Modernization efforts often face challenges such as poor user adoption and data mismanagement, which can undermine even the best-designed platforms. Business leaders recognize that without strong user engagement and accurate, reliable data, these initiatives may fall short of their potential. “A simpler user interface leads to better user adoption. Reduce the noise, remove unnecessary fields, and get it down to what they need to know and do,” says Swanson, emphasizing how simplifying interfaces is critical to success. To help enhance the value of modernization, organizations need a strategic approach that simplifies complex processes, encourages user adoption, and fosters data integrity.
The Four-Part Formula Building User Adoption and Data Quality
To support user adoption and data integrity, organizations need a strategy that keeps processes straightforward, fosters engagement, and builds accountability. There are four critical steps organizations can take to help overcome these challenges:
For users to fully engage with a new system, it must be easy to navigate and use. Streamlining workflows, eliminating unnecessary fields, and creating intuitive dashboards in Customer Relationship Management (CRM) or Product Information Management (PIM) systems can make a significant difference in adoption rates.
Automated processes reinforce consistent engagement, helping to reduce errors and encourage compliance without overwhelming users. “Automation should work with the user, not against them. Properly designed, the system enforces processes without stalling workflows,” adds Swanson. Validation rules, auto-populated fields, and required inputs guide users through tasks, making compliance a natural part of their workflow.
Rewarding employees for following processes helps build long-term engagement. By offering individual or team-based incentives for completing high-priority tasks, organizations can boost morale and promote a culture of excellence. ‘Winners keep score,’ is a phrase I often use. When employees know they’re being recognized and rewarded, it transforms system usage into a motivator rather than a chore,” says Swanson.
Periodic compliance checks, using exception-based reporting and targeted audits, help maintain accountability, and encourage consistent adherence to processes. “Inspect what you expect. By reinforcing compliance through strategic checks, you highlight its importance without micromanaging,” says Swanson. Rather than auditing every action, focusing on critical processes and random spot checks can highlight areas in need of improvement while lessening the burden on teams.
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Applying the Formula to CRM and PIM Adoption
Customer Relationship Management (CRM) and Product Information Management (PIM) systems play a critical role in driving operational efficiency, data integrity, and customer engagement. There are several considerations organizations can factor in to support both CRM and PIM systems:
- Making CRMs Work for Sales Teams: Sales teams often face challenges with CRM interfaces that are overly complex, leading to incomplete data, missed sales opportunities, and inconsistent customer profiles. By simplifying processes and guiding consistent data entry, organizations can boost adoption and enhance CRM value.
- Simplify CRM Processes Custom: CRM forms, tailored to match the sales process, display only relevant fields, making it easier for sales teams to enter and access critical data.
- Automate Key Engagements: The system can auto-populate fields like follow-up dates, helping to ensure no steps are missed and saving valuable time.
- Motivate Through Gamification: Recognition programs and leaderboards can encourage consistent data entry. Rewarding the process, such as complete note taking, helps teams focus on engagement quality.
- Monitor Compliance in Sales: Exception-based reporting can flag incomplete or missing data fields, reinforcing data integrity and creating a consistent, reliable sales pipeline.
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Enhancing PIM for Data Quality and Efficiency
PIM systems are essential for managing product data across channels, impacting inventory, online sales, and customer satisfaction. Poor data entry and inconsistent adoption can lead to downstream issues.
- Customize PIM Forms: By tailoring forms to display only relevant fields, PIM data entry becomes faster and more accurate, maintaining high-quality information across platforms.
- Automate Critical Data Points: Automated rules, like mandatory barcode fields or automatic SKU generation, help capture essential information consistently and reduce manual errors.
- Encourage Accuracy With Gamification: Monthly competitions or recognition programs encourage accurate, timely data entry, helping maintain data quality standards across teams.
- Support Data Quality With Compliance Checks: Exception-based reporting and random spot checks help identify discrepancies early, allowing teams to correct issues before they impact broader operations.
Building a Path to Successful Modernization
User adoption and data integrity are essential for successful platform modernization. By simplifying processes, designing systems that foster engagement, incentivizing users, and promoting accountability through compliance checks, organizations can avoid common pitfalls and achieve stronger outcomes. Businesses that embrace this approach are more likely to see improvements in efficiency, data quality, and sustainable growth.
Whether you're preparing a platform upgrade or are facing challenges with users adopting your new system, the right strategy can make all the difference. BDO Digital can help tailor this four-part strategy to your needs. Reach out today to learn how we can support your organization in achieving reliable data and strong user engagement for lasting modernization success.