How to Train Employees On New Technology

Change is frightening, yet it is the only constant. People like to stick to a routine because it gives them a sense of comfort; it is much easier to deal with predictable outcomes. For companies, however, sometimes change can be the only way forward.

No matter how comfortable your staff is with their current technology, whether it’s the phone system or the copy machine, the time will come when what they know will have to change for the good of the company. The best thing that you can do is to ensure that you have resources available for your staff to make the transition to a new technology as smooth as possible.

1. Start by focusing on people

One of the common apprehensions that linger in the mind of employees is that changing technology will put them out of a job. Of course, this is rarely true for most technology upgrades. Still, it is important to make your staff understand that their jobs are not at risk.

Employees may also not have a clear idea of how the new application will help support the company’s goals. Your duty is to give your employees the big picture, by showing them explicitly how this new technology aligns with your vision for the future of the company. The more they understand what’s in store for them, the more willing they’ll be to adapt.

 2. Pick Your New Technology Wisely

Ideally, your thinking on how to train your employees for a new technology should come prior to choosing the technology you’re going to implement. It’s important to consider how difficult it’s going to be for your employees to learn this tech, and this difficulty can vary widely based on the solutions.

For example, Business Communications Specialists (BCS) helps organizations find the right VoIP phone solution for them. In our industry, there are countless options available, and the interfaces and ease of integration for each of these systems can differ significantly.

At BCS, we consider the business’s current software and infrastructure to help them find a solution that can be easily integrated into their current processes, so they don’t train employees on new ones. On top of this, we recommend only top VoIP providers that have easy-to-use interfaces that are more intuitive.

So whatever technology you’re planning to switch to, be sure to ask about the solution’s ease of use and learn about its ability to work within your current software and infrastructure.

3. Find the right approach

Finding the correct way to train your employees is easier said than done. Experts agree that the best way to brief employees on new technology is to adopt a hands-on approach. You may start off by presenting a demo in front of a group and showing employees the new technology, but that hardly constitutes training.

To make your employees know what they’ll be expected to use, you must be there to demonstrate the technology, let them try it out, and answer their questions. If you’re not the expert on the new software or hardware, be sure that you have an expert available during the initial demonstration period.

4. Encourage learning

The sooner you acknowledge that some employees don’t have a knack for technology the better you will be able to address the issue. To make these employees get on board with the changes, you must provide them with access to every tool that they may need to improve. Also, try to make every learning session as fun and exciting as possible.

Continuous training sessions geared towards education will lay the foundation for growth and prosperity, meaning that each subsequent technology change will be easier.

5. Create a culture that nurtures initiative

A company can only succeed when it appreciates the actions taken by its employees and encourages them to grow further. To create a work culture that sees employees as individuals and not as a collective workforce, you must understand their needs and help them attain a level of comfort in embracing change at an individual level.

Giving your employees no reason to invest time and effort in adapting to new technology will create a workforce that doesn’t perform to its full potential.

6. Take feedback seriously

Communication is a two-way street and can only be effective when there is proper feedback. Always make yourself available to employees so that they have someone to talk to freely about their problems regarding the new technology. Listen to their input on the integration and help them feel that they are involved in the process.

Hands-on activities, interactive sessions, weekly meetings and seminars are excellent for establishing an outstanding work culture.

What’s the takeaway?

Staying updated on the latest technology is especially needed for business communication specialists using VoIP to solve customer problems. As a  business leader, the responsibility to keep your employees in sync with the changing times falls on your shoulders.