Overlooked Tips for a Smooth Digital Transformation

Switching to new software can be a daunting task – but it doesn’t have to be.

Whether a local government is making the switch from another cloud-based software or making a bigger leap from paper or on-premises systems, there are some often overlooked tips and tricks for a smooth transition that are worth consideration.

Embrace a New Culture

Using new software leads to a change in culture. When a department alters processes, it essentially changes how their jobs function.

• Flexibility: Staff can be more flexible with online software. They can work from home, in the field, or at the office – anywhere and at any time since all information is always accessible on any mobile device. Departments can hire part-time or remote staff as a result.

Cloud-based software is great because you can access it anywhere. I can use a tablet when I’m doing an inspection or a laptop in my vehicle to print a violation. It makes it a lot easier to get things done right there. We don’t have to take notes in the field, go back to the office, and enter them again. We eliminate a lot of steps by being able to work in the field.”

- John Snelson, Code Enforcement/Zoning Officer for White Oak Borough, Pennsylvania

• Front Counter Visits: Give staff more time back to focus on important tasks by significantly reducing front counter visits. Because citizens can now do things like submit applications, file complaints, ask questions, and track permit and inspection statuses online, there's no longer a requirement for them to travel to the office or use paper.

When we were using an on-premises system for our permitting needs, we had to use a server, spreadsheets, and a lot of paper, and we kept our code enforcement data in file folders. And now with cloud-based software, we can store and link our permitting, zoning, and code enforcement information together in the cloud.”

- Eric Heil, Cranberry Township’s Manager, Pennsylvania

• Collaboration: Make it easier for departments to work together by keeping all information online. Staff can simultaneously work on the same projects, share information with external stakeholders, and circulate applications for feedback without needing to print any paper or track down any files in person – with user-friendly software.

If a country boy like me can figure out how to manipulate and navigate Cloudpermit without any training, then the software must be really user-friendly. It took me 20 years to learn how to use other systems as effectively as I could use Cloudpermit in just one day.”

- Tim Murray, City of Brownwood’s Director of Planning and Development

Staff can enjoy better flexibility, reduced office visits, and stronger collaboration with online community development software. These changes can change their work culture for the better. When it's time to improve how you work, simply embrace it.

Dedicate Time to Training

Oftentimes, departments make the time to research different software options, but forget to budget time to learn the software when they pick one. Make sure that when deciding on an implementation schedule, make the time to stick to it.

It’s also important to pick the right people to be part of the implementation process. Selecting the right team members for implementation is critical. Involving those who will use the software frequently aligns training with specific departmental needs. This tailored approach boosts learning efficiency and software adaptation.

Stay Curious

Keeping an open mind when using new software is important to embrace change and explore new ways of working. New software can bring different features and processes that might be unfamiliar at first. It’s better to approach new challenges and changes with curiosity rather than resistance.

Staff often pick up how to use software more quickly when they’re open to learning and trying out new processes. On the other hand, a closed mindset usually leads to frustration and a slower time figuring out how to use new software.

Some software providers, like Cloudpermit, are committed to continuously updating and improving their software. Our team listens to our customers’ feedback and uses their insight to make meaningful changes to our software. By keeping an open mind, you can provide suggestions for improvement and be part of an engaging government community that helps each other.

In a broader sense, by keeping an open mind to new software and ideas, you can keep learning in today’s fast-paced world. You can position your government as an efficient, user-friendly, and forward-thinking team that provides a great place to live for your residents.