Want Users to Embrace a New System? Start by Giving Them a Voice 

When organizations roll out a new ERP system like Prophet 21, the focus often lands on system selection, process configuration, and project timelines. Teams work tirelessly to set up modules, migrate data, and prepare for go-live. Then, often at the very end, employees hear: 

“This is the system.”
“These are the steps.”
“Training starts next week.” 

And it’s no surprise when user buy-in is low, user participation is minimal, and employees feel frustrated or disconnected. 

The truth is simple: if you want users to embrace a new system, you must start by giving them a voice. 

The Pitfall of Late Engagement 

Too often, end users are brought in only after decisions are finalized. By then, their role is reduced to compliance: attend training, follow the steps, and don’t ask questions. This approach creates disengagement, leading to: 

●      Resistance. Employees push back because they feel excluded from the process. 
●      Missed insights. Users know day-to-day workflows better than anyone, but their perspective is ignored. 
●      Shallow adoption. Employees may learn the “how” but never internalize the “why.” 

Prophet 21 succeeds only when users see it as a tool that supports them, not as a burden they must tolerate. 

The Power of Early Involvement 

At Sandesta Labs, we’ve seen the difference early engagement makes. Inviting users to share input, test processes, and shape business processes transforms adoption. Employees shift from passive participants to active co-creators. When that happens, they don’t just learn the system—they own it. 

A Story About Linda 

Take the story of one user, Linda. Initially skeptical, she doubted the value of training and resisted participation. But when we asked questions, listened, and involved her in the process, her perspective changed. 

By the end of the session, she said:
“This was the best meeting I’ve ever attended.” 

Her engagement wasn’t about flawless training or system perfection—it was about being heard. 

Why Listening Builds Ownership 

Users are more likely to champion what they help create. Early input fosters user buy-in, accountability, and pride. Listening also uncovers hidden insights: 

●      Which steps are skipped or cumbersome 
●      Bottlenecks in workflows 
●      Customer pain points 

Incorporating this knowledge ensures Prophet 21 supports the way work really happens, strengthening change management and reducing friction during go-live. 

Practical Ways to Engage Users Early 

Engagement doesn’t have to be complicated. Some strategies that work:

●      Invite users to process design workshops. Walk through workflows and identify what works and what doesn’t.
●      Test early prototypes. Even simple demos spark feedback and promote user participation.
●      Ask targeted questions. Example: “What do other people do that makes your job harder?” This surfaces hidden workarounds.
●      Create feedback loops. Show how input influenced design. Nothing builds trust like seeing suggestions in action.

The Ripple Effect of Engagement 

When users feel heard, the impact goes beyond the project: 

●      Morale improves. Employees see that leadership values their expertise. 
●      Trust grows. Change feels collaborative, not top-down. 
●      Adoption accelerates. Engaged users are eager to see success. 
●      Champions emerge. Users become advocates, helping peers navigate challenges. 

These effects strengthen business processes, culture, and the overall digital transformation journey. 

The Sandesta Labs Approach 

At Sandesta Labs, we put user engagement at the center of every Prophet 21 implementation. Our approach blends technical expertise with real-world insights, building training programs, change management strategies, and engagement practices that: 

●      Encourage user buy-in 
●      Promote user participation 
●      Hold users accountable while giving them a voice 
●      Secure leadership backing for adoption 

Successful adoption isn’t about slides or system specs—it’s about listening, involving, and empowering employees from the start. 

When users are invited to test, question, and shape the system, they don’t just accept it—they embrace it. They own it. And they help lead the organization into a smarter, more connected future. 

Because in the end, adoption doesn't start with training - it starts with listening.