Top Companies Share Secrets to Smooth Workplace Tech Adoption

You’ve seen the headlines. You’ve watched the news. Since the fog of the pandemic lifted, there has been a constant push-and-pull between employees and employers around working in the office. 

Employees want flexibility. Employers want in-person time. The middle-ground? Hybrid work. But this new way of working came with a host of questions. Primarily: How do I support office work for a hybrid team? 

That’s why when it comes to onboarding new technology to support the modern office, the stakes are high. You are not just introducing a new platform but often new ways of working entirely. So, how can you ensure the next rollout of new technology in your office runs as smoothly as possible at every level of your organization?

We’ve worked with thousands of clients to reimagine their workplace in a hybrid world and we combed through our customer stories to find the common threads of a successful rollout. Turns out, your tech is only as successful as the plans and processes you put in place. Here’s what you need to know.

How to Roll Out Workplace Technology Successfully

Finding the right workplace technology is one thing, but rolling it out to your teams? That’s another thing entirely. 

Implementation takes planning and time but it’s a heck of a lot better than the headache of having to find a new platform because the one you just invested in just isn’t getting off the ground. The biggest determinant of success is always organizational buy-in. That’s why we encourage our customers to put such a focus on change management when rolling out our workplace tools.

1. Secure Buy-In and Prepare for New Processes BEFORE Rollout

The best way to get people on board with the latest office tech is to involve them in the process up front. What kind of spaces do different teams want to book? Where do people see the most potential for friction when using the new technology? 

When you ask the right questions AND include all of the stakeholders needed to get this tech off the ground, you are better equipped to handle problems that are likely to arise during rollout.

Example: Workleap Starts by Uniting All Stakeholders

Workleap, formerly GSoft, is a Software Development company based out of Canada. When they began using technology to better manage their hybrid office, Workleap formed a cross-functional team to prepare for the rollout. Members from the culture and organization team, legal team, procurement team, and IT team in order to prepare for the rollout. The cross-functional team set out to: 

1. Add Robin training instructions to the employee handbook
2. Create a series of internal communications about their new hybrid work policy
3. Train the front desk staff to help walk-in visitors book desks

The collaborative approach meant they could confidently answer questions, make adjustments, and provide their people with a seamless experience.

“Robin had the foundations of what we wanted and was super simple to implement,” said Lucy. “The whole approach that we have for the workplace is about how we can remove the friction and the platform makes that possible.”

2. Build Thoughtful Comms and Easy Training for Quick Adoption 

Technology can support better workplace experiences, but your people are the ones who drive it. That’s why the way you communicate the changes and structure employee training is crucial.

When you first roll out a new tool, go in with the assumption that everyone is starting from square one. Some people pick up new tools quickly and others will need some extra help along the way; starting with the basics ensures everyone gets the support they need, whether they’re tech novices or experts.

A drip-down communication campaign is a really simple way to make sure multiple experts can answer questions and assist when others get stuck. Remember: Training is more than teaching people how to use a new tool. It’s an opportunity to field questions, listen to feedback, and make improvements.

Example: VHB Makes Intentional Plans for a (near) Flawless Rollout

VHB is a multidisciplinary American civil engineering consulting and design firm headquartered in Watertown, MA, with offices along the East Coast. The preparation by the entire VHB team made the rollout of Robin an out-and-out success. The IT Operations team thought through how to help get the people comfortable with things like: 

• How does flexible seating work? 
• What does hot desking mean?
• What does the process of booking resources look like? 
• Who can help me with any issues?

“Robin really helps smooth over a lot of those concerns because of how easy it is to use. Once I rolled out Robin with an email about the basics, I didn't hear from anybody. In IT that just doesn't happen,” explains Dale.

“So then I started to worry. Do they hate it? But it wasn’t that. I sent the follow-up survey to Boston saying, "Hey, how is the Robin stuff working?" They all loved it.“

"With Robin, you deploy it, communicate what's coming, show them how to use it, and then it runs, which is to me just a huge credit to the platform."

3. Translate Success Across Your Workplace

Your first rollout will be a learning process. Embrace that period to figure out what works and what doesn’t. Then, apply those lessons to your other offices. 

While every location will have its own unique quirks, having a single platform for your entire workplace ensures there is familiarity and common ground for all of your physical locations. 

Pro-Tip: Using a big change as a catalyst event for rolling out Robin can prove pretty useful. Whether you are moving offices or making some bigger changes to your current layout, introducing (or re-introducing) a new workplace management tool while other things are shifting allows you to roll out Robin as part of a larger shift.

Example: Hootsuite Centralizes Workplace Management for All Offices

Hootsuite, a company that provides social media management software, had the challenge of implementing Robin across 3 global offices; 3 different countries, and 3 different teams, all with completely different needs. 

As a larger company with over 1,200 employees, they needed a change management strategy that would support everyone despite location or job title. The team leading the charge knew that each office would have unique identifiers so they wanted something that was both customizable and standardized to some extent.

“The change piece was critical and being supported by the Robin team was a game-changer,” says Paulina. “I find what does work really nicely at Hootsuite is engaging our employees as champions. They are able to surface those key questions so we can prepare to address all concerns and needs.”

4. Stay Vigilant 

Once teams have desk and room booking nailed down, workplace teams or leads usually want to see what that data says about how their office is being used. In our experience, this information can be instrumental for future office moves, in-office planning and even helps leaders better understand who is using the office and for what purpose. 

When you have the right data, you can paint a better picture of what kind of workplace best supports your company’s needs. Plus, you can access the information that will help you understand whether this rollout was an out-and-out success or needs to be revisited. 

Example: TraceLink Stays Plugged into Office Needs with Robin Data 

TraceLink, a leading software provider for digital supply chain management, has over 1000 employees and multiple locations in the US, UK, and India. 

In an increasingly changing environment, their team turns to Robin for data about how offices are actually being used. From there, office managers and company leaders can make decisions about their spaces with trusted data. 

“We're trying to find the optimal balance between working from home versus working in the office. We want to stay ahead in this continuously changing, competitive environment,” explains Phil.

“We're constantly doing evaluations and looking at the available data, testing ideas and approaches, talking to and surveying our people, talking to the Robin team about options, checking what our industry counterparts are doing."

Getting Workplace Management Right with Better Technology

Every company is different and no two implementation strategies will be exactly the same, but when we look at success stories it’s easy to see what they have in common.

Each customer incorporated company-specific details into their change management plans but these commonalities led to their success in the long-run. 

However you decide to implement change in your workplace, make sure you are checking the right boxes before you even begin the journey. The better the rollout runs, the more likely the technology is to stick. Remember: There’s only one chance to make a good first impression. 

Looking for more insights into how to reimagine your office for a more modern way of working? Let's talk.