People tend to act as they always have
People save files temporarly wherever it is convienient and they seldom think of the files as something for others to use. This occurs when individuals become too comfortable with existing workflows, even inefficient ones and can soon spread to become an organizational threat. People have the tendency to resist change and stick with the status quo.
This can be seen in lack of metadata for important files in the DAM system or that a suggested new workflow may feel overwhelming. Testing or implementing a new workflow is repeatedly postponed because of the potential impact or the "messiness" of the change.
These habits become a significant obstacle in enhancing the use of the media bank (DAM) within the organisation and in worst case leading to underutilization of DAM's capabilities, and a failed investment that doesn't deliver its intended value.
How to convince users to save files properly to media bank for the organisational needs.
Convincing people to change their habits often starts with showing them how the change benefits them personally and makes their work easier—not just how it helps the organization. If you can highlight the direct advantages of proper file organization, metadata usage, and a centralized system, you’ll have a better chance of shifting behavior. Here are a few approaches:
- Make It Easy and Fast:
If saving files in a centralized system feels complicated or time-consuming, people won’t do it. Show how quick and simple it can be to upload a file and add basic metadata—ideally in a few clicks. Integrating the process into their existing workflow, rather than adding extra steps, will reduce resistance. - Show the Immediate Value to Them:
Explain how having well-organized, properly tagged files will save them time in the future. When they can find a document in seconds rather than digging through multiple folders—or worse, recreating a file from scratch—they’ll see why it’s worth the small upfront effort. - Demonstrate the Collective Benefit:
People may not think of their files as useful to others, so show concrete examples. For instance, “When you properly tag and save that product image, the marketing team can quickly find and use it in next month’s campaign.” Real-world examples help people understand how their work directly supports colleagues and organizational goals. - Provide Recognition and Incentives:
Acknowledge when someone consistently saves files correctly and adds metadata. A simple thank-you or a shout-out in a team meeting can encourage others to follow suit. Small rewards, like being known as a “team player” or “efficient collaborator,” can motivate behavioral change. - Offer Training and Resources:
People resist change when they’re unsure of how to do something or don’t understand the benefits. Provide short, hands-on training sessions, quick reference guides, or videos that explain why and how to use the new system. Confidence in the process leads to greater adoption. - Enforce Standards Gradually:
If you suddenly impose strict rules, you may face pushback. Instead, start by encouraging voluntary participation and build momentum. Over time, as more people see the benefits and adopt the practice, you can introduce clearer guidelines and expectations. - Highlight Long-Term Impact:
Connect individual actions to larger organizational outcomes. For instance, “When we all save files correctly, it’s easier to comply with regulations, ensure faster project completion, and maintain a consistent brand image. That benefits everyone, including you.”
By showing how proper file saving benefits both individuals and the organization—and making it as painless as possible—you’ll have a better chance of changing habits over time.
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Author Rolf Koppatz Rolf is the CEO and consultant at Communication Pro with long experience in DAMs, Managing Visual Files, Marketing Portals, Content Hubs and Computer Vision. Contact me at LinkedIn. |