Your Guide to Training Your Employees to Use New Technology

For many companies, adopting new software is a big part of digital transformation, and that might be true for your company, too. But here's the challenge — it’s not just about software. You need buy-in from your entire company for this type of change to work.

Taking the time to design an employee-focused technology training program will help you get there.

The challenges of implementing new technology

Switching to a new application or platform is often a challenging process. Several common obstacles can get in the way. Managing these obstacles early on will help you improve your chances of success.

1. Finding time for training

Companies tend to have unrealistic training expectations, which negatively impacts their employees. Often, employers tack training units onto already-packed to-do lists, expecting a short turnaround time.

But busy employees are unlikely to prioritize training if they have more pressing work to do. Instead, it's far more likely that they'll put training off until the last possible moment so they can focus on the tasks they already have.

Finding a way to build training into employees' schedules helps keep them productive and ensures they get the most out of their training.

2. Reskilling and upskilling

Technology is constantly evolving. As the business world moves rapidly toward digital transformation, companies can reskill and upskill their workforces for digital work.

That said, reskilling and upskilling initiatives are costly — an average of $24,800 per worker. It's critical to provide the most effective learning materials you can to ensure a good return.

3. Broad curriculum

Many training programs spend too much time focusing on one standardized method of using the application. This emphasis takes time away from other topics, such as user customizations.

Not only does a broad curriculum waste time, but it also overwhelms employees with too much information about features they may never use. When they realize they won't need to apply the lesson, they're likely to disengage.

Tailoring training programs to each department ensures employees only deal with what they need to know. Your people will feel less stressed and more open to learning when they know that what they're learning applies to their jobs specifically.

4. One-size-fits-all training

Everyone is at a different place when it comes to using technology. While some people are up-to-date on all the latest trends, others can be slower to adopt new types of technology.

Personalized learning improves retention, but truly individualized training programs are tough to scale. Focusing on targeting several user types is a realistic and affordable way to meet all of your employees where they are.

5. Remote learning

Many Americans have come to love remote work. In one 2021 study, 84% of participants said they would be happier continuing to work remotely post-pandemic. But building remote training programs can be challenging for companies that still rely on in-person work.

The best way to engage your remote workforce and scale training programs depends on your company's unique needs. For example, a mostly remote company would prioritize remote training programs to maximize reach.

6. Insufficient or outdated training methods

While lectures, video tutorials, paper tests, and self-guided e-learning are popular training methods, they're not effective for everyone. After all, people can only remember so much once they've finished the lesson.

That's why relying on an outdated mode of teaching can reduce your chances of making a strong return on investment (ROI). You need to find and offer effective training methods to set your team members up for success.

How to successfully train employees on new technology

Knowing how to train employees on new software can help you design the best training program for your company. Here are some best practices. 

1. Explain the “why” behind new systems

When your employees don't understand why they have to learn a new application, workflow, or system, they're less likely to engage with the training material.

Make sure your employees know why you are adopting the new technology by finding ways to prove its value. It can help to show how different features improve specific underlying business processes. For example, you could show how easy it is to bring everyone up to speed on projects using a new cloud communication tool.

Your employees will be much more willing to make the switch when they realize how your new software makes their jobs easier.

2. Provide multiple tailored training options

We all have different learning styles. Some people prefer to learn by reading, others by watching or doing. Offering multiple training formats helps accommodate your employees' unique needs and work styles.

Some potential training formats include:

• Written instructions
• Live video trainings
• Simulations
• In-person workshops
• Self-service training platforms

If you're unsure which methods to use, you could send out a survey asking team members how they prefer to learn.

3. Create a sandbox for employees to test their skills

One of the best ways to learn how software works is to use it. But employees are often hesitant to experiment with new applications for fear of failure. That's why sandboxing is such a great way to train employees on new technology.

A sandbox is an identical mock-up of your app that allows you to experiment with features in a no-stakes environment. Sandboxing gives your employees the space to take risks, which can make them more open to using the software.

4. Prepare internal resources for future reference

Creating a centralized self-service database of training resources is one of the best ways to ensure lasting success. These resources allow employees to increase their knowledge and polish their skills even after they finish training.

For instance, a series of brief video tutorials can be a wealth of information to employees about specific features and processes. Keep these videos short and easy to understand for the best results.

Additionally, make sure everyone knows who to contact with questions. Encouraging a culture of adaptability can help reduce the fear of reaching out, as it lets employees know they are safe to ask about training or the software.

5. Make training fun

Offering incentives provides external motivation for employees to learn new software. For example, you could offer a bonus to early adopters for becoming "technology champions." Any time someone has a question, they can go to the technology champions for help first.

Gamification is another great way to make employee training more engaging and accessible. Research has proven that gamified training programs are more engaging and motivating than non-gamified ones.

Here are some ways you can turn training into a game:

• Break down complex topics into levels employees beat to advance to the final “boss”
• Use a learning platform that incorporates gaming elements, like experience points
• Create a leaderboard for team members to compete with each other

The specific elements you choose can reflect your employees' workflows, personalities, and preferences. By gamifying training and providing incentives, you help team members learn while recognizing them for putting in the effort to learn the material.

6. Set clear and realistic deadlines for training and implementation

From important meetings to challenging projects, your employees already have a lot on their plates. Dropping a training assignment on your employees can derail the initiative before it's even begun. 

Companies are prone to asking team members to finish training units within a short span of time. Or they provide little guidance on how employees can fit training into their schedules.

Expecting your employees to focus on training while there's work to be done is unrealistic at best. Your people may be more likely to put off training until the last minute so they can tackle what's already on their to-do lists.

Show your employees that you respect them and the work they do by notifying them about upcoming training deadlines well in advance. You can also clearly outline how you plan to roll out the new software.

When team members know what to expect, they can process the change and plan accordingly. This preparedness can help increase buy-in and improve your employees' ability to learn.

Additionally, set aside a specific time for employees to complete their training to ensure it gets done. By providing extra time for learning, you protect your employees' well-being and reduce stress.

7. Encourage a culture of adaptability

Creating a culture of adaptability means showing employees that your company values the ability to change course. It's key for building trust between employees and leadership, because it allows employees to feel safe when trying new things.

First, you need to define exactly what adaptability means for your organization. What does it look like to be adaptable? What does the opposite look like?

Then, lead by example. Embrace the growth mindset — where failure is an opportunity to learn — and show your employees there is room to take risks. Help your people develop the skills they need to become more adaptable and resilient.

To improve your chances of success, place the focus on your people instead of the software. This emphasis will help them stay productive and satisfied whenever something changes in the workplace.

8. Make sure trainers understand the software

Anyone in charge of training employees on new technology needs to know that technology inside and out. If team members suspect their trainers don't know or care about what they're doing, they're likely to tune out and give up.

The key is to choose your trainers wisely. Look for employees or IT professionals within your organization who are comfortable testing and working on new programs. Designating team members to act as technology champions can be helpful here.

You could also bring in tech experts from outside your organization if you feel your employees need extra help. Many software providers offer workshops and extra resources specifically for trainers, so check to see if your vendor does.

9. Get employee feedback

Asking for employee input early and often is essential when making any major workplace change. Form a diverse and representative group of user types across your organization to provide feedback throughout the training process.

Here are some ideas for collecting feedback:

• Conduct pulse surveys by asking employees a few targeted questions on a weekly or biweekly basis
• Ask for feedback during regular one-on-one meetings to discuss their thoughts and ideas in-depth
• Provide anonymous feedback channels to reduce pressure on employees and gain honest insights

Building a feedback-positive culture is essential for getting the most accurate input. Make sure your employees know their opinions are valuable to the organization, and shout contributors out when they chime in. They'll be more likely to suggest potential changes when they know there's nothing to be afraid of.

11. Prepare a thorough onboarding process for new employees

Unless a new hire happened to use the same software at their previous company, they're probably new to it. Providing a comprehensive onboarding process can help new team members quickly adjust to the software as well as their role in the company. 

It can help to get technology champions or onboarding ambassadors involved in this process, as they can act as mentors for new hires. You can also create a database of resources specifically for new hires they can refer to any time they need help.

The importance of continuous training and support

If you don't use it, you lose it. That expression is especially important when it comes to technology training for employees. 

Long periods between training sessions can cause employees to forget what they've learned, which can make using your new software in the future harder than it needs to be.

Technology is always evolving. When your new software rolls out a massive update several years after implementation, your employees need to be able to quickly adjust to the change to maintain high productivity.

Check in periodically to make sure your employees are where they need to be, and incorporate feedback from them as necessary.

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