Last updated on Jul 2, 2024

You're introducing a new system to non-technical stakeholders. How do you make them see the benefits?

Introducing a new system can be a daunting task, especially when your audience lacks technical expertise. Your goal is to present the system in such a way that they can grasp its benefits and understand its importance to their work or daily life. To achieve this, you need to speak their language and relate the system's advantages to their specific needs and concerns. Clear communication, practical demonstrations, and patience are key to ensuring that non-technical stakeholders see the value in the new system you're championing.

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1 Simplify Concepts

When explaining a new system to non-technical stakeholders, the first step is to break down complex ideas into simple, relatable terms. Avoid industry jargon and acronyms that might confuse your audience. Instead, use analogies and metaphors that relate to common experiences or familiar systems. For example, if you're introducing a new database system, compare it to an organized library where information is easy to find. This approach helps stakeholders visualize how the system works and why it's beneficial.

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2 Highlight Benefits

Focus on the practical benefits that the new system will bring to stakeholders. Rather than delving into technical specifications, explain how the system will save time, reduce costs, or improve quality. For instance, if the system automates a previously manual process, emphasize the time stakeholders will save and how they can redirect that time into more valuable activities. By linking the system's features to tangible outcomes, non-technical stakeholders can better appreciate its value.

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Marta Zukowska

Facilitator @ British Library IP Centre | Business Growth Expert
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Yes, but: - Always highlight why not what first. - workshop it with them, so they can see how it could work for them & what could it do; - benefits will only come out once people start using it, so start the convincing part early on, so that you get early adopters and buy-in from early stages of the process.

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3 Address Concerns

Anticipate and address any concerns or reservations your stakeholders might have about the new system. They may worry about the learning curve or the disruption to their current workflow. Reassure them by explaining how the system will be implemented in phases or how training will be provided. Acknowledging their concerns shows empathy and helps build trust, making them more open to embracing the new system.

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Marta Zukowska

Facilitator @ British Library IP Centre | Business Growth Expert
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Make sure there is an easy access to ongoing training or so noone gets stuck on simple tasks and gets turned off. It's crucial through early stages and adoption and implementation stage.

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4 Demonstrate Value

Visual aids and demonstrations can be incredibly effective in showing non-technical stakeholders the benefits of a new system. Walk them through a live demonstration or a video that showcases the system's ease of use and key features. Seeing the system in action allows them to understand its functionality and how it will fit into their work processes.

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5 Encourage Feedback

Invite stakeholders to provide feedback throughout the introduction process. This inclusion makes them feel valued and gives them a sense of ownership over the new system. Encourage them to ask questions and share their thoughts on how the system could be tailored to better suit their needs. Their input can also help you refine your approach and address any aspects of the system you may have overlooked.

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Marta Zukowska

Facilitator @ British Library IP Centre | Business Growth Expert
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Yes, but make sure you listen to the feedback and respond and whether it's realistic to make required changes. Continue conversations as you develop and implement.

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6 Offer Support

Ensure stakeholders know that support will be available as they transition to the new system. Explain the resources that will be at their disposal, such as user manuals, help desks, or training sessions. Knowing that help is available eases anxiety about adopting new technology and reinforces the message that you're committed to making the transition as smooth as possible.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Marta Zukowska

Facilitator @ British Library IP Centre | Business Growth Expert
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Early buy-in, where all teams can see benefits rather that hindering to their regular work processes. Often forgotten, but engage all stakeholders as early as possible.

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You're introducing a new system to non-technical stakeholders. How do you make them see the benefits?

1

2

3

4

5

6

7

1 Simplify Concepts

2 Highlight Benefits

3 Address Concerns

4 Demonstrate Value

5 Encourage Feedback

6 Offer Support

7 Here’s what else to consider

Systems Management

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You're introducing a new system to non-technical stakeholders. How do you make them see the benefits?

1

2

3

4

5

6

7

1 Simplify Concepts

2 Highlight Benefits

3 Address Concerns

4 Demonstrate Value

5 Encourage Feedback

6 Offer Support

7 Here’s what else to consider

Systems Management

Rate this article

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