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A 5-Step Process to Utilize Your Existing Technology: Adoption & Summary

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We’ve taken a journey through the five levels of technology utilization in this series of blogs, Spenser Segal on Software Optimization, examining ways to save time while also improving accuracy and consistency. The efficiency and auditability gains will help to ensure you and your team can get more done in less time and not lose track of important client needs that must be taken care of. 

So everything is great now, right? Yes, as long as your team is fully on board. You can build processes into CRM all day long but a fully built-out system is not valuable if the users aren’t using it effectively. Gaining buy-in and adoption throughout the organization is the final and most important step to unlocking your potential for growth and efficiency through leveraging technology.

Buy-in and adoption start from the top and radiate from there. Your entire team needs to be on board and wholeheartedly supporting your company’s advances in technology. Their attitudes and expressed expectations will establish the level of importance everyone else in the organization attaches to the new way of doing things.  As we said at the beginning of this series, 100%, not 99% or even 95%, of the business value of any technology is tied to the employees of your practice actually using the software effectively. 

Throughout the process of progressing through the Five Levels of Utilization, getting input from your team is critical. The more their voices are heard throughout the journey, the better their ultimate level of usage will be when everything is ready to go.  Knowing that their concerns and suggestions were heard and considered goes a long way to gaining buy-in.  

Spend the time to share your reasons for change and highlight the benefits that everyone on your team will realize. Clarify what the end goal and starting steps are.  Repeat your message often, share updates, and dedicate time to training, reviewing, checking-in, and training again.  Your time and effort in this area will be paid back quickly in the form of solid user adoption.  

The single biggest opportunity for advisors to increase their efficiency and effectiveness is to better utilize the software and capabilities they already have access to. The path has been laid before you and it is time to get going.  

  1. Level 1 Utilization — when it’s all in your head 
  2. Level 2 Utilization — writing it down/using checklists
  3. Level 3 Utilization — using workflow to manage tasks
  4. Level 4 Utilization — automating groups of processes in one application
  5. Level 5 Utilization — automating groups of processes across multiple applications 

The market today is full of products that enable you to embark on and successfully complete this journey. There is no excuse for standing on the sidelines and plateauing as you continue to do things the manual way you always have. Technology vendors are advancing their products and maximizing integration capabilities at an unprecedented pace. Today software can be tied together in ways they never could be in the past giving business owners large and small the ability to achieve efficiencies previously unsurmountable without extensive staffing. 

Fully leveraging your technology sets your team up for success. The visibility and accountability you create provides insights for intelligent client management and the ability to focus everyone’s attention where it is most effective. 

Good luck on your journey through the 5 Levels of Utilization. Commit, persevere, and leverage the insights of those who have done it before you. Here’s to the growth and increased profits that are in your future!

View the entire series of blogs, Spenser Segal on Software Optimization.


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