Technology is advancing every day and software programs are having to deal with these changes regularly to keep up-to-date with business’ needs and practises. Data, records and information all need to be accurately filed and documented, a tougher ordeal than many may first assume. There are many programs and systems that can be put in place that are designed to make day-to-day tasks easier to conduct.

Enterprise Resource Planning solutions (ERP’s) are already used by various businesses who wish to integrate all facets of an operation into one, easy to navigate system. This means that all aspects of a company, from manufacturing systems to the marketing and retail processes are all available to use, update and add to (in real-time) so that all records remain current and accurate. This, of course, is a huge advantage to businesses; however, many make costly mistakes when educating users on how to use such a solution. In fact, due to poor levels of training, these so-called solutions can turn into computer nightmares for managers and CEO’s.

When an ERP system is used to its full potential, it acts as a revolutionary tool, however if managed poorly, the cost of implementing such a structure can become a real hindrance. When training any user or users on these types of software programs, it is important to avoid these common mistakes:

Failing to Prepare

Preparation is always, or should be, the most important part of any activity. Without a sufficient level of arrangement, training sessions can become unorganised and confusing for all those present. The people who will be using the system are not attending to sit an examination on the ins and outs of ERP solutions but are instead interested in understanding the navigation techniques and why it is beneficial to them. Detail will be needed but do try to avoid overloading trainees with irrelevant information or background about the systems as this will overwhelm and discourage them. Draw up a realistic plan of what you wish to discuss, how you intend to demonstrate and highlight what is important and what is not. After this, devise a lesson plan. If this plan is stuck to, staff will be more inclined to listen, engage, learn and be encouraged to use this new software package to its full potential.

Failing to Educate

Of course staff and users are going to need to know and fully understand how to use an ERP system to help with their daily tasks and duties. However, just knowing ‘how’ to use a type of software is not the same as knowing ‘why’. For example, a member of staff who works in the manufacturing department of a business may be aware of how to input data and information accurately into the system but unaware of why this will benefit the sales or marketing team and administrators. By being aware of why such a solution is beneficial to the company as a whole, mistakes can be reduced and accuracy will become essential for those who use it on a regular basis. Also, if a problem with the software occurs, those who understand the overall nature of the program will be able to diagnose and amend the problem.

Failing to Recognise Staff’s Worries

It may become clear, once the implementation is in progress, that a large number of staff are displaying a high level of negative attitude. This shouldn’t be punished. Change is a daunting and difficult process and many people struggle to adjust. This can be a particular problem amongst new employees or those who have only recently learnt how to use a previous software system. It is important to encourage users and remain upbeat about the new solution. If managers, IT staff and CEO’s are all enthusiastic and passionate about the implementation and are constantly informing employees of its advantages to both them and the company as a whole then staff will be more inclined to share a general interest and be inspired to learn more about such a beneficial tool.