Per Erséus
Like many organisations, you’ve probably invested time in choosing the right tool for managing images and video, and now it’s time to start using it. Yet even with the right features in place, a well-thought-out structure and clear permissions, only a few people use the system consistently. Others use it sporadically – or not at all.
So how do you get everyone who needs it to actually use the platform?
When the value isn’t clear, people choose whatever feels fastest in the moment.
Using a system “the right way” isn’t about knowing or mastering every feature. It’s about understanding when the system should be used, why it’s relevant and how it simplifies everyday work.
For adoption to increase, the connection to daily tasks must be clear. It’s rarely enough to show how something works. It’s more important to show when and why it should be used. When the system is perceived as a support rather than a requirement, usage increases naturally.
Show how it makes everyday work easier. Even small, concrete examples often have more impact than broad walkthroughs.
Fear of making mistakes is another common reason people avoid new systems. Unclear frameworks lead to caution, and when it’s hard to know what applies, people choose safe shortcuts instead.
By defining clear guidelines for how shared assets should be enriched with metadata and how they should be used, it becomes easier to adopt the system – even for users with less experience.
This might include agreeing on how to:
As the user group grows, it becomes even more important to focus on ways of working rather than individual features. It helps to remind the team why the system exists. Roles and responsibilities should be clear, as well as how assets may be reused.
When these fundamentals are in place, the need for individual interpretation decreases. The system becomes a natural part of how the organisation operates.
Getting more people to use the system is rarely a one-off effort. It’s about onboarding new colleagues, adjusting where friction appears and highlighting good examples. Usage that becomes part of the culture – rather than a project – is far more sustainable over time.
Want to see how other organisations work with collaboration and structure in Mediaflow’s platform? Read more here.
When new users are introduced to a system, several challenges arise. On the one hand, you want them to become self-sufficient quickly. On the other, time for onboarding is limited, and the people who know the system already have full workloads. But onboarding doesn’t have to be a burden.
As we wrap up the year, it’s clear that 2025 surpassed all previous records. With 165 new customers, a strong new minority investor, and – most importantly – new features that improve everyday workflows, we’re already looking forward to taking on 2026.
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