Promoting ResourceSpace for new users

31st October 2023

ResourceSpace service packages include ongoing 1:1 advice and configuration support with our in-house DAM experts. One question we’re often asked is: 

“What tips do you have to encourage new users to take advantage of what ResourceSpace has to offer?”

Here are some useful approaches when it comes to rolling out ResourceSpace to new users–or refreshing the memories of existing ones!

Work towards realistic goals

It can be tempting to upload all of your digital assets at once and ‘fast forward’ progress with a new Digital Asset Management (DAM) system. This may seem like a logical strategy, and for some teams it might be essential, but it’s not always the best way to encourage new users to adopt DAM into their everyday work life.

Even though ResourceSpace is known for being easy to use, it can still be intimidating at first for those who are unfamiliar with DAM and used to working with less feature-rich platforms to manage content, such as Dropbox. Suddenly logging in to find that all of the content a user was working on has moved to a platform that they’re not yet familiar with might risk them reverting to inefficient processes and time-consuming workarounds. 

One alternative is to start small. If you’re planning to use the system to manage marketing materials, is there a specific campaign coming up that could be handled exclusively in ResourceSpace? Showcasing the new system with a manageable volume of material can really help new users to understand the features, and see the potential. Naturally, more ideas and options will evolve from this too. 

Using a new DAM can also be a good opportunity to review your existing content and be selective about what you keep, and what you no longer need. Working in smaller ‘chunks’ can help with this process, and it’s standard practice to test out new features or configurations this way too.

Create custom user guides

Training can be the biggest obstacle when it comes to rolling out new software across an organisation. If users aren’t aware of how to use the system or how it’ll improve their day-to-day processes, they simply won’t log in in the first place. 

Alongside in-person training sessions, create quick, summarised guides that give simple overviews of the system and cover the basics like searching, sharing, downloading and working with collections. Even better, record short video demos, and then add them to the system as dash tiles.

Even with access to the full Knowledge Base at their fingertips, a user is going to be more keen to learn from a guide that’s been designed specifically for their team or organisation. It’s also a great way to make people aware of ResourceSpace’s brand management capabilities and show off any customisation you’ve been working on.

Highlight ‘game-changing’ features

What are the biggest challenges that ResourceSpace is helping you to overcome? If your team were excited about the external upload feature, they might just need to be reminded that it’s there and how to use it. 

Are there any features that you could invite users to test out? Keep an eye on our versions page for updates and ask us if you’d like support with setting them up. Consider sending a monthly email update summarising recent updates.

We send our ‘Did You Know?’ videos to our designated contact each month but other users can subscribe to these here. These highlight useful features and plugins that users may not have come across.

Regular system reviews

Our supported customers receive a regular system ‘health check’ to help make sure they’re making the most out of their system.

Requirements can shift and evolve over time - what was needed two years ago might look very different now, and there may be features or settings available that’ll help to meet them. Check for plugins that may be useful. There could be a small tweak that solves a problem you didn’t even know you had!

Monitor progress

ResourceSpace comes with reporting and analytics functionality so you can really gain an understanding of how users are interacting with the system. Consider setting a series of key performance indicators to make sure the organisation is getting the most from the system. You could base these around logins, uploads, downloads, shares as well as assessing how advanced users are making use of more complex functionality like workflows and the design and branding across the system.

Ready to learn more?

Are you interested in finding out more about how ResourceSpace will benefit your organisation? Our DAM experts are always happy to help.

Alternatively, you can launch your free ResourceSpace instance within minutes. Simply complete the sign-up form on the link below and you're ready to go. It's completely free with no usage limits, so what have you got to lose?