The transition from spreadsheet-led project management to using online operations software is a big step for any organisation or event. The change is meant to drive efficiency, collaboration and communication – saving you time and money, and making your operations better.

So it’s immensely frustrating if, instead, you get confusion and wasted time. Here we look at why that happens - and how you can make sure it doesn't. 

1. There isn’t enough buy-in: really commit to the change. It can be a big change, and perhaps on the surface the overhaul in how you plan your events or projects seems too large. There’s no doubt that the change demands extra short-term work to drive it forward, and this effort, throughout the organisation, is essential. You've identified a change that will help your organisation, so really drive that change.

2. There’s a stubbornness and resistance to change: be open-minded. Some of your team might like your current means of operating, and simply want to keep on working as they are. It’s familiar, it works (just!), and the incentive to change might not be made clear enough. But businesses don't progress by standing still: be open-minded and accept that there are always ways to improve.

3. The longer-term organisational strategy is unclear: be clear with your team. Will this be a long-term, permanent change, or is it an increased short-term workload for no discernible gain? The change in approach needs to be explained and justified for full buy-in. If your team knows what the benefits will be, they'll want to work hard to make them a reality.

4. There’s a lack of uniformity in how the new software will be used: draw up some rules of engagement. How will this change actually be put into practice? Have clear training and clear guidelines been provided on how to use the software? The system might be simple to use, but if it isn’t established how exactly your company will be working with it, then it might appear complex and confusing. Is there a plan in place to align your departments and unify planning methods?

5. The system isn’t bespoke to your needs: pick one that you are confident will suit you. It is nice to have the massive project management systems that integrate with every and any system out of the box, but that’s often at the expense of having something actually tailored to your needs. It’s the project management that needs to be your bread and butter – not the fancy add-ons.

6. Or perhaps the system is too complex for your needs: be clear on the functionality that you need. Extra functionality always sounds great. But it’s only great if it’s useful, and simple enough to use. Entering useless information, being forced to click through far too many steps, or not being able to find the information you need are common hindrances in this kind of system.

If you’re searching for a new project management system, it’s important to scrutinise the choices and plan how you will implement the change.

Often, the decision to change to a new project management system is the right one – but how you go about that change dictates whether or not it will be a success for you. Be thorough in your search, justify it to your team and commit to it long-term – that’s how to make it a success.

At WeTrack, we work with you to make your adoption of the system smooth and efficient, so that you can start to see instant rewards. Learn more about WeTrack's project management software for events and venues here.