When you implement a new ERP system, it’s important that all employees can fully utilize the system to make the most of its capabilities. User adoption is crucial for the success of an ERP system and can impact the return on investment for your company.
In this article, we’ll discuss how to:
- Identify barriers to user adoption
- Develop a plan to get users interested
- Implement the plan
- Monitoring and measuring success
We’re going to explain exactly how you can get more users to adopt your new or existing ERP system.
Our team of experts has over 20 years of experience in implementing various ERP systems and our findings will help your users increase their adoption of your new system.
Let’s take a closer look at each of the steps to increasing user adoption.
Identifying the Barriers to User Adoption
There are several obstacles preventing employees from fully using an ERP system. The most common 3 obstacles include:
1. Lack of training
One of the biggest obstacles to user adoption is a lack of training.
Employees need to understand how to use the system to take advantage of its capabilities.
Without proper training, employees may struggle to navigate the system leading to frustration and dissatisfaction.
Ultimately affecting the return on investment for your company.
2. Lack of understanding of the system’s capabilities
Another obstacle to user adoption is a lack of understanding of the system’s capabilities.
Employees may not fully understand what the system can do and how it can help their work processes.
This can make it difficult for them to fully adopt the system and may lead to them not using it to its full potential.
3. Resistance to change
The final obstacle to user adoption is resistance to change.
Employees may be resistant to using a new system because they’re comfortable with the way they’ve always done things.
These barriers can make it difficult for employees to fully adopt the new system and can lead to frustration and dissatisfaction.
It’s important to understand these barriers to develop a plan for user adoption that addresses each of them.
Developing a Plan for User Adoption
To overcome the barriers to user adoption, we recommend taking the following steps:
1. Supply comprehensive training
Supplying comprehensive training is a crucial step in ensuring user adoption of your ERP system.
This training should be tailored to the specific needs of each employee, as different roles and departments may need different levels of knowledge and skills.
For example, a salesperson may only need basic training on how to enter orders, while an accountant may need more advanced training on how to create financial reports.
It’s important to provide hands-on experience with the system during training, not only relying on theory.
This can include providing access to a test environment where employees can practice using the system, or offering training sessions where employees can work through real-life scenarios.
Recording and documenting training for future reference is recommended and also critical.
2. Offer ongoing support
After your ERP system is implemented, it’s important to offer ongoing support to employees.
This can include providing access to online resources, such as user manuals and videos, as well as offering one-on-one support when needed.
Employees may need help troubleshooting specific issues or may have questions about how to use certain features.
Providing easy access to support resources and having a dedicated support team available to aid employees can help to ensure that your ERP system is being used effectively.
3. Involve employees in the implementation process
Involving employees in the implementation process can help to build buy-in and engagement.
This can include gathering feedback on the system and involving employees in the testing and rollout phases.
For example, you can conduct focus groups to gather feedback on the system’s usability and design and invite employees to take part in beta testing to help identify any issues before the system goes live.
By involving employees in the implementation process, they’ll have a sense of ownership and be more likely to use the system effectively.
It’s also important to communicate with employees regularly about the implementation process, including the benefits of the new system, how it will impact their work, and how it will help the company achieve its goals.
This will help to create a sense of excitement and anticipation among employees, which can help to drive user adoption.
Implementing the Plan
Once your user adoption plan is developed, it’s important to put it into action.
This requires effective communication and collaboration between all stakeholders, including employees, IT staff, and management.
To implement the plan, we recommend the following:
1. Communicate the plan to all employees
Effective communication is crucial when it comes to ERP system implementation.
It’s important that all employees are aware of the plan and understand their role in the implementation process.
This can be done through regular updates, training sessions, and open communication channels.
By keeping employees informed, they’ll be better prepared to adopt the new system and can provide valuable feedback during the implementation process.
2. Collaborate with IT staff
Collaboration with IT staff is essential for a successful ERP system implementation.
IT staff can ensure your system is properly configured and all necessary data is loaded, and secure.
They can also provide support during the testing and rollout phases of the implementation process.
Working closely with IT staff helps to minimize potential problems and ensure your ERP system is successfully implemented and adopted by employees.
3. Monitor implementation progress
Monitoring progress is crucial to ensuring your user adoption plan is on track.
This can include tracking system usage rates, employee satisfaction levels, and any issues that arise during the implementation process.
By monitoring progress, you can identify areas that need improvement and make necessary adjustments to the plan as you go.
Monitoring and measuring success
Monitoring and measuring the success of your ERP system implementation is important for ensuring it’s being fully used and your return on investment is being realized.
There are several key metrics that can be used to track the success of your system, including:
1. System usage rates
This metric measures the amount of activity on your ERP system, like the number of transactions processed or the number of users accessing the system.
You can also track the number of new users who are adopting the system over time, as well as the number of users who have discontinued using the system.
This helps you understand the adoption rate and the level of engagement of employees with the system.
2. Employee satisfaction levels
It’s important to get a pulse on how employees are feeling about the system and whether they’re finding it easy to use, user-friendly, and helpful in their day-to-day work.
This can be done through anonymous surveys or one-on-one interviews to get a more in-depth understanding of their experience.
The feedback received from these methods can be used to adjust the system, training programs, or support offerings to better meet the needs of employees.
By monitoring employee satisfaction, you can ensure that your ERP system is not just being used, but that employees are enjoying using it and finding it valuable in their work.
3. Process efficiency
Measuring the efficiency of key business processes, such as invoicing or inventory management, can give an indication of how well your ERP system is supporting these processes.
Before implementation, document prior business processes and compare them to your new process maps to identify efficiency gaps or improvements.
If you notice it takes employees longer to complete tasks using the system, this may indicate they’re not fully comfortable using it or that there are areas for improvement in the system’s user interface.
Importantly, ensure the system can scale as your business grows to avoid needing to switch platforms in the future.
Calculating the return on investment (ROI) can give an indication of the financial impact of the ERP system on your business.
This can be calculated by comparing the costs of the system to the benefits it’s provided.
It’s important to monitor these metrics regularly, such as quarterly or annually, to track progress and identify any areas that need improvement.
It’s also important to have a clear understanding of what success looks like for your company.
That way you can set clear goals and measure progress toward achieving those goals.
To maximize user adoption of your ERP system, it’s important to understand the barriers to user adoption, develop a plan, implement the plan, monitor and measure success, and continuously adjust as needed.
By following these steps, you can ensure all employees can fully utilize your system, helping increase productivity, improve decision-making, and enhance overall business performance.
It’s also important to remember that user adoption is not a one-time event, but rather an ongoing process.
Regularly checking in with employees and gathering feedback can help identify any issues or concerns that may arise.
Need help implementing an effective implementation of Dynamics 365 Business Central? Get in touch today with our team of ERP experts by emailing: email@example.com