also be beneficial to be clear about when the system will be rolled out. Let your team know ahead of time when to expect the changes. Get any questions or worries about the new tech out in the open early on, so you can hopefully ease any stresses before the change comes in.

2. Show your team the benefits

All good software providers will demonstrate the solution to you, so you get to see what it looks like and how some of its feature’s work. They may even offer some statistics or case studies that highlight how the software can benefit things like efficiency or cost savings.

For your team to embrace a new software solution, they need to know how it will benefit them. Take their worries or questions to your software provider, so you can come back with some answers that explain how functionalities within your new solution will eradicate or ease the issues they face.

Problems with complex payroll? Perhaps the solution automates the calculations, so you get paid the right amount at the right time. Struggling with poor internet connection? A cloud-based software solution may allow you to update care records on the go, even if you’re offline. Lacking business intelligence? Maybe the technology offers graphical dashboards so you can oversee specific areas of the organisation.

3. Ensure thorough induction and training

You want to make sure you’re getting the most out of the software you have implemented, so it is key that you and are staff are fully trained up on how to use it. Get to know how different people prefer to learn, so you can hopefully gear their training towards a method best suited for them.

Ask your software provider if they can give you as many resources as they can so your team can get to grips with the new system. This might be in the form of manuals or online training videos, with a dedicated representative to help with any ongoing queries or complications.

You may also want someone in your organisation to become a ‘superuser’. This would be a person who feels confident learning the in’s and out’s of the systems features, being an in-house role model and guide for others to turn to if they need support.

4. Show your appreciation and get feedback

We all like to know when our hard work is being recognised. And it’s especially important to keep morale high for those who were the most sceptical of the new software you’ve introduced.

Make sure to praise your teams when they effectively use the system. You might even want to evidence just how much their digital input is having on the organisation; show them how their updates at the point of care are benefiting care delivery. Tell them how positive the changes have been for the organisation so far.

And finally, keep asking for feedback. This could be to recognise what is working well or it might be to understand what areas could do with some extra focus. When your teams can be open with you about how they are getting on with the new tech, they are more likely to embrace the changes.

Care Cloud is our optimised cloud-based, care business management solution, designed for any type of care provider.

No matter the size of your care or support organisation, or whether you provide domiciliary, residential, supported living, retirement living or extra care, Care Cloud’s easy to use interface and mobile capabilities will meet your needs. Book a demo today!