A few years ago, I had the responsibility of managing a board-wide program. This program allowed students to focus their learning on a specific economic sector while meeting the requirements of their high school diploma.

When I assumed this role, the program was struggling with an alarming completion rate of only 4%. However, through dedicated efforts and strategic changes, I was able to increase this rate to 81% over a span of four years.

Having completed a PhD in program implementation, coupled with extensive research on this program at a provincial level, provided me with valuable insights. I had a clear understanding of what aspects of the program were working well and what needed improvement.

This knowledge was crucial in developing a systematic process to gain buy-in and to grow the program.

First and foremost, it was essential to ensure that the stakeholders understood the importance and necessity of the program. This involved clearly communicating the benefits and demonstrating how their involvement would yield positive outcomes.

The next step was to outline a clear path to success. This involved creating a succinct instructional manual that outlined each step of the implementation process in a logical and comprehensible manner. The emphasis was on clarity and simplicity to facilitate easy understanding and adoption.

To further enhance participation and reduce resistance, I focused on making the process as straightforward and frictionless as possible. This included streamlining processes like hiring trainers and purchasing equipment, while also offering flexibility. Additionally, I established clear timelines, created tracking sheets, and made myself available to provide support as needed. The goal was to make every phase of the process as convenient and unobtrusive as possible.

Finally, it was important to ensure that participants found the process gratifying. Through the simplicity of the process, ongoing support, and regular checkpoints, participants were able to recognize and achieve easy wins.

This approach has proved effective not only in this instance but also in various other contexts. It aligns with methodologies employed by researchers and habit formation specialists like James Clear. 

For those looking to implement a new program, process, or seeking to encourage clients to utilize products or services, consider employing the following expanded guiding principles:

1.       Make it Attractive: Explain the benefits of the program or product in a clear and compelling way. It's important to personalize the message, showing how it directly benefits the individual or group you're targeting. For example, if implementing a new project management software within a company, emphasize how the software can streamline client interactions for the sales team or highlight how the program enables better resource allocation and deadline tracking to project managers. Then, highlight success stories or statistics from other clients where the program has been successfully implemented. This not only provides tangible evidence of its effectiveness but also generates excitement and buy-in among employees.

 2.       Make it Obvious: The workflow or process should be logical and easy to follow. Place critical tasks or information in prominent locations and ensure that instructions are clear and straightforward. For instance, if you’re introducing a new system, have a simple step-by-step guide available. Use visual aids like flowcharts or diagrams to outline the process, making it easier for users to grasp the steps involved.

 3.       Make it Easy: Aim to make every phase of the process as convenient and straightforward as possible. This might involve automating certain steps, reducing paperwork, or providing quick-access online resources. For example, if rolling out a new reporting system, provide templates or pre-filled forms to minimize the time and effort required from the staff. Ensure that support is readily available, whether through a dedicated helpline, online chat support, or comprehensive FAQs.

 4.       Make it Achievable: People need to feel successful from the onset. Design the process so users experience immediate success, even in small ways, each time they engage with the product or service. For example, if implementing a new training program, include quick, easy-to-complete modules at the beginning. This provides a sense of accomplishment and encourages continued participation. Celebrate milestones and provide positive feedback or rewards for early achievements.

While these steps may appear straightforward, they require diligent effort and a commitment to continuous refinement. The process might start off slowly, but the long-term benefits and improved success rates will make it all worthwhile.

As a challenge in the upcoming weeks, as you embark on a new project or adopt a new system, I encourage you to apply these principles thoughtfully. Start small, make it attractive, obvious, easy and achievable to grasp. Make necessary adjustments, and then gradually expand the scope.

Being patient at the beginning lets you really understand what's needed, proving that taking your time and doing things right from the get-go has a lasting, positive effect. I assure you, it’s well worth the investment.

Kind regards, Lauren

P.S. Implementing a new program or process can be challenging. If you require support or advice in optimizing your program for success, please feel free to contact me. Free 30-minutes consultations are available.