Change Series – Part 1
Common pitfalls when switching systems – and why they are normal
Switching systems is not just a software project.
It affects routines, habits and responsibilities.
If this causes friction, it is not a failure. It is a sign that something is changing.
Here are the most common pitfalls, possible solutions and how to handle them professionally.
1. “It used to be faster”
This statement comes up almost every time.
What lies behind it:
Habit
Muscle memory
Uncertainty about the new process
A new system is slower at first. That is normal.
Productivity decreases in the short term before it increases.
What helps:
Plan for a transition period.
Set clear ground rules for the rollout.
Do not measure the efficiency of month 6 in week 1.
2. “Why did you change this?”
This is rarely about the feature itself.
It is about orientation.
If the purpose of the switch is unclear, resistance arises.
Ask yourself:
Have we clearly explained the reasons for the switch?
Does everyone know which problem we are solving?
Have we made the day-to-day benefits clear?
Switching systems without a clear goal creates frustration.
A switch with a strategic rationale drives development.
3. Comparing it with the old way of working
Many teams unconsciously try to use the new system in exactly the same way as the old one.
This leads to:
unnecessary discussions
false expectations
artificial complexity
A new system is an opportunity to optimize processes – not to copy old workflows.
When something is different, it is worth asking:
Is it really worse – or just unfamiliar?
4. The system becomes a mirror
During the switch, it often becomes apparent that processes were never clearly defined.
Typical symptoms:
Different ways of working within the team
Unclear responsibilities
Discussions about the “correct” way to record data
The system is not the problem – it makes missing standards visible.
That is uncomfortable, but valuable.
5. Too many changes at once
New tool.
New processes.
New roles.
Expectation of immediate efficiency.
Overload is inevitable.
Recommendation:
Think in phases.
Start with a pilot team.
Make quick wins visible.
Use onboarding consistently (see the article “How do I start my workday with extro?”).
What sets successful transitions apart
Successful companies:
Make clear decisions.
Communicate transparently.
Remain consistent.
View the switch as organizational development – not as an IT issue.
The difference is not in the software.
It lies in the mindset.
What to expect in this series
Part 1: Common pitfalls when switching systems
Part 2: Success factors for a smooth transition
Part 3: How to guide your team through resistance
Part 4: The right time to switch systems