7 Tips for Seamless Software Integration

Implementing software takes time, but it can help streamline operations and free up capacity, saving teams time and money in the long run. Here’s how.
Gemma Thomas
Dec 2023
4 min read

With the hospitality sector currently facing staff shortages, productivity software offers a unique solution for businesses struggling to fill roles.

But implementing software takes time, energy and resources. It’s a catch 22 for businesses, and it can feel like there’s never a right time to implement new software.

We get it. At Trail, we’re a little obsessed with productivity software—we’re a small team and are always looking for new ways to optimise our processes. From our experience and speaking to our customers, we’ve gathered some top tips to help you implement new software quickly, easily and seamlessly:

Our top tips for implementing new software

Communicate benefits

Most people are resistant to change. You need to convince your team that new software will help them work smarter not harder. So, communication is key—you need to explain why the software is being implemented, what the benefits are and how it will positively impact their working day.

For example, if your front of house team spends hours on repetitive admin, emphasise how the new software will automate tasks and save team members 4 hours per week, which can be spent on more enjoyable tasks.

Select software champions

To facilitate buy-in, it can help to choose software champions, ideally people who are good at communicating and can effectively demonstrate the tool’s simplicity and benefits.  

Involving managers in the software selection process, and turning them into champions also helps. If your management team feels heard, they’ll be more likely to advocate for the tool, and effectively train their own teams.

Train teams

Before training teams, it can be useful to establish workflows and practice using them—if you feel confident using the software, others will have confidence in it too.

Start with small tasks to ease people into the new processes.

And, if you’re short staffed, remember you can ask the software providers to carry out the training or do product demonstrations.

Encourage feedback

Once you’ve implemented the tool, encourage feedback from team members—this could be via check-ins or internal staff surveys.

Capture team suggestions and create a positive feedback loop. Teams will feel heard and processes will improve—win-win.

How to seamlessly integrate Trail

We understand that digitising your daily operations and beginning your journey with a new system can seem daunting. Luckily, with Trail, it's super easy.

“Introducing software can often be a painful process, but our experience with Trail couldn’t be further from the case. Our team members have really embraced the technology as it’s easy to use and fundamentally makes their lives easier, giving them more time to focus on creating exceptional customer experiences.” Laura Peasden, Filmore & Union

Here are some tips from Tilly, our onboarding expert, for setting up Trail:

Setting up tasks

Use the smart task builder to migrate your paperwork into Trail in minutes. In order for the rollout to be a success, we highly recommend teams don’t use their paper-based diaries and checks while using Trail, as it will take up more of their time by doubling their work.

Explaining the benefits

Show your team this presentation to explain the main benefits and features of Trail, to get them on board. Feel free to make a copy and customise it to your business.

Training tips

The app is super simple—your team could use it without training. But, it’s worth running through how to use the app, so people feel confident and can hit the ground running. This walkthrough video contains everything users need to start using Trail.

Don’t be a stranger—hop on a call with one of our customer team or message us on Intercom—we’ve got bags of experience setting up customers of all trades and can help you figure out how Trail can work for you.

Grosvenor Casinos customer testimonial

What customers are saying

"I f****** love Trail, it's taking my businesses to the next level."
Josh Paterson
"We rarely provide training to our guys, they just bought into the idea straight away. I love that I have a full visual of everyone's activity in front of me."
Katrin Toots
Compliance Manager
“It’s not a paper diary that’s covered in barbecue sauce. We have clarity over what’s done in our sites and are confident going into our audits.”
Jay Brown
“The EHO visited almost every site last year and every store was given a five star rating."
Jay Brown
Operations Chef
"We turned our Costa Checks and various compliance forms into regular tasks on Trail, which has contributed to some of the best scores we have had."
Delroy Daniels
Operations Director
"Our teams love it, it gives our managers of all levels absolute clarity on what they need to achieve every day."
James Brown
Operations Director

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