How to Prepare Your Staff for Content Management

Learning a new software program can be intimidating to some people. For the most part, people are creatures of habit and change can make them uncomfortable. So, as you prepare to implement a content management system, there are a few things you can do to prepare and excite your staff. First, be aware of some common concerns that your staff may have:

• Fear of Change: People like the status quo. New technology means a new learning curve while established processes allow staff members to stay in their comfort zone.
• Loss of Ownership: When switching from an existing editorial process to a content management system, some staff members - particularly those who have never used a system - may perceive a loss of ownership. A writer who has been in charge of the same manual for many years may feel threatened by the move to a content management system because all of the content will be stored in a central repository and reused or repurposed by staff members as needed.
• Learning Curve: Learning how to use a new content management system often requires users to learn new writing concepts. Most people tend to think of their content as files that live in folders on a network or hard drive. When a content management system is in use, suddenly those files become much smaller chunks of reusable information and the concept of files and folders becomes obsolete. Users must learn to think of their content in a new and different way.

Steps to Prepare and Excite Your Staff:

• Before and during the implementation process, hold regular meetings to keep the staff informed and involved in the process.
• Set goals and milestones throughout the process and congratulate the team as each goal is met.
• Encourage feedback and take the time to listen and respond.
• Always be prepared to explain why the content management system is being implemented and how it will benefit your organization and your team members.
• Be sure to take full advantage of the training, data analysis, and technical support services offered by the vendor to ensure the implementation process goes as smoothly as possible.
• Set a realistic timeline - taking into account the system's implementation process, content conversion, and staff members' learning progress.

After implementation, use one project as a "pilot project" to identify potential weak points in new skills or workflow processes.