Overcoming 4 Common Challenges in ELN Implementation:
Real-World Lessons from SciNote Customers
7 min read
Implementing new technology in a scientific environment, especially something as core as an Electronic Lab Notebook (ELN), often involves navigating complex processes, user expectations, and organizational priorities. SciNote has worked with hundreds of life sciences teams worldwide, and the patterns are clear: whether your lab is big or small, transitioning to an ELN comes with predictable challenges—and solvable ones.
We’re not alone in seeing this. Across industries, studies confirm that the same barriers show up in software implementations everywhere; lack of time, poor communication, resistance to change, undefined ownership, and inconsistent support after go-live.
This post covers the biggest ELN adoption challenges and how laboratories are overcoming them, with real tactics and results from SciNote customers.
Contents
Challenge 1: User Resistance to Change
One of the most persistent issues in ELN adoption is user pushback. Change can feel uncomfortable, even when it’s positive.
One mid-sized biotech company that moved from paper notebooks and Excel files to SciNote noted lukewarm responses from their team. Several lab scientists didn’t want to change. The sentiment was, “We’ve been doing it this way for years. Why switch now?”
In our experience, resistance most often stems from two things:
- Comfort with the current system, regardless of its flaws – People knew the ins and outs of notebooks and spreadsheets. It was what they were used to.
- Fear of the unknown or a perceived steep learning curve – Nobody wants to feel like a beginner again, especially in a high-performing environment.
So what did we do? We found our allies, our key advocates within the transitioning company.
The key to our success has been partnering with tech-savvy, well-respected scientists who quickly see the value an ELN like SciNote brings to their daily work. With personalized support, they learned how the platform streamlines experiment documentation and SOP tracking without the need for printing. Once they saw the benefits, they became internal advocates.
Rather than just demonstrating the tool, they shared their personal experiences, which has a greater impact than formal presentations. Their stories build trust and inspire others to get on board. As interest grew, we supported the momentum with tailored onboarding sessions to boost confidence and engagement. Once the internal resistance ebbed away, the entire team reached full adoption in just a few months; a remarkably fast transition for a lab-wide digital tool. It’s a strong example of how the right combination of internal champions and guided support can accelerate meaningful change.
Key takeaway: Internal champions are crucial. Peer influence is more persuasive than policy.
Challenge 2: Lack of Time and Ownership
One of the most common challenges organizations face when adopting new software isn’t the tool itself—it’s time and prioritization. In reality, implementation rarely fails due to a bad product. More often, it fails when no one takes ownership of the process and no time is carved out to make the rollout successful.
We saw this firsthand while working with a fast-growing pharmaceutical company in the early stages of implementing SciNote. During the kickoff meeting, the energy was high. Leadership had declared the ELN a “top priority” and expressed excitement about the potential for improved collaboration and stronger data integrity. Everyone was aligned on the goals: enhance data traceability, reduce manual errors, and centralize lab documentation.
Then we asked one simple but essential question:
“Great, so who from your team will be responsible for leading this implementation? And how much time can they commit each week?”
The room fell silent.
Suddenly, this “top priority” didn’t have a clear owner or dedicated time. Everyone supported the idea in principle, but no one had the bandwidth to take it on. The assumption was that SciNote could just be slotted in between regular lab duties, as if transformation could happen on autopilot. Sound familiar?
Many organizations express enthusiasm for change, but far fewer are ready to invest the internal time and energy it takes to truly make that change stick. That’s usually when we need to pause and have an honest conversation: You can have the best ELN software in the world, but without dedicated time and clear internal accountability, adoption will stall.
To this team’s credit, they took that feedback seriously, and a week later, they returned with a solid 3-step plan.
3 key steps for successful adoption:
- Create an internal ELN Task Force with reps from three departments
- Assign ownership for driving onboarding and resolving roadblocks
- Establish recurring milestone meetings with SciNote’s Customer Success team
The result? While some bumps in the road remained (as is normal during any transition), they had a structure, clear accountability, and a process for handling challenges as they arose, allowing them to successfully roll out the software across the company in record time. This is why setting priorities and allocating time from the start is critical to long-term success. Taking the time early on builds confidence, and that confidence becomes the foundation for transformation.
Key takeaway: ELN success is a resource game—assign ownership and protect time.
Challenge 3: Lack of Change Management Communication
n any organization, especially larger ones, launching new software is not just a technical change—it’s a cultural shift. Success starts with strong leadership support and clear communication from the top. In the best adoption cases, department heads made it clear that ELN use was not optional. It was a core part of how the company would conduct science going forward. This alignment is what gets everyone moving in the same direction.
One SciNote customer learned this the hard way. They initially launched the platform without clear internal messaging, and engagement stalled. Once leadership tied ELN adoption to key goals like operational efficiency and regulatory readiness, buy-in improved almost immediately.
To drive successful implementation, your team needs to understand:
- Why this ELN implementation matters
- What the goals are (e.g. data integrity, audit-readiness, improved collaboration)
- How success will be measured (success metrics)
- What their role is in achieving it
Establishing this clarity ensures everyone understands the purpose behind the software and their part in making it work. Without it, adoption struggles. With it, momentum builds.
Key takeaway: You must clearly and repeatedly communicate the “why” behind new software throughout the organization.
Challenge 4: Training Limitations & No Post-Onboarding Support
Many teams assume users will figure things out on their own or treat onboarding as a one-time event. In reality, implementation challenges are inevitable, and digital tools require ongoing support to succeed. The truth is that, even the best software can feel overwhelming if people are left alone to figure it out. A lack of training is one of the biggest barriers to long-term adoption of any digital system. That’s why we invest so much in education, documentation, and personal support in every implementation we deliver.
Here’s how SciNote helps you make your implementation successful:
- Provide multi-format training: live sessions, recorded videos, courses and documentation
- Dedicated Customer Success Manager
- Structured phased roll out approach
- Custom implementation roadmaps with milestones
- SciNote’s open “office hours” to ask questions directly to our support team
- Integration support and guidance (SciNote has an open API)
Key takeaway: Adoption doesn’t stop after onboarding. Plan for long-term support, even if your vendor doesn’t provide it (spoiler: SciNote does).
SciNote’s 6 steps to success:
We’ve learned a great deal from the companies we work with and here are some of the best practices they’ve shared with us throughout their SciNote implementation journeys.
- Assign superusers to guide teams internally
- Have a testing environment for testing new features and onboarding new employees
- Have a refresher training
- Internal option to collect feedback or questions
- Setting a hard cut-off date: All new data must go in the new software after specific date
- Continuously reinforce the value and importance of the software.
End-to-End Success Factors: What the Research and Our Clients Confirm
In conclusion, successful ELN implementation depends on more than just software selection. It requires strong leadership, clear communication, and continued support. When planned and executed thoughtfully, digital adoption becomes scalable, sustainable, and impactful across the organization.
Key Takeaways:
1. Leadership Buy-In
Executive sponsorship is critical. When leadership sets clear expectations and actively supports the project, teams are more likely to engage and adopt the system effectively.
2. Change Management and Communication
Clearly explain the purpose behind the implementation. Connect ELN adoption to real business goals such as regulatory compliance, operational efficiency, or data security. Transparent communication helps teams understand how the change benefits them.
3. Ongoing Education and Support
Training is not a one-time event. Continued user enablement is essential for long-term success. Organizations that invest in ongoing training and support often see up to 3x higher ROI.
Putting these elements in place can turn onboarding into a lasting transformation—building confident users, improving workflows, and raising the overall quality of scientific data and collaboration.
Ready to begin, or optimize your ELN journey?
Let’s talk. SciNote’s Customer Success team can help you build a tailored implementation plan, train your teams, and support ongoing success.
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