Launch · Add-on
Get people to adopt an internal tool
Staff may stick to old ways unless the new tool clearly helps them. Plan adoption as carefully as the build.
About 3-10 daysEvergreenLast reviewed 5 November 2026
Who this applies to
- Skills it builds
- Communication and influenceData and measurement
- PM types
- All
- Product types
- Internal tool or platform
- Starting points
- All
- Ways of working
- All
- Experience
- All
- Size of organisation
- All
Steps, by experience
Beginner (under 1 year)
- Show staff how the tool helps them, not just the organisation.
- Train people close to when they will use it.
- Find champions in each team.
- Track usage by team and help those who are stuck.
- Retire the old tool when ready.
Intermediate (1 to 4 years)
- Plan communication, training and champions.
- Track adoption by team.
- Retire old tools.
Experienced (5+ years)
- Get managers to support adoption.
- Link adoption to business outcomes.
- Use feedback to improve the tool quickly.
Who can do this
Owner: Product manager
Can be delegated to
- Delivery Manager: Coordinate training and rollout
- Content Designer: Write guides
Reviewed by: Delivery Manager
Tool examples
- SharePoint / Word
- Publish quick guides on the intranet.
- Power BI
- Track adoption by team.
Definition of done
- Adoption plan in place
- Usage tracked by team
- Old tool retirement planned
Common pitfalls
- Launching by email only
- No champions
- Keeping the old tool forever
If you lead the team
What good looks like: Adoption of internal tools is planned as carefully as the build.
Ask your PM
- How many staff use the new tool, and why do others not?
- What support do teams get when switching?
Warning signs
- Success is declared at go-live.
- Staff keep using the old way.