Welcome to Lesson 14 of the self-guided onboarding program!
Congratulations on completing your eCompliance Self-Guided Onboarding! The focus of this lesson is to share examples of how other customers have embedded eCompliance in their organization's safety program.
Learning how to use the program is the first step, but the question of how to implement, drive adoption by your workers, and best practices are top of mind now.
By the end of this lesson, you will learn how to:
- Begin the rollout of eCompliance to your employees
- Create a pre-launch to-do list
- Access the resources available to you and your employees
It’s important to proactively think about change management as soon as possible. Before considering how to manage change it is important to first understand how change can impact your employees. The following stages apply to how an individual processes change in general:
How can you help manage the stages of change for your employees? By following the COLTS method – Communication, Observe, Listen, Train, and Share & Celebrate. Please contact your Customer Success Manager or the shared email: email@example.com if you have not received our change management toolkit.
Start out with a test group made up of Managers and Contributors from one of your departments, divisions, or teams to get differing perspectives.
By launching to a small group you will be able to get valuable feedback not only on the system itself but also on internal steps such as communication. Once you've gathered initial feedback, make any changes to the system before rolling it out company-wide to ensure you don't lose your audience and are providing them with a better solution and experience.
Let your employees know that you want their feedback as there are changes you can make. Your employees may not know that you have the power to edit a form and improve the current workflow. Your employees know the workflow and forms inside and out, their feedback is important.
Ensure the launch (most frequently used) forms are built and tested for beta trials. This will allow the employees to get used to the new workflow for form submissions and give you time to build the rest of the forms that you would like to build out through eCompliance. Employees will see the benefits of this new workflow and start requesting that all their forms be done through eCompliance.
Phased Roll Out
Don't overwhelm your employees, determine which workflow, whether it is incident tracking, training management, document distribution, etc, is your top priority, then focus your roll out there first.
1. Build Frontline Momentum
- Communication plan – Outline the new software, what it is, why you have chosen eCompliance, key benefits, when is this happening
- What excites you (the Admin) about this software
- Highlight ease of use
- Easier data collection & sharing –actual impact of workflow
2. Incentivizing Adoption
- Award the top contributor (eg. submitted the most hazard ids in a month)
- Reward the early adopters of eCompliance
- Tie Manager usage to their bonus
3. Rewards don’t always have to be tangible
- Showcase top health & safety performers on social media or in your company communication -acknowledgement helps encourage people, and people love positive recognition!
Going forward you will have continued support in the form of:
- Support Hub - Help articles and FAQs as well the Self-Guided Onboarding lessons https://support.ecompliance.com/hc/en-us
- Support Team - Open Monday to Friday, 9am to 5pm EST to help with troubleshooting any technical issues (error messages, investigating features that are not functioning as expected, password resets) with either the web or mobile app. They are accessible by phone: 1 800-686-1915 Option 2 or by the Submit a Request process: https://support.ecompliance.com/hc/en-us/requests/new
- Customer Success Support, by request – Setting time with a CSM is available to customers. Bookings of 15 minutes are available on Tuesdays from 11am – 12pm EST, and Thursdays from 1pm – 3pm EST. Ask questions about change management, adoption strategies, rollout, workflow, etc.
Note: The Customer Success Manager is the individual who sent your welcome email.
Patience (Remember Version 1, Not Done)
We can understand the excitement of getting eCompliance rolled out and seeing the impact right away, but this will take time, so it is important to set realistic expectations for yourself.
Set smaller goals/milestones that you can track along the way to your end goal. You will have a high-level/long-term goal that you want to accomplish with eCompliance and that can take time.
For example, you may have a goal to reduce the number of incidents by 10%. To achieve this goal, a key priority will be to ensure employees are participating in using eCompliance to submit incident and inspection-related forms. You'll need this data to analyze incident trends. Achieving the first goal of getting eCompliance participation will be one of the first steps towards the greater goal of incident reduction.
Conclusion & Next Steps
Use this pre-launch to-do list to keep on track during and post-onboarding:
- Review our Change Management toolkit and create a plan
- Design a communication piece about eCompliance to send to employees
- Decide where and what you want to roll out first
- Determine your initial group of testers
- Create and execute internal training for your testers
- Decide on a group of power users who can train new users
- Create feedback loop to action incoming suggestions
- Reward and recognize those who are participating and utilizing eCompliance as required
This concludes your eCompliance Self-Guided Onboarding, taking all the knowledge and skill you have learned we wish you the best of luck as you begin your journey of eCompliance adoption to improve your Health and Safety!