How to Give Your New AI Tool or Process the Best Chance of Being Adopted

The Digital Project Manager

Rolling out a new tool or process sounds simple—until you try it. In this episode, Galen Low sits down with Frances Odera Matthews, founder of The Notion Bar, to unpack why change management is so hard, even with the best intentions and the best tools. From shiny object syndrome to culture gaps, they explore why tool adoption often fails and what project leaders can do to set their teams up for long-term success.

Frances shares practical insights from the front lines of Notion implementations, including how phased rollouts, internal champions, and intentional design can make or break adoption. They also dig into the cultural side of change—how open sharing, avoiding silos, and even acknowledging when to rip the band-aid off can help teams navigate tool fatigue and create lasting transformation.

Resources from this episode:

• Join DPM Membership
• Subscribe to the newsletter to get our latest articles and podcasts
• Connect with Frances on LinkedIn
• Check out the Notion Bar, The Notion Zeitgeist newsletter, and the Coffee & Oysters podcast

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1. The Nightmare of Workplace Change (00:00:00)

2. Tools Aren't Magic Wands (00:02:16)

3. The Phases of Effective Implementation (00:07:28)

4. Culture: The Foundation of Adoption (00:15:18)

5. Rogue Tools and Process Fiefdoms (00:22:14)

6. Champions at Every Level (00:28:37)

7. AI Meeting Notes and Context King (00:34:36)