Top 7 Digital Adoption Challenges & How to Solve Them (2025)

Employees want tools that boost productivity, yet 69% report frustration with workplace technology. Despite this, Gartner found that only 14% of planning organizations have a digital adoption rate above 75%.

What’s holding teams back? 

Poor onboarding, over-reliance on IT, and resistance to change are just a few challenges that slow digital transformation. 

This creates ripple effects across organizations—CIOs and IT leaders see wasted budgets. HR struggles with disengaged employees, software admins fight user resistance, and project managers deal with workflow bottlenecks as employees fall back on old habits.

So, why does digital adoption fail? And more importantly—how can you fix it?

We’ve identified the top seven digital adoption challenges and actionable solutions to tackle them. Whether you’re rolling out a new system or optimizing an existing one, these insights will help you maximize software return on investment (ROI).

What Is Digital Adoption?

Digital adoption is the effective use of digital tools to achieve business goals. It happens when users maximize the value of all tools in their tech stack.

This means that users set up the software and understand and use all relevant features, both basic and advanced, with ease.

When done well, digital adoption leads to several key benefits:

• Improved Employee Productivity: Employees work more efficiently when they understand how to use digital tools effectively. This reduces time spent on manual tasks, minimizes errors, and helps teams focus on higher-value work.
• Faster Software ROI:  The quicker employees adopt new tools, the sooner businesses see tangible benefits, such as reduced process bottlenecks.
• Reduced IT Support Costs: When users are comfortable with a tool, they need less help, reducing IT support tickets. Self-service resources make it easier to solve issues on their own.
• Enhanced Customer Experience: Efficient employees serve customers faster and more effectively, improving satisfaction scores.

Let’s compare basic software usage with full digital adoption to see how they differ in training, support, IT dependency, and overall business value.

7 Common Digital Adoption Challenges and Solutions

While digital adoption increases productivity and ROI, implementing it is easier said than done. Organizations often face hurdles that slow progress and hinder success.

Here are seven common digital adoption challenges and how to overcome them.

1. Employees Are Resistant to Change

Change is unsettling for everyone, and employees are no different. The fear of complexity, poor communication, and job security concerns fuel hesitation. Research shows that:

• 37% of employees resist change, citing mistrust in leadership (41%), lack of awareness (39%), and fear of the unknown (38%).
• 22% of US employees worry AI and automation will make their roles obsolete.
• 66% believe technology will boost productivity in the next three years, proving the right approach can drive adoption.
• 55% of employees say negative technology experiences impact their mood and morale. This supports the claim that poor adoption leads to disengagement.

How do you overcome this challenge?

• Involve employees from the start. Seek their input, address concerns, and make them active participants in the transition.
• Explain why the change is happening and how it benefits employees.
• Avoid overwhelming employees with a sudden overhaul. Roll out new software in phases, focusing on high-impact features first to create early momentum.
• Use a digital adoption platform (DAP) like Apty to provide in-app walkthroughs, tooltips, and self-paced training so employees can learn as they work.

• Identify and empower internal advocates who can promote the new system, provide peer support, and help employees navigate challenges.
• Demonstrate early successes to build trust, boost confidence, and show immediate value.

2. Lack of Contextual Onboarding and Training

Another challenge companies face is a lack of contextual onboarding and learning.

A one-size-fits-all approach doesn’t work because employees have different roles, responsibilities, and learning speeds. Training thousands of employees across multiple departments is resource-intensive, and generic onboarding doesn’t address the unique needs of each job function.

Additionally, traditional training methods can’t keep up with evolving software features, leaving employees with outdated knowledge and limiting their ability to use tools effectively.

How To overcome this challenge?

• Use Apty to provide real-time, in-app, and contextual guidance, helping employees learn as they work.
• Allow employees to follow step-by-step walkthroughs at their own pace to reduce overwhelm and improve retention.
• Personalize employee training based on job roles, ensuring each department gets relevant, customized onboarding.
• Reinforce learning with interactive help and continuous training nudges beyond initial onboarding.
• Encourage self-learning with on-demand videos, knowledge bases, and interactive resources.
• Boost engagement with gamification, using badges, leaderboards, and rewards to keep employees motivated.

3. Training for Enterprise Systems at Scale is Difficult

Traditional methods—such as one-time workshops or lengthy manuals—often fail to equip employees with the skills they need to use complex platforms like customer relationship management (CRM), human capital management (HCM), enterprise resource planning (ERP), and information technology service management (ITSM) systems effectively.

Many enterprise applications, such as Microsoft Dynamics 365 or SharePoint, require weeks of hands-on experience to master—not just a day or two of training. Without continuous learning opportunities and real-time guidance, employees struggle to retain knowledge, leading to underutilization of software and increased IT support requests.

Apty solves this with automated, role-based training and custom onboarding flows that provide real-time, in-app guidance.

Step-by-step instructions help users learn as they work, eliminating the need for lengthy training sessions or manuals. This personalized approach accelerates learning, reduces IT dependency, and ensures employees use the software effectively.

You should also:

• Offer regular training sessions, such as lunch-and-learns and refresher courses, to keep employees updated on new features and best practices.
• Break training into smaller sessions to make learning more manageable and prevent information overload.
• Encourage peer support and mentorship so employees can learn from each other’s experiences.

Also Read: Barriers to Change and How to Overcome Them

4. Measuring User Adoption is Difficult

Without clear visibility into how employees interact with your tools, how can you effectively measure and monitor user adoption? You’d struggle to access adoption success and the why behind employee resistance.

You also lose insight into what drives adoption. 

Which features do employees use most? 

Where do they face roadblocks? 

Without this data, decisions are based on guesswork, increasing the risk of failed adoption. 

Yet, fewer than 50% of IT teams track critical digital employee experience (DEX) metrics, such as user adoption, device analytics, and speed of issue resolution.

Apty gives IT teams real-time insights into user adoption, engagement levels, and software interactions, making it easier to identify what’s working and what’s not.

With this data, organizations can address adoption barriers, improve DEX, and ensure technology investments are fully utilized. Apty helps turn adoption metrics into actionable improvements, leading to better software usage and fewer inefficiencies.

Here are some additional tips to counter this challenge:

• Use adoption heatmaps to identify features employees struggle with, allowing for targeted training interventions.
• Compare adoption rates across teams, departments, and locations to refine digital adoption strategies.
• Set clear metrics, such as active user count, feature engagement, and task completion rates, to measure adoption success.
• Regularly review analytics to monitor trends, spot roadblocks, and provide additional support where needed.
• Gather user feedback through surveys, interviews, and focus groups to uncover challenges and training gaps.

5. Lack of End-User Performance Support

A lack of end-user support leads to slow digital adoption because there’s no way to get help without reaching out to the IT team. In fact, 72% of office workers prefer resolving IT issues on their own rather than reaching out to the IT help desk.

Apty removes these barriers with instant, contextual assistance through tooltips, walkthroughs, and self-service knowledge bases. Employees get the help they need without disrupting their workflow, making it easier to adopt new tools.

Real-time alerts and automated prompts prevent mistakes before they happen, reinforcing best practices and keeping processes running smoothly.

6. Poor Software Utilization and Data Silos Across Departments

Suppose your enterprise implements a new CRM to sort through customer interactions, streamline workflows, and enhance collaboration between sales and support teams.

The sales team fully adopts the CRM using automation, customer tracking, and reporting to improve lead conversion. The customer support team only logs support tickets but ignores customer history, chat integrations, and the knowledge base, missing critical insights.

So, how does this lead to inefficiencies? Let’s see here:

1. A long-time customer contacts support about a billing discrepancy.
2. The support agent is unaware that the sales team recently updated the customer’s pricing plan, which explains the change.
3. Instead of checking the CRM for existing records, the agent asks the customer for details they already provided, leading to frustration and longer resolution times.
4. Meanwhile, the sales team loses an upsell opportunity because support doesn’t share common customer concerns with them.

Poor software utilization often stems from data silos, where critical information gets stuck within teams or systems. Without full access to relevant data, employees struggle to make informed decisions. 

This challenge is so widespread that 81% of IT leaders say data silos slow down digital transformation efforts.

To bridge these gaps, use Apty to monitor CRM feature usage, identifying gaps in adoption and ensuring every team fully leverages the software.

With clear insights into how employees interact with the CRM, businesses can identify areas where teams underuse key features and provide targeted guidance to improve adoption.

Beyond monitoring, setting company-wide best practices ensures alignment across departments.

When teams follow standardized workflows and share critical insights, data silos disappear, collaboration improves, and employees make more informed decisions—leading to better customer experiences and stronger business outcomes.

7. High Dependency on IT Support

When employees lack access to self-service support, they rely heavily on IT for basic troubleshooting, leading to overwhelmed IT representatives, slower response times, and stalled productivity. Without alternative help resources, support tickets surge, consuming IT bandwidth that could be better spent on critical initiatives.

To overcome this challenge:

• Apty’s self-serve help menu provides on-demand access to FAQs, troubleshooting steps, and interactive guides, allowing users to find solutions in real time without submitting a ticket.
• The DAP also proactively detects user actions and offers real-time assistance, helping employees navigate tasks correctly without IT intervention.

Overcome Digital Adoption Challenges With Apty

Are you tired of struggling with low software adoption, resistance to change, and endless IT support requests? Apty makes digital transformation seamless by helping enterprises maximize their technology investments.

With Apty, you can:

• Guide users in real-time with in-app walkthroughs, tooltips, and self-paced training.
• Track adoption metrics to identify bottlenecks and optimize training.
• Ensure process compliance with automated workflows and proactive alerts.
• Simplify onboarding with role-based learning and contextual support.

Say goodbye to software underutilization and hello to faster adoption, higher efficiency, and lower IT burden.

Book a demo today to see Apty in action!

FAQs

What are the 5 factors that affect technology adoption?

The five factors that affect technology adoption include:

1. Ease of Use and User Experience: Users resist adoption if a tool is complex. A simple, intuitive interface improves usability.
2. Perceived Value and Benefits: Employees adopt technology when they see clear advantages, such as increased productivity and cost savings.
3. Training and Support: Ongoing, contextual training ensures seamless integration into workflows.
4. Organizational Culture: String leadership and change management drive adoption.
5. Cost and Return on Investment: Businesses must assess if the investment justifies long-term value.

What are the barriers to Industry 4.0 adoption?

Industry 4.0 refers to the digital transformation of manufacturing and industrial processes through automation, artificial intelligence (AI), Internet of Things (IoT), and data analytics. However, several challenges hinder its adoption:

1. High Implementation Costs: The high costs of IoT, AI, and automation make adoption difficult for small and mid-sized businesses.
2. Lack of Skilled Workforce: Expertise in AI, robotics, and cybersecurity is scarce, hindering adoption.
3. Cybersecurity Risks: Increased connectivity raises concerns about data breaches.
4. Resistance to Change: Employees fear job displacement and struggle with new technologies.
5. Integration Challenges: Legacy systems often aren’t compatible with modern Industry 4.0 solutions.