The pace at which organizations are having to adapt and evolve their technology platforms to remain competitive continues to grow, and as the pace grows, so can stress on the staff. While most technologies bring time savings and efficiency improvements, there’s always some degree of stress that accompanies their installation and integration. People love it when “it just works,” but inevitably, that’s rarely the case.
Whenever major systems are being updated, the process of change is a source of stress for many employees at all levels of the organization. People wonder, ‘Will it work, and how will my day be affected.’ Understanding the stressors associated with the new systems and developing strategies to mitigate their impact on the workforce is essential. Fear of the unknown is a huge source of stress, and it’s common for people to experience anxiety when faced with unfamiliar tools, processes, or workflows. If something unexpected happens, or people are not prepared for ‘what’s expected to change,’ they become reluctant and slow down their operations. Then, it’s much more complicated to get them enthusiastic to use the system and back on track.
Adapting to new systems and technologies isn’t just about a clean installation without bugs. Sometimes, people are required to acquire new skills and knowledge. Some welcome the challenge, as they love learning and testing themselves, whereas others are fearful. These individuals question their ability to keep up, and when they encounter a challenge, they prefer to signal that the technology is faulty and not that they haven’t learned how to make it work. The pressure to learn quickly and the fear of making mistakes during the learning process can contribute to stress levels. This resistance can also stem from a fear of losing control, a lack of understanding of the benefits of the change, or a general aversion to disrupting the status quo. Often, this last form of resistance points to inadequate or unclear communication about the reasons for the change, the implementation process, and the expected outcomes. If you encounter this within an organization, an operator should reassess all their communications systems, as there will be other challenges.
When managed incorrectly, communication issues drive to the heart of people’s fears: the fear of the unknown. Some employees may be resistant to change, particularly if they are comfortable with the existing systems and processes. This fear is worse for anyone who is insecure, as their fearful attitude can spread quickly and become toxic.
Strategies for Mitigating Stress
Effective communication is perhaps the most important strategy and tactic for mitigating stress at any time during any relationship. As such, it is a critical component in mitigating stress during the adoption of any new systems and technologies in organizations.
When new systems and tools are proposed, management, supported by HR, should invest heavily in articulating the reasons for making the changes, emphasizing the benefits for both the organization and the employees. In doing so they are not simply explaining why a new system is being implemented, but also conveying their thoughts with regard to corporate culture and how everyone deserves to be treated.
Encouraging open dialogue and feedback from employees regarding the changes and addressing their concerns promptly and honestly will foster increased trust, not simply in this area but across the board. As a result, there will be stronger engagement and a sense of ownership. Creating opportunities for employees to take on roles in choosing the systems and the implementation process, or encouraging them to participate in the development of best practices for using the new tools further enhances their sense of ownership and commitment. Empowering employees to become change agents within their teams, helping to promote the benefits of the new systems and technologies, and supporting their colleagues through the transition fosters a sense of leadership and collaboration.
Just as with other areas of the business, mistakes and failures should be welcomed as learning and development opportunities. If we don’t allow those around us to make mistakes, they lose confidence in their abilities, and when one is afraid of making mistakes, mistakes are more likely! A key error people make is assuming that everyone will learn a new system in the same amount of time, or in the same ways. Assuming is a deadly sin! We need to recognize that even the most exceptional individuals will struggle at times, and accept that the learning curve will vary. Plan accordingly, and you will be pleasantly surprised when your team outpaces expectations! The confidence you all gain will be banked to use during another stressful period!
As should be clear, encouraging change as an opportunity for personal and professional development rather than as a threat shifts the mindset from one of fear to one of growth. This attitude will quickly become contagious, and lift morale and productivity.
Monitoring and evaluating the impact of change is crucial for identifying and addressing any positive and negative effects on the workforce. You need to learn from both, repeat what works, and rinse away what doesn’t! Regularly assessing the effectiveness of the new systems and technologies and gathering feedback from employees on their experiences and challenges provides valuable insights into the success of the implementation process. Being prepared to make adjustments to the implementation plan or provide additional support and resources based on the findings of these assessments ensures that the organization remains responsive and adaptable to the needs of its employees.
The adoption of new systems and technologies is a necessary and inevitable part of organizational growth and development. By understanding the potential stressors associated with this process and developing strategies to mitigate their impact, the entire team can work together to support each other through the transition. By prioritizing the well-being of employees throughout the adoption process, organizations can not only minimize the negative effects of stress but also cultivate a more resilient, adaptable, and engaged workforce.