Revamp Your Workforce: Foolproof Tips To Train Employees On A New System

Cursory: Five essential approaches that can contribute to the development of a successful software training initiative.

Recent Investments in Software Training

Have you recently made an investment in a new ERP or CRM system or perhaps a straightforward HR or payroll solution? In today's landscape, organizations are increasingly allocating resources to new systems and technology. The pandemic has played a pivotal role in expediting technology adoption, particularly in the realm of cloud technologies. This trend is undeniably exhilarating.

However, the flip side of the coin is that organizations worldwide experience low rates of technology adoption. So, why is this problematic? When organizations don't fully realize the potential of new systems, it results in an unsatisfactory return on investment (ROI). Despite the significant planning and fanfare that often accompanies the implementation of these new systems, they often fall short of delivering the anticipated value. Inadequate adoption acts as a barrier to successful transformation and fails to fulfill its promise of enhancing workflow efficiency.

Insufficient adoption or ineffective utilization of new systems carries a substantial financial impact. While the most immediate and direct cost is the ownership cost of the system itself, when you factor in expenses related to customization, implementation, configuration, maintenance, support, and training, the overall costs of implementing a new system soar.

When these expenses appear on your financial statement, organizations that do not fully realize the potential benefits of their transformation or change efforts end up increasing their overall costs and expenditure. Take into account the expenses tied to the suboptimal utilization of new systems, procedural mistakes, and inefficiencies that emerge as employees adapt to the learning curve. Some of these costs may be challenging to quantify. Thus, if we were to include an estimated cost, the total expenditure for implementing the new system would be substantial. Consequently, it becomes imperative for an organization to prioritize the success of its adoption. So, the question arises: How can we ensure a more favorable return on investment?

Obstacles and Hurdles

Two significant obstacles or potential problems that organizations encounter when implementing new systems.

Insufficient consideration, organization, and commitment to the implementation process:

Implementing new technology involves more than just installing software and assuming that employees will readily accept and integrate it; it entails a fundamental shift in organizational culture. Frequently, businesses overlook the importance of the psychological transformation that must take place. People are creatures of habit and persuading them to adopt new technology when they are accustomed to existing methods necessitates meticulous and thoughtful planning.

Inadequate and Insufficient Training and Support:

The success of a transformation initiative can frequently hinge on the quality of training provided. When employees are not adequately equipped to harness new technology, organizations fail to realize the expected benefits from their new systems.

Aligning with Necessity:

Embracing the Rapid Pace of Digital Transformation In today's fast-paced digital landscape, the speed of change is unprecedented. Whether it involves the introduction of new systems, software upgrades, or the regular cycles of releases, the digital evolution is an inescapable facet of contemporary business practices. To meet the demand for enhanced efficiency, it is imperative for employees to attain proficiency and agility in order to maximize the benefits of digital initiatives. Consequently, organizations should strive to instill a culture of adoption as emerging systems become the standard. Hence, the question arises: How should employees be effectively trained on a novel system?

Five Essential Approaches for Developing a Successful System Training Program

Step 1: Embrace Change

The implementation of any new technology necessitates a corresponding shift in culture and organization. It's essential for employees to grasp the broader picture and comprehend the underlying business motivations. Communicate how the technology can benefit both of them individually and the overall company. Prior to providing technology training, prepare your employees culturally for the journey of transformation. Familiarize them with the process and secure their early commitment to ensure preparedness.

Leadership support, informative emails, organized events, leadership presentations, and surveys all serve as valuable tools for introducing employees to this transformation. Proper timing and building a sense of momentum are key. By ensuring a seamless and transparent process, you can prevent stress and frustration.

Always bear in mind that while the decision to acquire the new system is made by leadership and marks the beginning of this journey, the successful adoption is ultimately steered by the end-users.

Step2: Offer Timely and Effective Training

In an era where software interfaces are becoming increasingly intuitive and individuals are digitally savvy, the success of your training program remains highly contingent on its timing and quality.

To begin with, establish a comprehensive training plan and strategy from the outset, gaining support from your leadership. Adopt a well-structured and meticulously designed approach for your system or software training.

Effective software training possesses two essential attributes:

• Relevance: It is essential to provide information that is pertinent to employees. Adults tend to retain knowledge more effectively when it directly applies to their current tasks and is immediately practical.

• Engaging Format: Traditional methods such as lengthy manuals or extended classroom or virtual sessions might not generate enthusiasm among users. Adults learn best when they can actively participate, see, and practice the skills. Utilize the "tell-show-do" approach, progressively immersing learners to maintain engagement and enhance retention.

Ensure that your training includes opportunities for users to observe system demonstrations and ample chances for practice. These practice sessions can also be monitored to offer valuable insights into areas where users may excel and those where they might encounter difficulties. This data can guide efforts towards necessary improvements.

It's important to remember that the "forgetting curve" illustrates how individuals tend to forget around 90% of what they've learned within a month. Therefore, timing is crucial. Conducting training too far in advance, such as a month beforehand, is likely to be an ineffective use of resources.

Step3: Allocate Sufficient Time

In a world where learning new skills and busy work schedules often collide, training can sometimes feel like a burdensome task. Therefore, it's important to carefully plan and designate enough time for training. Timing your training sessions when your employees are less likely to be swamped with other responsibilities ensures that your trainees are more engaged and receptive. Likewise, scheduling training sessions too close to, or immediately after, the launch of a new system can create unnecessary pressure on users to quickly become proficient with the system.

Step4: Ensure Availability and Accessibility for All

Employees frequently request assistance from champions, colleagues, or managers and often turn to the system's help section. This depletion of collective productive time contributes to delays and increased expenses. The primary goal of technology is to streamline processes, but without proper training, it tends to have the opposite effect. The most effective approach is to implement in-app training and just-in-time interventions through microlearning modules. It's essential to maintain training that is context-specific and tailored to individual needs. Implementing a role- or function-based structure prevents overwhelming users with unnecessary information. By organizing training into focused modules with clearly defined learning objectives, users can easily access the training they require.

Step5: Continuity is Key, not a Single Occurrence

Successful training initiatives require an ongoing approach. Without regular retraining efforts, information gradually fades away. To maintain retention, a training strategy should incorporate periodic interventions. Employ techniques like engaging with subject matter experts or process champions, conducting assessments, leveraging video content, sending out informative mailers, hosting Q&A sessions, and organizing follow-up meetings. When appropriately scheduled, these methods can effectively emphasize and strengthen the information.