Maximising the use of workplace technology

Workplace technology

5-minute read – Business Management Series – Workplace Technology

At one time or another, all of us were children. And if we were like most children, our attention span was relatively short.

We would get a new toy for Christmas or our birthday, and it would be wonderful – so new and shiny and interesting.

But after some time, perhaps a few months, perhaps over a day or a few hours, the novelty would wear off, and we would forget about the toy, and either go back to old toys we love, or find something more interesting.

As adults, workplace technology is somewhat like those toys from when we were kids.

When a new platform is rolled out across an organisation, it often comes with a lot of excitement.

There are usually launches, internal communications, training, and incentives or encouragement to adopt the software.

It is at that point, that most employees log in for the first time, try it out and start to buy into using it.

But again, just like those kids, sometimes, after a few days, weeks or months, employees can return to old habits – learning even the simplest of new systems can seem like extra work on top of what they already do.

Gradually they log in less and less, or only to use the necessary functionality. After a while, they can even get out of practice and forget their training.

When this happens, engagement with the system begins to decline, and the investment you made in exploring solutions, finding the right one and implementing, suddenly seems somewhat wasted.

And yet, you decided upon this solution for a reason. You determined it would bring value to your organisation, perhaps improving productivity and enhancing results.

So how can you make your time and efforts worthwhile? The simple answer is, don’t stop investing!

Keep communicating about your workplace technology

In the old world, pre-Netflix and all those other streaming services, if you wanted to see what happened on a television show, you had to tune in each week.

Unfortunately, even with a great desire to see what would happen, as adults, many of us have so many obligations and commitments, that days get away from us and it would be easy to forget when the new episode is scheduled.

To help us out, television networks would advertise; relentlessly reminding us of the time slot and cliff hanger associated with the next episode.

When it comes to workplace technology, you need to be that relentless advertiser.

Your teams have a lot going on, they have a lot of commitments.

They might like the software, they might understand it – they might even love using it, but if it is their habit to log into something else, and that something else still exists, there will be days when they take those shortcuts.

One short cut becomes another, and eventually, what was logging into the old process every now and then, becomes only logging into the old process, and the new platform is forgotten.

Don’t stop communicating about the software and reminding people of its benefits and functions just because it seems everyone has bought-in and adopted it.

Keep pushing it and promoting it and supporting it until it becomes the new habit, and your employees log into it out of routine as much as they do out of choice.

Keep up the training

Remember those toys? Remember what happened when you found something about it that you just couldn’t figure it out?

Sure, you gave it a try, but trying and failing is not very satisfying. Eventually, unable to work it out, you moved on and found a toy you knew how to use.

Again, workplace technology is no different.

Provide ongoing training that is mandatory for all employees, whether online or face-to-face.

This not only helps them figure out any of those frustrating bits that might have turned them away, it also regularly introduces them to new ways of doing things they may not have been aware of.

Make it a source of crucial information

A new intranet is one of the most common platforms in medium to larger organisation, regardless of industry, and it’s also one people tune into at the start, but often less and less over time.

And yet, it can be a crucial point for obtaining information, if you so choose!

Use your workplace technology to share information that employees NEED to know – this will encourage regular use.

As an example, workplace management software might be a good place to make rosters available, so employees must use it to find out when their next shift is.

A CEO might make a $100 prize available to the employee of the month, and the intranet might be the only place employees can find out if they won.

You have workplace technology because it provides an important service, so draw on its purpose to determine how you can use it to share crucial information or processes.

Make workplace technology available and accessible

Over the last few years, and especially in 2020, our workplaces changed dramatically.

While aged and disability care frontline staff were rarely office-based, now even those office staff have started to work offsite, from their homes.

In order for workplace technology to be used in the long-term, it needs to be easy to get to, no matter where your teams are.

This means taking the software to them, rather than making them go to the software.

Visicase’s workplace management platform is on the cloud, meaning users don’t need to be stuck in an office in order to use it.

Field workers can log in remotely, using any device, and do what they need to do, on our system, from wherever they are.

If you implemented software that is not cloud-based, it is likely, over recent years, developers have looked at making it more accessible or will.

Get in touch with your service providers to find out what options you have for taking your workplace technology to your people, rather than the other way around.


VisiCase provides an NDIS-ready business automation platform, built on powerful workflows. It helps you manage, streamline and optimise every component of your business, and its modules empower a positive employee and client experience.

Photo by Domenico Loia on Unsplash

NDIS software: helping your team adapt to new technology

NDIS software implementation

4 minute read – Business Management Series – Your NDIS software roadmap

It doesn’t matter what industry you are in, there will always be someone on your team – often multiple people – who don’t do well with change.

For those people, change feels difficult, it creates insecurity and uncertainty, and it can cause them to question their place in an organisation.

But change doesn’t have to feel like that – and when it comes to introducing new workplace software, it shouldn’t feel like that!

The implementation of new workplace software is a very exciting time, because often it means a product is being introduced to solve problems and make life and work easier for the people who use it.

When implementing new NDIS software, concentrating on positive communication like this can help overcome some of the challenges employees might feel as they adapt.

At VisiCase, we have been involved in decades of workplace technology implementation – in fact, we’ve even had change management specialists on our team to help ensure our clients’ transition is smooth and effective.

Through that experience, we have built a solid understanding of some of the best ways to approach NDIS software implementation and achieve user buy-in.

1. Assess your NDIS software need and make sure the solution fits

A very important part of selecting a solution – especially NDIS software – is really understanding the needs of the users and the business, and any challenges they are experiencing with the current software.

Of course, this is best learned by asking people who use the software in different ways, to have input. As an example, for NDIS software, you might ask administration employees about rostering needs and frontline employees about reporting requirements.

To achieve real buy-in, get stakeholders from right across the business involved in assessing the need and making sure the proposed solution fits.

2. Give plenty of warning of change – in the right way

If people are told of an important change immediately prior to that change being implemented, they can experience distress, frustration and even anger.

If they are told too far in advance, with not enough information, they can experience anxiety and uncertainty.

Once your leadership team has decided to transition your NDIS software – even if you haven’t chosen your new solution – a good way to communicate the pending change is to invite people to get involved, as above, in the decision-making process.

For those who choose not to be involved, the invitation helps them feel consulted and considered and like this is happening with them, rather than to them.

3. Thoroughly test before implementing

For solutions like NDIS software that are often highly customisable and affect multiple parts of a business, it is important your rollout is smooth and easy.

Hiccups are normal and are a part of any change, but minimising frustration-causing errors all comes down to how well you test and how well you work with your supplier account manager.

Lean on your account manager during implementation to get the set up right and introduce a thorough testing schedule to work through every part of how your new system works, before rolling it out.

4. Communicate the positives to the team

Once you have selected a solution, you can start to get wider buy-in from your organisational team.

Communicate to employees frequently so you can ensure everyone is aware of the change – remembering not everyone reads every communication you send out, so you need to use multiple channels.

When crafting your communication, identify pain points users might experience while doing their jobs or using the old software. Highlight how the new software will solve those problems and provide an easier and more intuitive process for them.

5. Get users involved in implementation

Often, there is little that is more motivating and credible, than peer encouragement or review, and this is very true for software implementation.

Employee advocates for this transition will be crucial to building business-wide uptake and acceptance.

Gather together an implementation working group of employees from different roles across the business – ensuring they are compensated for their time if outside normal hours.

Invite the group to training and implementation workshops with the provider team and enable them to ask questions – noting down what different parts of the business are most concerned about, to inform your organisational communication.

In addition to becoming advocates for the platform and confident supporters of other users, this group will also be invaluable in providing open and honest feedback to your leadership team, enabling you to mitigate risks and address opposition or concerns.

6. Launch new software with style

If this is a big change to the business, make the launch an event – something exciting, that is seen as positive and interesting, rather than just another platform they need to learn.

Invite teams to the launch event and training events and continue to communicate the positives they will personally experience from the change.

Ensure they have access to all the resources they require to get comfortable using the new software solution, and that support is on hand and accessible when they need it.

7. Don’t stop communicating

Statistically, few people adapt to something new very quickly, with the majority of people waiting to see how it works out for those early adopters before they really commit.

Similarly, with NDIS software, even though everyone may need to start using it from launch, some will do so with reluctance, some with excitement.

For this reason, it is really important to keep communicating about the new solution.

This might mean introducing small training and tips sessions to team meetings, organisational newsletters or even sending out videos by text so users can continue to grow their skills and comfort.

The bottom line is change is only successful if your team is on board. Getting them on board means addressing their concerns and their challenges, helping them understand the benefits, and providing them everything they need to use the solution and feel comfortable.


VisiCase provides an NDIS-ready business automation platform, built on powerful workflows. It helps you manage, streamline and optimise every component of your business, and its modules empower a positive employee and client experience.

Photo by Mimi Thian