Four challenges IT leaders face when implementing collaboration software (and how to solve them)

Nicola Vass Date published: Apr 26, 24

In today's interconnected business environment, collaboration software stands as a critical tool, carving a path toward enhanced productivity and streamlined workflows. However, for IT leaders, the implementation of these systems can resemble a maze full of obstacles that you need to overcome.

Understanding user needs and resistance to change

One primary obstacle often encountered arises from the very individuals meant to leverage these new tools. Our Ideagen research report indicates that 67% of end users push back against or don’t “buy-in” to new IT software. This resistance to change can manifest from localized comfort with old systems or unease toward the concept of learning something new.

One thing is for certain. Aligning new software with end user adoption in mind taking their expectations into consideration is imperative. Without a thorough understanding of their wants and needs, adoption rates can significantly impact the success company wide.

By systematically identifying individual needs and apprehensions, you can tailor onboarding processes that align more intrinsically with the end-users, mitigating resistance and fostering a more welcoming introduction to new collaboration suites.

Integration with existing systems

Another pervasive issue is the seamless integration of new collaboration software with existing enterprise software. Often, the newness can clash with legacy systems to the point of dysfunction, leading to inefficiencies and data silos. Often, this means that users circumvent company tools and processes to work in a way they deem more productive. 71% of our IT decision maker respondents agreed that end users ignore IT best practices or bend IT rules to achieve greater productivity. IT decision makers need to ensure they are conducting comprehensive tests and trials ahead of full-scale implementation so there are no nasty surprises later down the road.

Security concerns

In a climate where cyber threats are increasingly prolific, IT leaders should look to increase protection against potential breaches as a top priority. Inevitably, introducing new software will raise questions about data integrity and system vulnerabilities.

Our research findings show that security is the main priority, over productivity, for IT decision makers in highly regulated industries. Although this can drive the adoption of collaboration solutions, security risks can also pose roadblocks to adoption of new tech. And as previously outlined, end users bending IT rules for greater productivity is a risk facing the majority of respondents’ organizations. IT leaders must enact stringent security measures, such as multi-factor authentication and encrypted communications, within their collaboration software deployment strategies.

It's time to be wary of where your business information is being held.

Managing costs and expectations

Lastly, the alignment of fiscal realities with project expectations is central to the responsibilities shouldered by IT departments. With restricted budgets and ever-increasing demands, a balance can be hard to come by. It’s important that you consider all costs associated with implementing new software, like maintenance and training.

By adopting a lifecycle approach to budgeting for collaboration software, ensuring all foreseeable expenses are accounted for, you can present a coherent financial picture, preventing unforeseen expenditures.

Leveraging a collaborative approach to solutions

Addressing these challenges requires a blend of strategic foresight and meticulous planning. IT experts must not only anticipate potential roadblocks but also engage in active dialogue with vendors, security teams, finance departments and crucially, your end-users. By doing so, you ensure that the collaborative tools you aim to integrate stand the test of time and enhance your organization's operational efficacy.

While the path of implementing new collaboration software is laden with challenges, a solutions-based approach paired with clear, detailed planning will enable IT leaders to transform these cyber hurdles into digital transformation stepping stones. Remember, the hallmark of an adept IT professional is not the absence of obstacles but the ability to overcome them.

For more information about challenges IT professionals face when it comes to implementing new collaboration solutions, download our latest research report.

Download now