Training employees on how to use new software can be a difficult and time-consuming task. There are several ways to go about it, but your company needs to find the best one that helps both the employer and employee. This doesn’t include simply sending out an email with FAQs; it should be a quick but effective training process.
The first step is deciding what type of training method your company wants. Do you want them reading through documentation? Do you want them watching videos? Or do you want in-person workshops?
These are all different types of methods, which will each have their own advantages and disadvantages depending on who they’re aimed at. This article will go over some of the most effective strategies, so read on to learn more!
Let Them Learn About New Software Or Technology You’re Implementing
One of the most effective ways to train employees is by letting them learn how to use new software or equipment on their own time. This gives them a chance to discover things at their own pace and with that, they can ask questions along the way.
Whether that’s preloaded thumb drives with documentation or a thorough video, it will allow your employees to discover the new software without distractions and get their questions answered afterward. The biggest advantage of this method is that it allows your employees to learn in the space that they are most comfortable in.
They have the option to ask questions at any time and discover things at their own pace. It’s also effective for anyone who is shy about speaking up in front of people because it allows them to learn privately.
The biggest disadvantage with this method is that it can be overwhelming for some employees if there is too much information to sift through. It can also be frustrating if they’re not able to find the answer they’re looking for, even after watching the video or reading the documentation.
Provide Mentor Assistance
If you’re looking for a more hands-on approach, you can provide mentor assistance to employees. This is when an individual employee who has already learned how to use the software will be available for answering questions or training someone within your organization.
A great way to implement this would be to group several employees together in one area, so they can all be available to assist one another with any problems they may be having.
This method is great for employees who learn fast but still need some guidance or perhaps don’t feel comfortable with asking questions on their own. It works well because it allows your employees to work together and build rapport while also learning about the software at the same time.
If there’s one downside to this, it’s that it can be difficult to implement, depending on your current structure. Mentor assistance works best in departments where employees are located in the same area or department.
Make Them Go Through A Course
If you have the extra budget, you can provide your employees with online courses to take on their own time. This would most likely be in the form of an e-learning course or virtual classroom if there are any multiple-choice questions involved.
This may sound like it’s not effective, but many companies find that their employees enjoy taking courses this way because they have the extra time to learn the material with absolutely no pressure.
Many employees won’t take the initiative to learn how to use new software, so this can be a great way for you to have your training “mandated” in a sense, with no complaints coming from your employees.
If you decide to go with courses, there are some disadvantages that may make you reconsider. For one, it can be expensive if not all of your employees can access the course because of location. There’s also the risk of losing participation from some employees who won’t take this extra initiative to learn about new software.
Train Them To Use New Software Via An In-Person Workshop
The most traditional way for companies to train their employees is through in-person workshops. These are usually conducted by a trainer who will walk the employees through the software while providing hands-on experience along the way. This can be incredibly effective because all of your employees are together learning about the new software at the same time, but it does have some major downsides.
One of them is that workshops are usually very expensive because you need to hire a trainer for the day. There’s never any guarantee that everyone will receive all of the information they need during the workshop, either. If there are employees who aren’t paying attention or keep asking questions with no relevance to what is being taught, it can become very frustrating for both parties.
If you choose to go with workshops, the best way to combat this is by doing more than one throughout the first few weeks that employees are using the software. This way there is an opportunity for everyone to ask questions on multiple days and receive all of the information they need at their own pace.
Address Problems Early
One important aspect of training your employees is to address any problem that may happen immediately. It’s true that some employees may not be paying attention or taking the initiative to learn on their own, but if they are having problems, there is usually a reason behind it.
When your employees come with issues about a certain software, don’t brush them off and tell them to research it on their own time; address the problem as soon as possible. If they are having a problem with the system, there’s a good chance that others will run into it as well.
By addressing these issues early, not only have you saved yourself from future problems that could have been avoided, but you have also shown your employees that you care about how they learn and what struggles they may face while learning.
No matter how you choose to train your employees on how to use new software, it’s important that you address any problems they may have immediately. It’s also crucial that you are patient with them and provide multiple opportunities for learning the material. By doing this, you’ll ensure that your employees feel comfortable using the new software and aren’t struggling behind while everyone else seems to be catching on.
