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7 steps to drive Confluence adoption

7 Steps to drive Confluence adoption

Table of Contents


When introducing Confluence  to their organization, project leaders and decision makers often fall into the trap of buying Confluence and expecting employees to use it with no questions asked. This is based on the assumption that if the software is good, then we are all set. Well, this couldn’t be farther from the truth. 

A successful software implementation in general and Confluence in particular is a bit tricky. This is mainly due to the nature of Confluence. As a collaborative solution designed to be used on a daily basis by virtually everyone, such an implementation requires careful research and planning. On the one hand, decision makers need to take into account what employees are used to on a daily basis, their pain points, and whether they are willing to change. On the other hand, they have to work on how to use Confluence to its full potential and guarantee consistent adoption and growth rates.

In this blog post, we will walk you through a couple of tips and best practices on how to drive Confluence adoption within your organization.

1. Understand your teams needs

Adopting a software solution often comes as a response for specific challenges and needs. In the case of Confluence, streamlining internal communications and fostering collaboration are the desired benefits. Although this might seem straightforward, the success of Confluence adoption is closely tied to what you already have in terms of both tools and processes. 

So here, it is important to study the technologies used by your teams as well as their specific processes.

The audit will help you understand your teams’ needs and particular habits, willingness to adopt Confluence and the shortcomes of existing solutions. The latter is crucial in helping you convince your teams to make the switch to Confluence. 

2. Build hype and communicate the launch

Now that you have an overall idea about your teams’ needs and have chosen Confluence as your next collaboration hub, the next step is to build hype and anticipation for the big day.

Here, make sure to build a communication plan through which you are going to spread the word, establish key dates and convey the clear benefits of using Confluence to your teams. 

You can start by sharing sneak peek videos with your teams showcasing Confluence in action, and there are plenty of those. Additionally, you can use blogs posted on Atlassian or its large network of partners demonstrating the use of Confluence within specific use cases. This will eventually help you generate hype and prepare your teams to get started on the right foot.

With this being said though, only conveying the benefits is often not enough to gain the trust of your teams. This brings us to the next point.

3. Involve your teams from the start and encourage free trials

“I will believe it when I see it” is what most of your teams will tell you at the early stages. To properly showcase Confluence benefits, you can invite a handful of individuals to be involved in the project from the get-go. 

In addition to relaying timely feedback about the solutions already in use, your team reps can have their say in terms of the design, structure and roles within Confluence from an early stage. Through a free trial license, your team reps can start to get their way around Confluence and find out how they can customize it to fit their needs. 

Additionally, being involved throughout the different phases of the project will keep your teams actively invested and more likely to understand the benefits of Confluence.

4. Identify your sponsors and champions

When it comes to introducing new solutions in the workplace, adoption rates are more likely to be high if the project is backed by team leaders and decision makers. This is when early adopters and project sponsors come into play. Ideally, the C-suite at an executive level and team leaders at team level are well placed to play this role due to their deep knowledge of the business,  teams’ needs and benefits of Confluence (since they have tried it).

In addition to spreading the word about Confluence, your champions can start structuring spaces, produce content, and start preparing for the next big step: Onboarding and training.

5. Provide training and continuous support

In most cases, initial adoption is fueled by communication campaigns and curiosity, but continuous adoption is fueled by tangible benefits and value. By tangible value we refer to the ability of Confluence to enhance the day-to-day of your teams. But how can we achieve this?

To answer this question we have to look at two aspects: Confluence itself as a platform and the way you have adopted it to fit your needs and reach your objectives. At the end of the day, no matter how good the product is, it is the way you use it that gives it value. 

First, help your teams get started with Confluence as a platform. Make sure to hold training sessions and consolidate information within a unified knowledge hub. This will help your teams find their way inside Confluence and familiarize themselves with basic features such as creating spaces, pages, built-in macros, etc.

The next step is to create detailed guidelines and policies on the use of Confluence. With such documents you can explain the scope of work within Confluence, what content to post, who’s doing what, where to find resources, etc. This will guarantee that your teams get started on the right foot, remain actively informed and engaged.

6. Seek feedback from end users

With your teams now progressively adopting Confluence, you will have more insights on adoption, usage and engagement. Make sure to create dedicated spaces where your teams can share their experiences, feedback and brainstorm new ideas.

You can use existing Confluence capabilities to create such spaces or rely on Marketplace apps specifically designed for feedback and idea management.

7. Track and measure success

As the saying goes: “If you can’t measure it, you can’t manage it”. As you are introducing Confluence to your teams, make sure to keep an eye on specific KPIs and success criteria. 

This will allow you to assess progress and identify areas of improvement. Insights such as daily active users, activation rates and time to activation give you the overall picture of your adoption. Moving forward, you can leverage Confluence analytics capabilities to measure  page visits, likes, comments and shares among a host of other metrics. Depending on the gathered insights you can make the right adjustments and properly plan for the long run.

Confluence adoption is by no means a one-off event. It is a continuous process that requires careful planning and the input of multiple teams to drive adoption, usage and engagement.

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7 steps to drive Confluence adoption