Dear Toby: HR Advice - Software Changes

Dear Toby,

We just launched new project management software, and the team’s response has been… let’s just say underwhelming. Some are avoiding it altogether, others are still using the old system, and I’ve even heard whispers of a rogue spreadsheet.

What’s going on—and how do I turn this ship around?

— Digitally Deflated in Drumheller

Dear Digitally Deflated, Ah yes, the classic “We bought shiny new software and now everyone hates it” scenario. You’re not alone—this is peak change management territory.

The issue usually isn’t the tool—it’s the rollout. Change, especially when it’s tech-related, can feel disruptive. It breaks routines, introduces learning curves, and often arrives without enough context. If your team doesn’t understand the why, doesn’t see the how, or didn’t feel heard along the way, they’ll resist—quietly or otherwise.

Here’s what Toby recommends:

Revisit the “why.” Remind your team of the problem this tool was meant to solve. Was it to eliminate double entry? Improve collaboration? Prevent missed deadlines? Be clear, specific, and tie it back to their daily pain points.

Start listening. What’s really standing in their way? Is it lack of training, unclear expectations, or just fear of change? A few quick 1:1s or an anonymous pulse survey can uncover easy fixes.

Find your early adopters. Every team has a few folks who love trying new tools. Get them to share what’s working for them. Peer influence often carries more weight than top-down instructions.

Offer real support—not just instructions. A 45-minute training and a cheat sheet won’t cut it. Think job aids, open office hours, or a buddy system. Keep the support going beyond launch day to build confidence over time.

And finally—don’t panic. Resistance isn’t failure; it’s feedback. With the right approach (and maybe a few light Ghostbusters references), you can turn this haunted house into a high-functioning home base.

Cheering you on,

Toby

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Disclaimer: The "Dear Toby" advice column is designed to provide general HR insights and guidance but should not be taken as legal advice. Every business and situation is unique, and employment laws vary by jurisdiction. Before implementing any advice from this column, we recommend consulting with a qualified HR professional or legal expert to ensure it aligns with your specific circumstances.