Getting your team behind property compliance in 5 easy steps

For our clients, their reasons for choosing a property compliance platform, such as Crysp, are often similar, and are normally focussed around saving cost and time, and the reduction of compliance risk.

Whilst the business benefits are easy to demonstrate, one of the common questions we have when prospective customers are looking at the Crysp platform is “how do we get our people in our team to get behind it?”

People are creatures of habit, and so their existing ways of working are often firmly embedded. Our initial conversation about how to get teams behind property compliance software is generally with the key stakeholder, such as the facilities director, operations director or property / estates manager, who knows that something needs to be changed with the current status quo.

However, whilst each of these stakeholders understand and believe that technology can help resolve their compliance issues, it’s likely that they will face inertia or resistance from some of their team.

Some colleagues will feel that that they have other priorities, ahead of learning how to manage compliance software. Others will have well established ways of managing the commercial property / schools estate without the perceived need for a digital solution. 

So, a big barrier to successful implementation is getting the team behind the adoption. We often hear the comments of “we are not sure they have the digital skills”, or “they have always done it that way.”

This is common feedback, and part of our role at Crysp is to help you successfully navigate the implementation of your compliance software.

We have developed a Five Step Guide to help you improve team engagement from the outset. 

1.     Understand clearly what your individual team members’ issues might be. 

We often see that with  site management the operational teams - whether they are facility co-ordinators or care taking teams in schools - are very busy during their working day.

As the leader, your priorities are, probably, being able to provide the assurances that your property is compliant to your executive colleagues. However, it’s imperative that you take time to understand the key issues and concerns amongst your team. If you simply assume you know, you are bound to miss something, and the chance to solve it.

So, our suggestion, from working with many clients, is that you work with individual team members up front, and really bottom out their issues.  

You will find this is time well invested. Is there a confidence issue about digital skills? If so, how can you help? Are there concerns about moving away from a high reliance on paperwork? Work with your team to understand and resolve the barriers to implementation.

Spend time with your team to understand and respond constructively to their issues. This will help build a positive team mentality about the implementation.

2.   Plan a good on-boarding process and put in the necessary time and support. 

A classic mistake is to rush implementation. You will want to achieve the benefits at pace, which is natural. However, a hasty implementation can lead to poor adoption, and may result in some members ‘fighting’ with you against changing their habits and preferred ways of working. 

 The on-boarding process should take anywhere from a month to three months (possibly longer depending on your organisation size), to make certain that the right consultations have taken place. It will also ensure that key policy and document information has been identified and you agree “who is doing what” amongst your team. 

3.   Communicate very clearly that once it’s in, it’s the way the organisation will run. 

Points 1 & 2 are the softer ways of selling in a new property compliance platform without upsetting or rocking the boat. However, working with our customers across a range of sectors, we know that there comes a point when the new way of doing things “gets switched on” and the old ways must be switched off.

It is absolutely key for you, as a leader, to ensure that a target date for this is communicated and locked in. So, help all team members understand that a phased approach will be completed with a switchover date. Make that a clear part of your message.

4.   Ensure regular check-ins and support, to ensure appropriate habits are developed. 

Once your new compliance platform is live, and all of your team members are actively engaged, you need to sure regular check-ins, to see how people are doing it. It won’t take much for colleagues to slip into old mindsets or ways of doing things. 

5.  Recognise and reward the cultural change in team behaviour 

As a leader of your team and area of responsibility, make sure you recognise the cultural change and improvements that have happened since the implementation of the platform. 

Our experience with a wide range of clients tells us that positive recognition and affirmation are key. Look for opportunities to recognise team members who have overcome initial reservations, and who are supporting the transformation that you are delivering.   

If you are currently looking at a property compliance platform, we would be delighted to discuss your requirements, and explore whether Crysp would be right for your business or school. 

Please get in touch today!