Redpill Linpro is an Open Source specialist and digital societies builder, contributing to sustainable societal development by enhancing companies' competitiveness and improving citizen-centric digital services. In our podcast IT Talks, you can listen to Filipa Lourenco who is responsible for our digital workplace delivieries. She has a background in both psychology and IT and is an expert on digital workplaces and behavioral changes. In this episode she shares her valuable insights on how to successfully implement new digital tools in an organisation. 
Do you want to know how to turn non-believers to ambassadours to change? Read extracts of the interview below or listen to the full version Here or on Spotify.  

Hi Filipa! Can you tell us about what you do at Redpill Linpro?

I'm responsible for our digial workplace deliveries, a small office based in Linköping, but the team is spread across different locations in Sweden. We work a lot with the public sector and implementing modern, Open Source services such as chat solutions, document collaboration, video conferencing services, digital whiteboards, and more—basically everything needed for a good, effective, digital cooperation. 

Your combination of IT and psychology seems to be a perfect match when it comes to the digital workplace. How has your background helped you in your work? 

Yes, indeed. It’s been a fortunate coincidence that I have this combination of skills. Much of the digital workplace involves understanding how people interact digitally and how to encourage the use of existing digital tools. Adopting new programs or systems can be challenging and disruptive when people don’t understand the new system. People generally prefer tools and systems they are used to, and change is not always easy for us. My job requires understanding the behavioral patterns that arise when new tools are implemented, in order to manage them effectively.

A lot of people is probably recognizing the reluctance that can arise when starting to use a new digitial tool. What challenges do you see when a new system is introduced? 

A major challenge is that such projects are often viewed as purely IT initiatives. People frequently overlook that they also involve behavior change, and it's important to get everyone on board. All users within the organization need to understand the new tool and feel confident using it. When implementing a new system, it’s essential that everyone uses it correctly; otherwise, it won't be effective. It's common for people to use only a fraction of the system’s functions.

Do you have any tips on how to succeed with that? 

I like to involve people from communication and HR departments to emphasize that this is a business development project, not just an IT project. A common mistake is to believe that just because you have a new system in place, it will be used. Many people are initially reluctant, so it’s beneficial to engage those who find the project exciting and are curious—they can be excellent ambassadors and help in the early stages. They are also more likely to utilize all the system’s features. Why not create an ambassador network where people meet monthly to learn about new features, review the service roadmap, and discuss future plans? This makes the users a part of the change process. As mentioned, it's important to demonstrate that this is more than just an IT project.

Can you provide examples of common pitfalls when implementing new digital tools?

A common pitfall is to believe that the work is done once the tool is launched. But the real challenge comes afterwards - to have people actually using the tool and integrate it in their daily routines. It's important to provide continuous competence development and have a plan on how to keep improving and adjust the tool, based on the users' need. 

It sounds like a process that requires both time and adaptation. Do you have a concrete example of a client who has succeeded with this type of change management?

I do! One of our clients recently transitioned from Skype for Business to a more modern chat tool. It didn’t take long for all communication, including internal announcements that normally would be sent through other systems. It’s a perfect example of how a new tool can not only be adopted quickly but also become an integrated part of the company’s culture.

Thank you so much for sharing your thoughts with us! If someone wants to know more how you work with these questions, how can they reach you? 

You can reach me on LinkedIn, or click this link to read more. I'm available over phone and email for everyone who wants to discuss further. 

We are greatful to have such a versatile colleague like Filipa. Don't forget to listen to the full interview on IT Talks!