Implementing new software across an enterprise comes with its fair share of challenges—from change resistance to data migration to user experience hurdles. And when it comes to enterprise-wide workflow orchestration systems, the stakes are even higher. While these platforms aim to transform how work gets done, without a thoughtful adoption strategy, the rollout risks falling flat, wasting precious time and resources.
So how can organizations successfully drive adoption? What are the leading causes of resistance, and how do you measure the impact of these initiatives? Continue reading to find out.
Top 5 Challenges When Implementing Workflow Orchestration
Implementing workflow orchestration across complex enterprise systems presents formidable challenges like integrating disconnected technologies, managing scale, ensuring flexibility, monitoring workflows, and finding the right skills.
Here are 5 top challenges when implementing workflow orchestration:
- Integrating disparate systems and data silos: Workflow orchestration requires connecting different technologies, apps, and databases that may use incompatible formats and protocols.
- Resistance to change: Implementing new workflow orchestration tools and processes requires organizational changes. However, people are often averse or resistant to change.
- Lack of flexibility and agility: Rigid orchestration makes it difficult to quickly adapt workflows to changing business needs.
- Monitoring and visibility issues: With intricate workflows, monitoring performance, addressing failures, and maintaining control becomes challenging.
- Skills gap for implementation: Organizations may lack the internal expertise to properly design, implement, and maintain workflow orchestration solutions.
Overcoming Workflow Orchestration Challenges
- Surmounting Resistance to Change
It is a known fact that 70% of change initiatives do not meet their objectives, primarily due to employee resistance and inadequate management backing. People naturally prefer sticking to familiar systems and processes.
But when employees are genuinely engaged in the change process, the likelihood of its success improves by 30% (McKinsey).
To foster a successful adoption, preparation is critical. After implementing the software, focus on the initial onboarding and adoption phase. Clearly communicate the rationale for change and new workflows. Engage end-users early and incorporate their feedback into the rollout plan.
Define clear success metrics, identify expected pain points, establish deadlines, and develop a structured onboarding plan. This process also involves open communication with stakeholders, marketing the event internally, and ensuring each software user feels comfortable transitioning to the new technology.
- Developing a Structured Adoption Strategy
Developing a structured adoption strategy involves several initiatives. The key is to plan the rollout meticulously by setting success metrics, milestones, and user expectations.
This strategy includes creating implementation guidelines for IT teams to ensure seamless integration and developing onboarding materials and training programs to familiarize users with the new technology. Additionally, it’s essential to identify department power users who can act as evangelists, fostering peer-to-peer learning. Scheduling demos and events can create a buzz and facilitate adoption.
Lastly, robust change management and internal marketing strategies can help overcome resistance to change, encourage engagement, and ensure the successful adoption of the technology.
- Getting Data Management Right
According to Gartner, “Through 2025, 80% of organizations seeking to scale digital business will fail because they do not take a modern approach to data and analytics governance.” Whether you want to scale your online business or drive digital transformation, managing data is critical.
Before rolling out any automation initiative:
- Audit existing workflows and data integrations.
- Assess required analytics and reporting needs.
- Identify and rectify data gaps proactively.
During implementation, properly migrate legacy data into the new system. Test integrations thoroughly. Provide users self-service access to reports and dashboards. With clean data foundations, adoption will be smoother.
- Optimizing for Usability and Learning
Prioritize intuitive navigation and interfaces in the new platform. Offer in-app guidance and online resources for self-learning—gamify training with points and rewards.
No-code workflow orchestration tools like Zvolv removes technical hurdles to building workflows using simple drag-and-drop interfaces. It allows citizen developers to create solutions, bypassing IT bottlenecks.
- Leveraging Low Code/No Code Platform
As the digital transformation wave sweeps across industries, low code, no code platforms like Zvolv.com are gaining traction. These platforms can be instrumental in addressing workflow management challenges in an enterprise. In fact, Gartner predicts that the total low code, no code market will reach $26.9 billion by 2023, an increase of 19.6% from 2022.
Low code automation platform like Zvolv offers a holistic solution to the challenges associated with workflow orchestration and software adoption. It simplifies and accelerates the transition to new systems by offering an intuitive user interface that reduces the learning curve for end-users. Moreover, its user-friendly interface allows users to create apps without extensive programming knowledge, fostering innovation and adoption within the organization.
Furthermore, Zvolv’s robust data management and analytics capabilities allow enterprises to glean insights from their data, improving decision-making processes and ultimately driving better business outcomes.
Key Performance Indicators (KPIs) to Measure Success
Track KPIs to gauge the success of software adoption, including:
- Turn Around Times (TATs): Measure and report TATs in all tasks and processes.
- Weekly and Monthly Active Users: Understand the number of active users in a given time frame.
- Average Time Spent on the Product: Track the time spent interacting with the software.
- New Projects: Measure the initiation of new projects.
- Tasks Completed vs. Tasks Allocated: This measures the organization’s efficiency.
- Tasks Completed within Defined TAT: This measure could help improve overall efficiency.
The Path to Successful Adoption
While introducing new software and orchestrating workflow changes can be daunting, a planned, empathetic approach combined with innovative low-code, no-code solutions like Zvolv can ease the transition. With clear KPIs to measure progress, businesses can continually improve their processes and stay ahead in the competitive landscape. In the end, realizing measurable process improvements is what matters most.
