How to Manage Change When Adopting AI and Automation
How accounting firms can identify problems, manage change, and succeed with technology adoption.
Implementing new technology in an accounting practice often feels overwhelming. With so many tools available, it can be difficult to know where to start, when to act, and how to bring the team on board.
In our latest webinar, Will Rush and Luke Farren shared their insights on why firms delay implementation, the pitfalls of rushing change, and how practices can turn tech adoption into a success story.
In this blog, we cover:
- Identifying inefficiencies and gaps in your practice
- Managing change across teams of all sizes
- Building measurable ROI from new tech
- Securing buy-in from all stakeholders
- Avoiding overwhelm by phasing implementation
- Learning from peer experiences and community knowledge
You can now watch this webinar On Demand HERE, or read on for the key things you need to know.
Identifying the Real Problem
The first step in any tech project is recognising the true inefficiencies in your practice. Without this, firms risk investing in solutions that don’t address the real issues.
“A lot of practices end up layering technology upon technology to solve problems that, if they fully activated the products they already had, wouldn’t need constant new solutions.” - Luke Farren
Taking the time to map out inefficiencies, survey the team, and measure where hours are lost provides the clarity to prioritise solutions.
Managing Change Effectively
Even the best tech stack can fail without strong change management. Successful adoption requires clear communication and collaboration from the very start.
“You can have the best technology stack in the entire world, but if you don’t have buy-in from your team, it isn’t going to be worth the paper it’s written on.” - Luke Farren
Practices that involve all levels of staff early, rather than leaving decisions solely to senior partners, find that change is smoother and adoption stronger.
The key is building engagement by making the process collaborative rather than top-down.
Measuring ROI and Setting Priorities
Any tech adoption should always be tied to measurable outcomes. Will Rush emphasised the importance of quantifying problems before making changes.
“Can you actually put a figure to the problem? Is it costing you X amount of hours every day? Because then that helps you look at the ROI of a system.” - Will Rush
One firm identified that its team was spending excessive hours managing email inboxes around accounts payable. By analysing timesheet data, they could clearly see the biggest inefficiencies and prioritise solutions.
This data-driven approach ensures investment is justified and focused on the areas with the greatest impact. And what tech tools like XBert can be adopted to solve the problem
Securing Buy-in from All Stakeholders
Firms often stumble when decisions are made by senior leadership without input from day-to-day users. Involving staff directly reduces resistance.
“So often we see it’s the CEO or managing partner making the decision, but they’re not the ones using the software day to day.” - Will Rush
When peer project champions are empowered to lead, they create stronger influence across the team. Feedback is easier to share horizontally than upwards, making collaboration a crucial success factor.
Avoiding Overwhelm with Phased Implementation
Attempting to transform too much at once leads to frustration and stalled progress.
“So often I see firms looking to change so much at once that they become overwhelmed, and nothing really gets done.” - Will Rush
Real success comes from prioritising the most urgent problems and implementing solutions step by step. Even within a single platform like XBert, firms can start small and expand gradually, ensuring progress without burnout.
Learning from Peers and Community Knowledge
Beyond internal surveys and vendor support, peer knowledge can be invaluable.
“There really is a community now. People openly share their experiences, and it’s not the guarded industry it was 15 - 20 years ago.” - Will Rush
Attending events, speaking to other firms, or even having informal conversations can surface solutions that may not be obvious internally. New staff with experience from other firms can also provide fresh perspectives.
Why You Should Act Now
Delaying implementation means inefficiencies continue draining your resources, while other firms are getting a competitive edge through AI and automation adoption.
By identifying gaps, engaging your team, and phasing adoption, you can ensure new technology delivers measurable ROI and long-term success.
Need Help Adopting XBert in Your Firm?
Book a call with our team so we can show you our tools and discuss your adoption options.
