The ultimate guide to a successful introduction of a new desk booking software

Modern companies are using more and more software to automate manual processes and increase efficiency. Hybrid companies also need additional tools to improve digital collaboration and fully exploit the potential of hybrid working. This includes, for example, desk booking software.

The problem 

Introducing such a tool and ensuring employees accept and use it effectively is challenging. However, this is needed to ensure the new software delivers measurable business success and makes employee work easier.

Many project managers are therefore faced with the question: "How can I successfully introduce new software?" If you're one of them, you've come to the right place. This blog article provides an overview of the phases of software implementation, the various methods for implementation, possible challenges and costs, and a checklist with the most important to-dos for the implementation of desk booking software.

At the end of the article, you can also download our free whitepaper, packed with practical tips and strategies for HR and workplace managers to drive employee adoption and maximize the ROI of software implementation. So it's best to read to the end.

Why a successful software launch is important

Introducing software aims to establish a new tool in the company and ensure the investment pays off. With the successful introduction of desk booking software, you can achieve several benefits at once.

• More efficiency: The new tool can automate work processes, reduce human error, and save time for critical tasks.
• Increased productivity: Software solutions successfully established and accepted by employees help them complete their tasks faster and more effectively.
• Competitive advantages: Every new tool increases the company's digital maturity. The higher the level of digital maturity, the easier it is for the company to adapt to market changes and innovate.
• Sustainability: Another advantage of a high level of digital maturity in the company is improved future viability.
• Improved collaboration: Desk Booking software is designed to facilitate digital collaboration in hybrid working environments. Companies that introduce such tools effectively promote collaboration between their teams.
• Employee satisfaction: User-friendly software solutions that simplify work and automate repetitive tasks reduce frustration and increase employee satisfaction.
• Cost savings: If a software is successfully introduced and then used permanently, the company can benefit from considerable cost savings as manual processes are automated.
• Maximizing the ROI: A successful implementation ensures that the investment in a desk booking system is worthwhile and that the new tool's full potential is utilized.
• Quick positive effects: A successful software implementation in the company shortens the time it takes for employees to use and work effectively with the software. As a result, positive effects such as efficiency and productivity gains are achieved more quickly.
• More confidence in future changes: A smoothly implemented software rollout signals to employees that the company is implementing changes confidently and successfully, thus increasing acceptance of future changes.
• Increase employee acceptance: A successful software launch is essential to promote employee acceptance of the desk booking software and guarantee that the new tool will be used in the long term.

Introducing a desk booking software: what are the phases of software implementation?

Without a clear strategy and accompanying measures, the likelihood of employee resistance and misuse of the desk booking software increases. Therefore, it is worth proceeding in phases when introducing software. Even if there is no standardized procedure, you can use the following five phases as a guide.

• Preparation and planning: The first phase involves defining the project's objectives and scope, appointing a project team with the appropriate roles, and developing a realistic timetable for implementation. The company's benefits from the introduction are also defined.
• Concept: In the second phase, the technical and functional requirements are determined, and a technical framework for the project is defined based on this.
• Software selection: In the third phase, a provider or software is selected. To achieve the best possible user acceptance later on, involve employees in the process at this stage and ask them about their expectations and preferences.
• Implementation: This phase involves the actual software implementation. It includes the technical implementation of the desk booking software, the execution of tests to ensure functionality, and the training of end users.
• Ongoing operation and improvement: The software is actively operating in the final phase. From here, the focus is on providing support, monitoring the software, and continuous improvement based on user feedback.

From Big Bang to Agile: methods for the introduction of desk booking software

When it comes to the actual technical implementation, many companies are faced with the question: What is a good strategy for software implementation? Similar to the phases of a software introduction, there is no one-size-fits-all solution for every company regarding the implementation method. Instead, you must decide which approach best suits your processes and working methods. Here is an overview of the various methods for introducing desk booking software.

Big bang method

With the Big Bang method, new software is introduced directly across all locations and departments at a clearly defined point in time. While this approach enables a clear separation between old and new software and a quick changeover, it harbors high risks if something goes wrong during implementation. This method also requires a high degree of preparation and good planning regarding training and communication.

Iterative method

In an iterative software introduction, the new tool is introduced in several steps, for example, per department or company location. This method can reduce risks and allow adjustments based on employee feedback. On the other hand, a gradual introduction also means longer implementation times, which can lead to higher costs.

Pilot project

A similar approach to introducing desk booking software is to carry out a pilot project. This approach introduces the new tool on a trial basis in a small group of employees or a single department before the solution is rolled out company-wide. Although pilot projects delay implementation and risk incomplete test results, they offer companies the chance to identify and fix problems upfront and use feedback from the test groups to improve the process for the rest of the organization.

Parallel introduction

A parallel introduction works similarly to the iterative method but pursues a slightly different objective. The idea is that old and new software are used simultaneously for a defined transition period. This approach is particularly advantageous for business-critical software applications, as it guarantees business continuity in the event of errors in the new software and minimizes risks. The disadvantages lie in the double workload for employees and the higher costs incurred by operating two systems in parallel.

Gradual introduction of functions

Another strategy for software introduction, which also follows an iterative approach, is the gradual introduction of individual software functions. Instead of activating the Desk Booking software with its entire range of tasks simultaneously, the functions will be gradually expanded based on an implementation plan. In the case of complex software solutions, this approach can help train employees more aggressively. The main disadvantage is that it takes quite a long time before the full potential of the software can be used effectively.

Introduction to Agile

Companies that work in an agile way should choose a software implementation strategy that suits their corporate culture and way of working. An agile implementation strategy is based on an iterative, flexible approach in which continuous adjustments are made based on user feedback. While this approach enables a high degree of flexibility and rapid adaptation to current requirements, it requires experience in agile project management and close cooperation with all project participants.

What are the challenges of introducing desk booking software?

Companies often must overcome challenges when introducing new tools, such as desk booking software. Here is an overview of the hurdles and factors that usually cause software implementations to fail.

Resistance of employees

A typical challenge faced by companies in the DACH region is a combination of technological skepticism and fear of change. New technologies and the associated process changes can lead to resistance among employees because they do not know how the latest technology will affect their work processes.

The fear of making mistakes when using the new tool can also inhibit acceptance of the new tool. Just like the feeling of technological overload. Did you know that 27% of employees feel overwhelmed by the number of tools and technologies they have to deal with at work?¹

Different user skills and requirements

Another factor that can negatively impact your success when introducing the tool is the employees' different user skills and requirements. Digital affinity and user competence in dealing with digital tools vary significantly within a workforce.

This is particularly the case if several generations are represented in the company. For example, 40% of Gen Z are very interested in new technologies, compared to just 22% of baby boomers². 

Considering and overcoming these differences when introducing desk booking software can be a real challenge.

Insufficient communication and training

Communication and training opportunities are two key reasons why projects to introduce new digital tools often fail. In practice, this is usually not because employees are unwilling to use new tools but because they are not sufficiently involved, informed, and trained. A study by Software Advice, for example, shows that 75% of respondents would like more training to accompany the introduction of digital tools³.

Lack of attention to human aspects

In projects such as software implementations, the focus is usually exclusively on the technical implementation and achieving the objectives set by management (e.g., cost savings or project duration). What is often forgotten is the human factor. However, if you want employees to embrace your new desk booking software truly, you should consider their perspectives, fears, and hurdles.

A survey by GetApp shows how little companies consider their employees when making software decisions. For example, 27% of respondents stated that their company did not take the personal preferences of employees into account at all when selecting new software.

Technical difficulties

Technical difficulties are another hurdle to overcome when introducing desk booking software successfully. If IT problems occur during or immediately after the introduction of the tool (e.g., non-functioning integration into existing systems), this quickly leads to employees becoming frustrated.

According to a survey by Gartner, 60% of employees say they have experienced occasional or frequent frustration with new software in the last 24 months. Frustration, in turn, reduces the likelihood that users will accept the latest tool and integrate it into their work processes permanently. 51% of German employees see the main reason for software implementation failure as incompatibility between new and existing tools.

Lack of project management

Poor project management is also a common reason why software implementations in companies fail. From a project management perspective, various problems can negatively impact the introduction of the tool. In addition to time and budget overruns, which lead to frustration and hinder the implementation process, unclear responsibilities in the project team and a lack of preparation often lead to delays and long-term acceptance of the desk booking software.

What does the introduction of new software cost for companies?

Introducing new software can vary greatly depending on its complexity, company size, and specific requirements. When calculating the implementation costs, you should consider the following cost factors.

• Costs for development or license acquisition: The primary costs of software implementation are incurred during the development of an individual software solution or through the acquisition of the user license.
• Hardware costs: This includes expenses such as the purchase of servers and expenditures on backup and recovery solutions.
• Implementation costs: Implementation costs include expenses for setup, implementation, configuration, testing, and any adjustments.
• Training costs: This cost item includes expenses for training employees to prepare them for using the new software.
• Expenditure on security: The security of the new solution is a significant cost factor in introducing the tool, and it includes costs for regular checks, testing, and the creation of disaster recovery plans.
• Costs for integration and data migration: Developing interfaces to existing systems and migrating data records from the old to the new software also cost money.
• Maintenance and support: This includes ongoing costs for updates, technical support, and the internal administration of the software.

What do you need to consider when introducing desk booking software?

You should consider various aspects to ensure the tool introduction is successful and has the desired positive effects (productivity gains, efficiency gains, etc.). Here are a few practical tips for introducing desk booking software.

• Nothing beats careful planning.
• Consider the needs of employees as early as the software selection stage.
• Keep asking for feedback during implementation, and do not shy away from making changes.
• Prepare and train employees before the introduction.
• Choose an implementation strategy that matches the corporate culture and working methods.
• A transparent allocation of roles in the project team prevents missed agreements and unfinished to-dos.
• Define clear goals for the software implementation and work towards their fulfillment.
• A careful calculation of costs and effort prevents financial and time bottlenecks.

Introducing desk booking software: how do you promote employee acceptance of new tools?

A successful software implementation in a company depends on the employees' acceptance. If employees accept the new desk booking software and integrate it effectively into their daily work routine after implementation, you can achieve your goals and guarantee a positive ROI. To encourage employee acceptance of the new tool, you can use the following strategies.

Early involvement of employees

It involves employees in the process as early as the software selection stage. To do this, you should ask employees about challenges, preferences, and requirements for the desk booking software (e.g., through workshops and feedback rounds).

Transparent communication

Communication is decisive in promoting employee acceptance of the desk booking software. For this to work, communication should focus on the new software's benefits and communicate to employees how the new tool will benefit their work. Regular updates on the progress of the software rollout help ensure that the topic is kept relevant and up-to-date for employees and fuel interest and anticipation.

Training and support

The aim is to pursue an employee-oriented approach to software implementation that prioritizes users and responds to their needs. This includes measures such as tailored training programs for different user groups and the provision of easily accessible resources such as tutorials and FAQs, as well as other support options.

Free whitepaper

Choosing desk booking software: the criteria that promote employee acceptance

If you consider employees' needs and requirements when selecting software, you increase your chances of the new tool being accepted by many employees. But what criteria should you keep in mind when choosing desk booking software? Let's look at this using our deskbird solution as an example.

Our employee-oriented deskbird app fulfills the following criteria, among others, which make it popular with employees:

• Ease of use: With deskbird, your employees can book desks and other resources with just two clicks. The intuitive user interface ensures that employees quickly integrate the app into their day-to-day work.
• Functionality: Providing your employees with tools that offer all the features they need to make their day-to-day work easier encourages adoption. deskbird offers your teams all the features they need to organize their hybrid workday better, from desk booking to room booking and week planning.
• Integration into existing tools: Thanks to our MS TeamsTeams and Slack integration, your employees can make and manage their bookings directly via the tool interface they are familiar with. This means they can continue to work their usual way and don't have to switch between applications constantly.
• Security & data protection: Data protection and security are particularly important for employees in the DACH region. deskbird is GDPR-compliant and ISO 27001 certified, thus promoting the trust of your employees.

☝️ Our whitepaper shows even more selection criteria and success factors for a successful software launch and high user acceptance.

Checklist for the introduction of desk booking software

A methodical approach to software implementation helps ensure that all aspects are considered. A detailed checklist is best suited for this purpose. The specific to-dos may vary from company to company, but including the following aspects on your list is generally advisable.

• Target definition: A clear definition of objectives is the first step for a successful tool introduction. No project can be successfully implemented if it is not clear from the outset where it is going.
• Project plan: Having a project plan to hand when introducing desk booking software helps companies ensure everything runs smoothly. The project plan is the central document used to track the project's progress and in which everything is documented. It includes, among other things, the implementation plan, which describes which method will be used for the introduction and the schedule for the technical introduction.
• Stakeholder involvement: Executive sponsorship, i.e., support from the management level, is an important success factor for implementing desk booking software. By acting as role models, managers can make a decisive contribution to ensuring that employees accept and use the new tool as planned.
• Company agreement: Another important point on the checklist for introducing new software is to involve the works council. Depending on the type of tool in question, the works council has a say. A company agreement may also be necessary.
• Data protection: A checklist for introducing new software should also include data protection and compliance. If personal data is processed when using the new tool, the company's data protection officer should be involved at an early stage.
• Support and long-term use: The to-do list includes setting up various support options during the launch and developing strategies to ensure long-term use.
• Feedback and improvement: After the launch is before the launch. Collects feedback and continuously improves the tool to optimize its use.

Employees play a decisive role in a successful launch

Software introduction is about implementing a new tool in the company. However, there is much more to this than just technical implementation. If you want to ensure that employees embrace your new desk booking software and deliver the positive change you're aiming for, you need an employee-centric approach that involves your team in the process from the start - from selecting the software to choosing a suitable implementation method that fits your team's culture and way of working.

Focusing on their needs and requirements can help overcome challenges such as internal resistance and different competencies when using the tool. Early employee involvement, transparent communication, and tailored training programs play a decisive role here.

We recommend our free whitepaper for even more practical strategies to maximize employee acceptance when introducing desk booking software. It contains 23 pages of valuable tips and concrete strategies for introducing the software so your employees will receive the tool. As a little bonus, we share creative examples from the deskbird community.

Do you want to put these strategies and findings into practice right away?

Start a free trial of our deskbird solution today and see what a difference a tool that is designed to be user-friendly and employee-centric makes to employee adoption.

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Sources:

• Studie: 5 Softwareauswahl-Kriterien für Mitarbeiterakzeptanz (in German)
• Technologie am Arbeitsplatz: Was unterscheidet Jung und Alt? - New Work Experience (in German)
• Gartner Survey Finds 60% of Employees Experience Frustration with New Software
• Companies fail with software projects - IT-Matchmaker News

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Footenote:

1. Studie: 5 Softwareauswahl-Kriterien für Mitarbeiterakzeptanz
2. Technologie am Arbeitsplatz: Was unterscheidet Jung und Alt? - New Work Experience
3. Technologie am Arbeitsplatz: Was unterscheidet Jung und Alt? - New Work Experience