The technology is only half the work. A good rollout plan makes the difference between an automation that transforms how your team works and one that sits unused on a shared drive somewhere.
1. Involve the people who use the process
Bring the people who actually do the work into workshops and testing from day one. They spot edge cases that would never occur to partners or IT teams, and their involvement creates genuine ownership of the solution.
This isn't just about catching bugs. When staff help shape a tool, they're invested in its success. They become internal advocates who help colleagues adopt the new way of working.
Common mistake: Building the "perfect" automation in isolation, then being surprised when the team finds reasons not to use it. Early involvement prevents this.
2. Provide simple, visual instructions
Short Loom videos and one-page guides work better than long manuals. Make it easy to see what to click and in what order. People should be able to get started in under five minutes.
Structure your documentation for the way people actually learn:
- Quick start guide — The minimum steps to run the tool successfully
- Common scenarios — How to handle the situations that come up most often
- Troubleshooting — What to do when things don't work as expected
Visual formats reduce the barrier to getting started. A 90-second screen recording can explain what would take three pages of text.
3. Start with a pilot group
Run the new tool with a small, engaged group first. Choose people who are enthusiastic about the change but will also give honest feedback. Fix issues and gather their input before rolling out to the wider team.
The pilot phase is your safety net. Problems caught here are manageable; the same problems discovered during a firm-wide rollout become credibility-damaging setbacks.
4. Make it easy to ask for help
In the first few weeks, people will have questions. Make sure there's a clear, low-friction way to get answers—whether that's a dedicated Slack channel, a quick daily check-in, or simply knowing who to ask.
The goal is to prevent small frustrations from becoming reasons to abandon the new tool. Every question answered quickly is trust built.
5. Celebrate early wins
When the automation saves time or prevents an error, make it visible. Share the story in team meetings. Quantify the hours saved. This creates positive momentum and helps the wider team see the value.
Success stories from peers are more persuasive than any promise from management or vendors. Let your early adopters be your best advocates.