Featured article by Brian Thoman, Publications Manager at Column Technologies
“Software is eating the world.” The now-classic quote from Marc Andreessen needs some updating, since it’s now more accurate to say software as a service (SaaS) is consuming the world, but the core statement is spot on: Companies can’t survive (and thrive) without the regular influx of new software. The problem? Many employees struggle to keep pace with changing environments and workflows — here are four tips for executives looking to streamline the software training process.
Set Clear Objectives
There’s no “right” way to conduct employee software training. As noted by Backbone magazine, however, it’s critical to set clear training objectives to ensure milestones are met. This starts by creating end goals. For example, end users demonstrating proficiency with a piece of software as defined by observable metrics. Once the end is in sight, design a process that best suits the number and type of employees being trained.
Have a large group of relative technology newcomers? Consider a seminar-type approach that speaks to the basics of software use and safety. Teaching a smaller, tech-savvy group? Opt for more informal, conversational settings that allow employees to ask questions and see the software in action.
Articulate Value
How will new software directly impact the end-user experience? What specific value does it offer for employees’ day-to-day tasks, and how will this affect their overall workflow? Software trainers must come prepared with a list of actionable talking points that clearly describe the value of new software (or SaaS) in comparison to existing legacy applications. Saying “this is new so you should use it” has a high likelihood of generating employee pushback, both because they’re not convinced without proof, and this kind of use-or-lose-it statement naturally produces a defensive response. By articulating value upfront, it’s possible to reduce resistance in the long run.
Consider a Trial Run
One of the biggest obstacles to employee buy-in is a lack of familiarity with new software deployments. They’ve never seen these tools in action and despite executive assurances, it’s easy for users to assume the tools they’re used to provide better overall performance. One way to help speed time to adoption is including employees in the software selection process. Allow users to sit in on live demos and give them access to any free trials offered by software vendors. The benefit is two-fold: Time from implementation to effective adoption is significantly reduced, and executives see firsthand which software features matter the most to employees. In effect, making users part of the process is a form of free consulting; spend nothing to gain valuable insight about effective software implementation.
Get Ready For Resistance
According to the HR Gazette, resistance to new software tools is inevitable. Some of the most common concerns include employee fear of being replaced by automated tools, increased job complexity if new tools don’t integrate as well as earlier versions, and heightened C-suite monitoring of workplace activity — especially when it comes to mobile solutions. Transparency and time are key here: Be clear how software use will be monitored and evaluated, and give users ample time to get accustomed to new services, along with access to extra training as required. By supporting users at all stages of the adoption process, it’s possible to minimize initial resistance and reduce the chance of long-term pushback.
Software implementation is a constant battle for many companies. By setting clear objectives, articulating value, bringing users in on the process, and effectively handling resistance, you can streamline this process over the short term and design an actionable plan for future deployments.
Brian Thoman is the Publications Manager at Column Technologies, a global technology solutions provider that specializes in business service and process management. Brian is an ITIL certified procurement specialist with over 6 years of proposal writing and management experience.
