IT infrastructure, applications, software and hardware will cost your business a good amount of money. However, not to worry because there is so much value in the IT systems but the truth is that much of that value is left unexploited. Why? Because the users do not know how to make maximum use of that value. Because they do not know how to use it fully!
However, one of the duties of the IT team of any company or business is to make sure that the potential of the IT system is exploited in its entirety. How do they use that? That is what we will find out in this post.
And here comes the controversy... in a business, there are different departments but for the entire business, there is only one IT team. Now, this team is supposed to take care of the IT needs of the accounting department, HR department, sales and marketing, customer service, production and so on. You can see that the IT team will have too much on its plate. Thus, once they ensure that the systems are running, mostly, they will just hold back and won’t care whether the users put the IT system to its full use or just use a quarter of its potential.
The big question is what to do to make the IT system attractive enough to the users, such that even if they were not obligated to use it, they would still want to use it. You see, when the users love the systems, they will find many innovative ways to get more use out of the system.
Why IT team should train system users
One of the most important things that the IT team can do to make sure that the users love using the system is to train them on how to use it. This should not be too hard, considering that the users get software that is customized for their department. For example, the people in the customer service department get software that is made for just that sort of work. The people in the production department get software that is made for their kind of work. Thus, training people who work in different departments on how to use software made for them should be easy.
But people do not want to be trained to use new systems. They do not want to be trained because they don’t believe they need the training. But the truth is that the business will never derive enough value out of the IT system if the users do not know how to use it fully.
What can the IT team do to make sure that the users turn up for the training? If you consult an IT consultant, one of the things they will advice you is that of awarding certificates at the end of the training. That way, the users have something to look forward to at the end of the training. Considering that for most of them a long time has passed after they graduated from high school and college, a framed certificate of completion that they can display in their office is something to look forward to.
The IT consultant will also tell you of the importance of having a training roadmap. This is where the users can train at different levels. That is, after completing level one of training, they can move on to level two, and so forth. This makes them feel that they are evolving, and gives them something to look forward to in future, considering that the training sessions will only be done at different times.
To avoid underuse of the IT system
The IT consultant will help your IT team to develop a training roadmap that will allow you to continue the training even later on. It would be absurd to assume that the two or three day training that you offer the users will last them a lifetime of using the technology system. Thus, your IT team needs to be shown how to make training an everyday experience, to motivate the users to find out more about what the system can achieve even when they are not obligated to do so.
Video clips and e-training will provide good refresher courses to the users. Because organizing training workshops can be costly to the business, the idea is to motivate the users to find out on their own what the system can do and to offer refresher courses on video, eBooks and so on. The good thing is that the users who catch up faster will help train their fellow users.