Published: April 29, 2025  Updated: April 30, 2025

System Adoption Rate (SAR): How to Track and Increase It

Efficiency without sacrificing production. Companies strive to maximize this concept. They implement new systems. However, the success of these initiatives hinges on a crucial metric: system adoption rate (SAR). This article delves into the world of system adoption.

⮚ What is SAR and Why Does System Adoption Rate Matter?

⮚ How to Calculate System Adoption Rate (SAR).

⮚ What's a Good System Adoption Rate? Benchmarks Explained.

⮚ Strategies to Increase System Adoption Rate Across Teams.

⮚ Why Tracking SAR is Essential to System Success.

⮚ How a CMMS Can Increase System Adoption Rate (SAR).

What is SAR and Why Does System Adoption Rate Matter?

At its core, the system adoption rate measures the percentage of intended users who actively engage with a new system. It reflects the success of the implementation process and the system's perceived value within the organization. A high adoption rate indicates that users have embraced the system and utilize it to its full potential.

How to Calculate System Adoption Rate (SAR)

Similar to many other maintenance-related measurements, various factors affect how you can reach an informative calculation. In this case, the specific method chosen depends on how you define "active engagement." Read on for two common approaches.

Method One: Active Users vs. Total Users

This straightforward method divides the number of users actively utilizing the system within a specific timeframe (e.g., past month) by the total number of users with access. Multiply this figure by 100% to express it as a percentage.

Example –

An e-commerce platform recently implemented a new customer relationship management (CRM) system. They want to measure the system adoption rate using the "Active Users vs. Total Users" method.

Total Users: 1,000 (This represents the total number of employees who have access to the CRM system.)

Active Users (Past Month): 600 (This represents the number of employees who logged in to the CRM system and actively used its features within the past 30 days.)

Calculation:

System Adoption Rate = (Active Users / Total Users) * 100%

System Adoption Rate = (600 / 1,000) * 100%

System Adoption Rate = 60%

This indicates that while all employees have access to the CRM system, only 60% actively use it on a monthly basis. Supervisors might want to investigate this.

Method Two: Feature-Specific Usage for Deeper Insight

This method goes beyond basic logins and focuses on specific features within the system. It calculates the percentage of users who actively engage with a particular functionality. This helps identify under-utilized features and allows for targeted improvement efforts.

Example –

A social media marketing team utilizes a social media management platform (SMMP) with multiple functionalities. They want to measure the adoption rate of a specific feature: "Automated Scheduling."

Total Users: 10 (This represents the total number of social media team members who have access to the SMMP.)

Users Utilizing Automated Scheduling (Past Month): 6 (This represents the number of team members who actively used the automated scheduling feature within the past month.)

Calculation:

Feature Adoption Rate = (Users Utilizing Feature / Total Users) * 100% Feature Adoption Rate = (6 / 10) * 100% Feature Adoption Rate = 60%

Here, we have the same adoption rate as the previous example. However, this percentage only accounts for a specific feature. You might see higher overall usage.

What does this mean? Perhaps additional training or user feedback is needed to understand why some team members don't use it.

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What's a Good System Adoption Rate? Benchmarks Explained

Again, this comes down to a subjective value. A "good" adoption rate means something different to each company or industry. It can vary based on the system's complexity, user base, and organizational goals. However, let's review some general benchmarks to put us at a good starting point.

70-80%: Generally considered a good adoption rate, indicating a majority of actively engaged users.

90% and above: Considered excellent, signifying widespread user buy-in and system effectiveness.

Below 50%: Significant challenges may exist in user acceptance and system utilization.

Strategies to Increase System Adoption Rate Across Teams

Achieving a high system adoption rate requires a proactive approach. Key strategies include:

• Comprehensive Communication. Clearly communicate the system's purpose, benefits, and impact on users' roles. Address potential anxieties and emphasize how the system will make their work easier.
• User-Centric Design. Ensure a user-friendly system with an intuitive interface and clear workflows. Consider user feedback during development. Actively address usability issues.
• Seamless Onboarding. Provide comprehensive training materials, tutorials, and user guides to equip users with the knowledge and skills to navigate the system effectively. Consider offering personalized onboarding sessions for specific user groups.
• Continuous Support. Offer ongoing support through readily accessible help desks, user forums, and knowledge bases. Address user queries promptly. Proactively identify areas needing additional support.
• Incentivize Usage. Implement game-like elements or reward programs to encourage active system use. Make recognition and positive reinforcement a routine part of the adoption process.
• Champion the System. Identify and empower system champions within the organization. These individuals can act as peer mentors. They provide guidance and promote the system's benefits amongst colleagues.

Why Tracking SAR is Essential to System Success

Identify Areas for Improvement. Pinpointing user segments with low engagement can show specific functionalities or workflows that need tweaking. This allows for targeted fixes and user experience improvements.

Measure ROI. A high adoption rate indicates that the investment in the system yields positive results. In turn, you track return on investment (ROI) to assess whether the system delivers the projected benefits.

Boost User Morale. When users see the system making a positive impact and readily adopted by their peers, it can boost morale and enhance overall user satisfaction.

Discover how streamlined maintenance processes can elevate production. Learn more.

How a CMMS Can Increase System Adoption Rate (SAR)

A CMMS software specifically designed to manage maintenance operations offers several advantages when aiming for high system adoption rates.

• Focus on User Needs. CMMS software designers have specific user roles in mind, often with technician and maintenance manager-specific interfaces. This tailored approach simplifies training and promotes user comfort with the system.
• Organized Workflow. CMMS facilitates work order creation, preventive maintenance scheduling, and asset management. These functionalities directly address everyday tasks for maintenance personnel. This makes the system highly relevant to their work.
• Reports. CMMS reports and analytics provide valuable insights into equipment health, maintenance costs, and resource allocation. This empowers users by demonstrating the system's impact on maintenance efficiency and cost savings.
• Improved Communication Many CMMS platforms offer communication tools like messaging functionalities within work orders. Checklists and comments. Supervisors give clear direction and order to maintenance tasks. Technicians offer feedback for improvement.
• Mobile Accessibility. Invest in a system that has an app for mobile devices. When technicians work away from the main building, they have access to work orders, update statuses, and log data in real-time. This flexibility streamlines workflows and promotes active system usage in the field.
• Integration Capabilities CMMS software can integrate with existing enterprise resource planning (ERP) or other systems. Provides extra value to systems' users and the company.

Additional Considerations When Increasing System Adoption

While this article has focused on general strategies, it's important to acknowledge that specific approaches may vary depending on the system that you implement. For instance, adopting a new accounting software would require a different approach compared to rolling out a project management tool.

Read on for additional considerations to keep in mind.

• Change Management. Implementing a new system may cause disruptions for users. Incorporate change management principles throughout the process to ease user anxieties and facilitate a smooth transition.
• User Feedback. Continuously gather user feedback through surveys, user forums, or focus groups. This user-centric approach allows you to identify ongoing concerns and adjust functionalities or training materials accordingly.
• Leadership Support. Executives need to actively promote the system and champion user engagement.

How to Increase SAR and Drive Long-Term Adoption

You should use SAR to gauge the success of any system implementation. Understand its importance. Plan and establish the right strategies. Leverage tools like a CMMS. These lead to a better-organized and more positive working environment. For a world-class CMMS, visit Mapcon Technologies. 800-922-4336 provides you with a free demonstration, U.S.-based support, and a system designed for your needs.