How to Get Your Team to Use the New Software You Just Signed Up For
You've just wrapped up a demo of a brilliant new software tool, and it ticks all the boxes. It promises to save your recruiters hours of admin work, streamline sourcing, and make reporting easier than ever. Feeling confident, you sign up, roll it out to the team, and wait for the magic to happen…
But instead, half the team barely touches it. The other half? They're using it, but nowhere near enough to see results. Your potential 30% efficiency gain remains just that - potential.
Sound familiar?
It's frustrating—not just because it feels like wasted money but because you know how powerful this tool could be if your team would just use it. Technology isn't a nice-to-have anymore; it's a major competitive advantage for recruitment agencies. Agencies using the right tools effectively are seeing 25% faster placements and 40% higher candidate response rates.
So, whether you're battling active resistance or just need to accelerate adoption, this practical strategy will help your team not just implement your new tools, but actually get excited about leveraging their full capabilities.
Here’s how to make sure your investment delivers the ROI you signed up for.
1. Involve Your Team Early in the Process
Getting your team to adopt new technology starts long before you decide to buy. When recruiters feel involved in the decision-making process, they’re more likely to see the value and get on board.
Here’s how to do it:
Gather Their Needs: Ask your team directly what tasks slow them down, frustrate them, or feel repetitive. Addressing their pain points ensures the tool feels tailored to their needs.
Demo Together: Invite team members to software demos. Their input helps flag potential issues and highlights features that benefit their daily workflows.
Involving your team early shows that the decision isn’t just about the business—it’s about making their jobs easier. For example, while CRM systems are great for tracking company-wide performance, recruiters often feel disconnected from those benefits. Including them in the process highlights how the tool solves their problems—like simplifying candidate tracking—while supporting broader goals.
2. Show the Why (For Them)
If you’re asking your team to change how they work, there needs to be a clear, tangible reason—one that speaks directly to them. Skip the abstract, agency-wide goals and focus on how the new technology will make their jobs easier and improve their results.
Example:
“I know you’re juggling a lot so we're introducing this tool to take some of the admin off of your plate.
Instead of spending hours on writing job ads, candidate profiles, outreach etc., you’ll have more time to speak directly with clients and candidates, building stronger relationships and focusing on the high-value activities that really move the needle.
On top of saving you time, it will help you: .
Attract better-quality candidates with smarter targeting.
Strengthen your personal brand for warmer client and candidate interactions.
Bring in more qualified leads by improving your online visibility.
Other agencies using this tool have seen some great results—a couple added £30k per consultant in placements. Let’s work smarter and make this year the most profitable yet.”
When the value is crystal clear and tied to their goals, even the most skeptical team members will see the upside.
3. Offer Hands-On Training and Support
One of the biggest reasons new tools fail to gain traction is a lack of proper training. To ensure your team feels confident using the platform, you need to provide practical, accessible support from day one.
Here’s how:
Comprehensive onboarding sessions: Host interactive sessions that show your team how the platform fits into their daily workflow.
Ongoing support: Equip your team with resources like how-to guides, video tutorials, or access to a dedicated support person for the first few months.
Pro Tip: When choosing software, ensure the provider offers strong onboarding and reliable customer support. A responsive provider makes all the difference if your team hits roadblocks or has questions during the rollout.
4. Appoint a Technology Champion
A ‘Technology Champion’ can massively fast-track adoption and make onboarding easier for the rest of your team.
Here’s how to make this role work:
Choose the right people: Select 2-3 recruiters who are tech-savvy, approachable, and enthusiastic about the new tool. They should have a good track-record of success in the business and naturally inspire others with their energy and knowledge.
Outline their responsibilities: Champions should:
Test the platform during the pilot phase and share their feedback.
Support other team members during onboarding by answering questions or troubleshooting issues.
Share quick wins in team meetings, like how the tool helped them shortlist candidates for a new role faster.
Regularly communicate success stories and new, useful features to keep momentum going.
By giving champions ownership of the tool’s success, you create internal advocates who help turn skepticism into actual desire to use the tool across the team.
5. Start Small, Then Scale
Rolling out technology all at once can overwhelm your team. Instead, take a phased approach:
Pilot with a small group: Choose a few recruiters to test the tool first.
Gather feedback: Use their insights to tweak processes and address challenges before a full rollout.
This approach refines your strategy and creates advocates who can vouch for the tool’s value.
6. Celebrate Wins and Provide Recognition
As your team starts using the technology, celebrating early successes can build momentum and excitement.
Highlight wins: Share results like faster placements, better candidate applications, or new inbound client leads.
Reward engagement: Offer small incentives such as a ‘[Product] Champion’ title or shoutouts to those actively using the tool and sharing tips with the team.
Positive reinforcement turns hesitant users into enthusiastic regular users.
7. Be Open to Feedback and Iterate
Even the best-planned tech rollouts hit bumps. Staying open to feedback helps you refine the process and improve adoption.
Host regular check-ins: Ask your team how the tool is working for them and address frustrations promptly.
Collaborate with the vendor: Many software providers offer additional support to fine-tune implementation based on your team’s needs.
By iterating and improving, you show your team that their input matters and that the tool is evolving to work for them.
Wrapping Up
Getting your team to adopt new technology isn’t just about rolling out another tool—it’s about showing them a better way to work. When you bring them into the process early, show them real benefits for their daily work, and celebrate their wins, you’ll see the shift. Resistance turns into, “Why didn’t we do this sooner?”
Think bigger than just checking the “new tool” box. You’re building a team that sees change as an opportunity, not a hassle. Once your recruiters experience firsthand how the right tech makes their jobs easier and helps them bill more, they become your biggest advocates.
Ready to get started? Follow these steps, and you’ll see your team shift from tech-resistant to tech-powered. Your competitors won’t know what hit them.
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