A powerful tool is not enough - a successful IT project takes people into account

The introduction of a new IT system or other major change to an organisation's tools is often treated as a technology project, where the key issue is the functionality, efficiency and superiority of the new system compared to the previous one. However, even a good tool will not solve any problem better than its predecessors if employees are not using it optimally - or at all. System upgrades and other IT projects should therefore be seen as change projects, where employee experience, ways of working and the culture of doing things inevitably change, whether we consciously lead the change or not.

System reform - threat or opportunity?

The employee experience can be divided into five areas: work environment, work performance, interaction, well-being and development. The work environment, which includes the physical environment, the atmosphere and the software and technology used, forms the basis of the employee experience. The daily tasks performed by the employee, the way in which they are carried out and the processes of the organisation influence the smoothness and motivation of everyday life. A strong organisational culture and trust, work-life balance and opportunities for learning and development contribute to a good employee experience.

In addition to the direct impact of system changes on both the working environment and the way work is done, employee experience can be influenced by project-related communication, employee involvement and expectation management, for example. At its best, replacing an old system or introducing a new tool can provide an opportunity to critically evaluate, update and streamline an organisation's processes, practices and work culture, rather than trying to embed a new tool into old practices that no one is sure are relevant any more. A well-managed system project can significantly improve the employee experience, while a hasty, technology-centric overhaul can linger in the workplace for a long time.

Digital employee experience

Digital Employee Experience (DEX) is the part of the employee experience that describes how employees use the digital tools provided by the organisation. Technologies such as project management, communication, learning and administrative work contribute to the digital employee experience. People are used to using powerful, intuitive and entertaining technology solutions in their free time, which also shapes expectations for the digital environment in the workplace.

For a good digital employee experience, it is not enough for tools to be available; they must also provide a good user experience, work seamlessly together and be tailored to the personal needs of the employee, and sufficient training must be available. The performance, speed and reliability of systems can only partly influence the digital employee experience, so when systems are being replaced, other, more human factors need to be taken into account in addition to technological capability.

Developing a digital employee experience is a process, but it also presents challenges. Finding the right tools, resourcing the development and getting both management and employees to buy into the change is not always easy. A successful digital employee experience has a positive impact on employee engagement, productivity, profitability and customer experience, so it makes sense to invest in it, despite the challenges.

Tips for a successful digital project

1. Pay attention to people's needs, expectations and feelings.
2. Set clear objectives and monitor their achievement.
3. Communicate openly and in a timely manner.