How to Make Employees Use Business Software - Guide2Cloud

10 Steps to Make Your Employees Use Business Software

Any business software ever created shares the same principle: to increase your company’s revenue.

And even though it’s so obvious, some of your employees might refuse to use your chosen solution. Time and time again.

Frustrating as it can be, this problem is not so uncommon – especially when working with less tech-savvy people.

Today, we’re covering 10 simple tips that you can try today to make your employees use business software more often.

Why Won’t Your Employees Use Business Software?

Before we dive into the tips we’ve got for you, let’s bite at the core of the problem.

Why don’t your employees use the business software you provide them with?

The reasoning can be quite logical when you get to know it. And understanding it is key to solving the issue.

Some of the most common reasons why employees refuse to use business software include:

  • They don’t know how to use it. It’s that simple!
  • They don’t like it
  • It doesn’t make their job easier (so they fail to see the benefit behind it)
  • It makes their job harder
  • It’s not a mandatory element of how your business operates

While these are the five most common issues, remember that your team, in particular, may have a different problem. Talking it out is the first step to success.

That said, let’s dive into 10 tips to make your employees use business software on a daily basis.

#1: Make Sure It Sits Well With Them

Make sure the software you want your employees to use is right for them. If there’s something wrong with it – anything – it will make it impossible to encourage your team to use it.

Here are some features of an ideal business app to consider:

  • It has easy interface – your chosen solution should be as simple to use as possible
  • It makes their work easier – your team definitely won’t like if a given app just adds to their work or makes it harder
  • It’s issue free – constant problems lead only to wasted time and frustration
  • It’s something they agreed on using – while changes are sometimes made by the higher-ups, employees should be the core part of the positive digital change in your company

Meanwhile, check out this guide to learn about things to avoid in business software at all costs.

#2: Explain Why It’s Important – Even Multiple Times

It’s crucial that you explain to your team why implementing a new solution is critical for success. Don’t get discouraged if a one-time explanation isn’t enough. Especially people who aren’t tech-savvy will need constant encouragement and reminders before new habits take root.

When explaining why it’s important to regularly use your new solution, cover points such as:

  • What measurable benefits do they have from using software?
  • What tasks will they no longer have to do?
  • How will their work be easier?
  • How much time can they save?
  • How easy is it to learn new software and where can they find additional help?

Videos and screenshots are also a good idea to visualize your point.

#3: Create a Checklist Or Workflow to Follow

Learning something new can be a challenge. Working with new software is no different. Checkpoints to follow will prove particularly useful.

Anyone will benefit from a simple, go-to- list of steps of how to do X or solve a Y problem using your app.

Consider creating written, step-by-step guides including videos, screenshots, or GIFs.

#4: Organize a Training/Q&A

Leaving your people on their own with a new solution will often lead to adaptation failure.

If you want to encourage your employees to use your business software, consider introducing these two types of events at your company:

  • Trainings are crucial in the beginning of your team’s software journey, but don’t give up on them further down the road. Keep organizing them to show your team how to complete daily tasks with the new app. When new features are announced, additional trainings will help your employees quickly get the hang of them.
  • Q&A sessions are an excellent idea to let your employees learn things they actually want or need to learn. Let them ask any questions they have in regard to using your chosen solution. When they realize they can speak up and pose questions about it, they will be much more encouraged to use it.

#5: Let Them Speak And Comment

If you want to make your employees use business software, you need to understand one thing: it will be them who will use it to drive your company’s revenue. That’s why their opinion and feedback are crucial.

Just as you shouldn’t make the decision of which software to choose on your own, you also cannot shut your employees out of the active feedback. Be there for them to listen. Stay open to what goes wrong and what they’d like to make different – even if it means switching the solution provider.

They, the people who use the app every single day, have the best perspective of how helpful it really is.

#6: Optimize the Workflow

To make your employees use the business software you provide them with, you need to make it a vital, indispensable part of your workflow. Oftentimes, it will mean that you have to update and optimize your processes to accommodate that new digital element.

Remember: if using software can be easily skipped in your workflow without altering its result, your employees may do just that. To ensure they don’t, the new workflow should be incomplete without using the solution you provide your team with.

#7: Use the Software Yourself

Whether you can use the given software will depend on the size of your company, your obligations within it, or even your competencies. However, if you can, lead by example and be your solution’s most active user and advocate.

There’s no better way to prove that something is working than by making it work yourself.

#8: Keep the Communication Inside the App

This is especially important when it comes to project management. Communication is best kept within one, comprehensive channel. 

Avoid scattering instructions and messages across chat rooms, emails and calls. Instead, use your software to communicate. This way, your employees will always know where they can find the necessary information

And if they can’t find it anywhere else than a solution of your choice, they will be more likely to use it.

#9: Integrate It With the Other Apps They Use

Another great idea to make your employees use business software is to integrate it with other apps they already use.

Here’s why you should do it:

  • Connecting the new solution with your team’s old favourites is like mixing the well-known with the unknown. It makes learning less intimidating as at least part of the process is already familiar.
  • It stimulates your employees to use the new app as they already use the old one integrated with it. The “other” solution is just a few clicks away, so using it seems like less hassle. 
  • It makes it easier to add the new solution within your existing workflow. When certain elements are already set up, all it takes is to include the new one. 

#10: Let Them Create Their Personal Space

Business software is an excellent way to set up a unique working space for your entire company, your teams, and even individual employees.

The last one is particularly important.

Just like one likes to personalize their desk, the digital workspace can be equally enjoyable.

A variety of customization and personalization settings allow making your digital workplace exactly what you need it to be. From tuning out the noise you don’t care about, to displaying the most important piece of data first, the choice is entirely up to your employees.

Make Your Employees Use Business Software From Today On

Using software in business, small or big, comes with a variety of benefits.

But to make your employees use it may instead come with a challenge.

Follow the tips above to streamline the process of encouraging your employees to use your new business solution!

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