Change management and digital transformation: engaging managers and teams

The results of the France Num 2024 Barometer show that most companies are moving toward digital transformation, especially by deploying online management and collaboration solutions. Among the sectors that particularly benefit from going fully digital, the training sector holds a special place, developing solutions adapted to its specific needs.

Digital transformation is obvious for large companies but also for SMEs. In the field of education, moving from traditional processes like paper attendance sheets or classic evaluations to digital solutions offers real benefits.

First, going fully digital means no longer needing to print all the documents previously used (course materials, evaluations, attendance sheets, certificates, correspondence, references, pay slips…). This represents substantial savings for companies in this paper-intensive sector.

Digital transformation also facilitates archiving and document access by opting for storage on servers instead of physical spaces.

Paper usage has a considerable environmental impact in terms of energy, water consumption, and carbon footprint. Although digital technology is not without flaws, it remains a more ecological long-term solution.

Finally, training organizations must also comply with document archiving standards (NF Z42-013, GDPR, mandatory retention periods…). Using certified tools is therefore highly recommended.

Solutions like those offered by SoWeSoft (e.g., SoWeSign) perfectly illustrate these issues by replacing paper constraints with smooth, secure, and compliant processes.

Today, transitioning to digital solutions can raise concerns or resistance from employees and teams. These may include:

• Fear of complexity, especially regarding mastering management and collaboration tools

• Loss of familiar processes

• Doubts about the usefulness of digital transformation

While the fears felt by teams and employees are legitimate, they can be greatly eased by adopting a support strategy within the transformation management framework.

• Involve employees from the start:
  Engage your managers, team leaders, and other users early by organizing meetings, workshops, and gathering feedback from teams. This allows deploying solutions truly adapted to your team’s needs. Appoint internal ambassadors who will act as liaisons between project leaders and staff to foster agility in your digital transformation.

• Communicate objectives and benefits:
  To overcome doubts about the change's usefulness, adopt a pedagogical approach by explaining why moving to digital is necessary, emphasizing the benefits highlighted earlier.

• For example, highlight digital transformation benefits by department:

  • HR: Time savings on formalities

  • Trainers: Enhanced pedagogy by easing attendance, sharing materials, and online evaluation

  • Accounting: Easier access to documents, billing automation

  • Managers: Better activity tracking and responsiveness

• Train and support teams:
  Developing good electronic document management practices requires training your teams to use new tools. Provide initial support materials to help teams adapt. Developing new skills motivates teams, especially when recognized later. Organize targeted training sessions by profession to work on company processes.

• Proceed step by step with a supportive approach:
  To ensure your digital transition project succeeds, proceed in stages. Start with a pilot project in a key service to measure benefits within that service and positive spillover to others. Foster a feedback culture for adaptability and responsiveness to real issues. Always recognize your teams’ progress so they feel involved.

Digital transformation, when well managed, is not a constraint but an opportunity. By giving managers and teams the keys to understand, test, and appropriate the tools, you build sustainable change serving everyone’s efficiency and peace of mind. Using the right tools will only make the transition easier.