How to deliver better systems training?

Over the years, we’ve all had to learn new systems. Whether this has been in a new role, during a period of digital transformation, or to cut costs, undergoing systems training is all part of the wonderful world of business. But, systems training can be done more efficiently and in a more interactive way.

With Omniplex Guide, we’re on a mission to do things better. Regardless of if that’s implementing innovative product tours, enabling employees to solve their own problems, or nailing onboarding in a concise way that frees up everyone’s time – we’re always looking for the person-centric way to improve efficiency in businesses. Our approach to systems training is no different.

What is systems training?

First of all, systems training is the educational process that you go through when faced with using a new system. Usually this is in the digital world, either with IT system training or software training.

This can involve a ton of different things such as:

• New HR platforms
• A different VPN system
• Learning how to use hardware like printers and scanners
• Understanding the invoicing and payroll processes
• Learning how to use a new intranet provider

Systems training can also take many different guises. Some are a lot more productive and effective than others. Common system training methods include:

• In-person seminars
• Instructional guides
• Video tutorials
• Externally-led online courses
• Clickable walkthroughs
• Product tours
• Webinars

At Omniplex Guide, we prefer the self-service approach to systems training. If you have innovative, engaging systems onboarding and training, like we do, your team are much more likely to retain the information long-term.

From our clickable step-by-step guides that highlight key features and processes to pop-up video tutorials to introduce new systems without having to leave the page, we’re all about being convenient, concise, and most importantly, efficient. Your team has twenty things to do, they can’t be doing systems training all day long!

The behavioural aspects of systems training

Despite many people thinking that systems training is all about teaching employees to use certain systems (and that is a factor), it’s actually deeper than that. If you’re trying to work out how to train employees on new systems and processes, you need to look at behavioural science and psychology.

With digital transformation and systems training, you’re asking users to change their behaviour and how they approach a task. It’s not just asking them to understand how to use a tool.

When you can get an employee to understand why you’re asking them to work in a certain way, they buy into the process more and can more efficiently manage their role. Say that the system change is due to budget cuts and an attempt to be more cost-effective. Knowing the why helps indicate the priorities of the business to the team members, making them more accepting of the change and inconvenience.

People don’t tend to love change, especially if they can’t see a reason for it. To increase digital adoption and engagement, you need to explain the why. The results of this communication include:

• Greater buy-in from team members
• Clear vision to follow
• Better adoption rates
• A sense of ownership for employees
• Customer and employee retention

Systems training best practice

As with any kind of training, there are several best practice elements for systems training to consider.

• The trainer needs to understand the system and use it frequently
• Offer different learning styles for different people
• Segment the training based on role, department, or seniority – not everyone needs to know everything about every system
• Be clear in your communication – let team members know a change is coming and why, to prepare them
• Have a self-service FAQ portal ready for follow-up questions and referencing after the initial training
• Follow up with a survey to get feedback for future training modules
• Use a digital adoption platform like Omniplex Guide to give system walkthroughs and product tours

How do you deliver software training?

One of the most common types of system training is software training. There’s always something newer and more efficient being developed so being able to train your team quickly and efficiently on the newest software is massively important.

Delivering software training can be relatively straightforward, especially if you’re using Omniplex Guide.

1. Get your team to install the Omniplex Guide browser extension.
2. Log into the new software platform with the Omniplex Guide browser extension enabled.
3. Upon initial login, they’ll be faced with a series of clickable step-by-step pop-ups, showing them the features and processes of the software in an interactive tour format.
4. There can also be introductory video pop-ups to explain the new system in more depth and explain why the business has shifted to this system.
5. As long as they have the Omniplex Guide browser extension, they’ll be able to refer back to these walkthroughs, software tours, and interactive training tools at any time.
6. If the systems develop, administrators can easily add more step-by-step guides within minutes, without having any coding experience.

How Omniplex Guide can support the delivery of your systems training

If you’re integrating new systems into your business, it can be tricky to get buy-in and availability from your entire team. As we’ve said, people don’t like change. However, if you show your team why you’ve switched and use easy-to-follow onboarding and educational training tools, like Omniplex Guide, the process is going to be as seamless as possible.

To find out more about how Omniplex Guide can support the delivery of your systems training, book a call with the team today.