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  • Writer's pictureJohanna Ryan

The Challenges Of Training End Users To Use A New Software System

Introducing a new software system into an organisation can improve productivity, streamline processes, and enhance efficiency. However, those benefits are only realised if staff are taught how to use the system effectively.

How To Address The Challenges Of New Software Training

We create training for businesses going through a software change. The challenges are many, and how we approach and overcome these challenges together can be critical to the success of the project.

Here are a few challenges that come up frequently and how we recommend that you handle them:

Challenge 1: Resistance To Change

One of the biggest challenges when introducing a new software system is resistance to change. Many end users will feel comfortable with the existing system and may be hesitant to learn something new. In some cases, users may even believe the new system is unnecessary, leading to a lack of motivation to learn.

The Solution: Communicate The Benefits

Communication about how the new system benefits end users, and the organisation as a whole, is essential for addressing resistance to change. Explain how the new system will make their job easier and help them to be more productive. Paint the broader picture of what the change will mean for the organisation as well. For example, the new software may create more efficiencies, enabling your business to grow; this is good for everyone, as it creates more job security and new opportunities for staff.

Challenge 2: Lack Of Technical Knowledge

Another common challenge is a lack of technical knowledge. Some end users may not be familiar with the technology, making it difficult for them to learn how to use the new software system. While many people think that only older generations struggle with new technology, you may be surprised by how many of your younger staff also need assistance.

The Solution: Comprehensive Training

To address this challenge, take the time to understand your target audience. What is the overall level of digital literacy? Who is expected to find the change most difficult?

This way, you can ensure that the training sits at the right level. Then start with the system's basics. A step-by-step approach works best, providing users with the knowledge they need to navigate the software and perform essential tasks before expanding on the possibilities of how the system can be used. Providing clear and concise user manuals, cheat sheets, or other reference materials can also be helpful.

Challenge 3: Time Limitations

In some cases, end users may have limited time available to learn the new software system. They may be busy with other tasks, leading to a lack of motivation or interest in the training process.

The Solution: Just In Time Resources

The convenience of online training enables staff to complete courses when it suits them. Additionally, consider breaking up the learning into smaller, digestible pieces that can be completed in short increments. This way, it doesn't seem like such a big requirement.

Make learning fun with interactive elements, and always ensure that learners know where to go if they require extra help. You may also find it worthwhile to block out time in employee's calendars for training or offer in-person sessions.

Challenge 4: Inadequate Training

Lastly, inadequate training can be a significant challenge when introducing a new software system. Some software providers may offer minimal training with their products, leaving the responsibility up to the customer. And when customisation is involved, generic training material is incorrect. This can lead to frustration, errors, and a lack of adoption.

The Solution: Invest In eLearning

To overcome this challenge, it is crucial to provide comprehensive training that covers all essential features and functionality of the new software system. Consider providing ongoing training opportunities, such as refresher courses or advanced training for super users. Additionally, be sure to provide end users access to support resources, such as helpdesk services or online forums.

Training end users to use a new software system can be challenging. However, organisations can improve end-user adoption by addressing common challenges such as resistance to change, lack of technical knowledge, limited time, and inadequate training. When companies offer comprehensive training and ongoing support to end users, their staff will be more confident and capable of using the new software system to its fullest potential.

If you have an upcoming software rollout, we'd love to help. Feel free to get in touch for a no-obligation chat about where we see opportunities to address the challenges of end-user training.

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