How to switch to new software

Anyone who’s ever changed phone brand will know that switching technology brands can be a time-consuming and daunting task. When you’re so used to doing things in a certain way it can be hard to learn a new process – especially with tools you use every day without thinking about.

It’s the same when changing the software in your business. Even if you know the new program can save you lots of time in the long-run, in the short term you have to spend time trying to get your head around how to complete even the simplest of tasks. Getting your team using it can be even worse. They’re busy, they don’t have time to be learning how to do essential parts of their job in a new way.

But, with a bit of perseverance, proper training and understanding of the benefits of the new program it can be done.

Here are five tips for getting your team using (and loving) a new tool:

1. Get users up to speed before buying

Before committing to new software, make sure the people in your team that will be using the software get a chance to trial or see it in action. It’s great for you to know what the tool does, but if you’re not the one who will be using it day-to-day then get the rest of your team involved too.

2. See what others have done

Check out case studies and user stories to see how other companies have used the software to achieve their goals. This can provide you with insight on what is possible using the tool. It can give you inspiration for how to integrate it into your current processes, and show you what can be done.

3. Know and share the benefits

Why did you choose to change in the first place? Share these with the team so they understand why you are changing. Perhaps it’s a great new feature that you didn’t have in the previous tool, maybe it saves them time, and maybe it integrates better with your other programs. Whatever the reason, if the team know why then they are likely to be more supportive. If you change tool based on price alone, there’s a chance you will be less likely to get on with the new software and it will be harder to convince the team to use it. A software change should always be seen as an upgrade.

4. Give your team time to learn

Whether it’s a live face-to-face demonstration, online screen sharing, webinar, training video, or any other method – your team will need to spend some time getting to know how the new software works. It is also useful to just log into the software and start trying to use it, often you will learn better by just trying to use it.

5. Don’t be afraid to ask for help

Rather than trying to find out how to do something by sifting through help guides and videos, just ask! Software providers understand that their services may be complex for new users. Live chat, account managers and Twitter are all great ways to ask specific questions – they’ll also be able to provide you with the links you were looking for so you’ll be able to get the most out of the feature.


Here at ResponseSource we understand that it’s a big step to completely change your PR software, that’s why we provide you with full-access trials of our Journalist Enquiry Service and personalised demonstrations of our Media Contacts Database. You get a dedicated account manager throughout your trial period and for your whole subscription. We provide unlimited training, access to help articles and you can ask us as many questions as you need. If you’re looking to power up your PR, chat to us today.

Read next

Subscribe to the blog
Get weekly updates with the latest posts, PR tips and more
Check out our Media Jobs board for PR and Journalism vacancies Learn more