This article shows you how to introduce your team to extro in a structured way.
You can find the strategic principles for changing systems in the change series under «System change & Introduction».
1. Conduct a clear and concise kick-off
Hold a short team meeting before getting started.
Recommended duration: 15–30 minutes
Objective:
Define the start date
Clarify expectations
Make the approach transparent
Do not discuss whether to switch systems.
The decision has been made.
Kick-off structure
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Describe the current situation
handwritten reports
duplicate data entry
missing hours
disconnect between the construction site and the office
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Define the target state
centralized digital data entry
fewer follow-up questions
transparent project times
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Explain the approach
Pilot phase
clear rollout date
designated contact person
2. Make the introduction video mandatory
As soon as employees are invited, they automatically receive an email with an introduction video.
Procedure:
Clearly communicate that the video is part of the onboarding process.
Set a deadline.
If necessary, schedule a short Q&A session.
A login does not replace onboarding.
3. Define a pilot team
Do not start with the entire company.
Recommendation:
one person from the back office
one field technician
The pilot team:
tests real jobs
documents questions
provides structured feedback
Duration: 1–2 weeks.
Then proceed with the rollout.
4. Define roles and responsibilities
Clarify the following before the wider launch:
Who is responsible for the system?
Who decides on process-related questions?
Who collects feedback?
Who communicates adjustments?
Without clear responsibilities, uncertainty arises.
5. Set clear rules for use
Define the following as mandatory:
When is time recorded?
When are reports completed?
How are corrections handled?
Which fields are mandatory?
A system is only as good as its standards.
6. Make initial successes visible
After the first week:
Brief team check-in:
What was easier?
Where are we saving time?
Which follow-up questions have been eliminated?
Typical initial improvements:
Time recording directly on site
More complete project information
Intuitive handling
Actively highlight these successes.
Acceptance comes from visible benefits.
7. Consistently discontinue old processes
The most common mistake:
Continuing to work in parallel.
If paper reports or old tools continue to be used in parallel, the transition will be significantly delayed.
Define a clear cutover date.
From this date onward, extro is the standard.
Conclusion
Successful team onboarding is:
clearly structured
defined in terms of timing
managed consistently
not overloaded
The smoother the start, the faster extro will demonstrate its value in day-to-day work.