As an ERP software provider catering to manufacturing and distribution enterprises, we have emphasized enough in our earlier blogs on the entire process of ERP implementation, the mistakes that enterprises do with ERP implementation, the role of employees and what it takes for a successful ERP implementation to happen. We spoke about each implementation process in detail and its importance in the entire cycle. If you do a keyword search about ERP implementation on the internet, you will find tons of articles on how enterprises need to do it right in order to ensure quick & maximum operability, low implementation cost and time.
However, there’s one aspect that enterprises undermine and pay little attention as compared to other implementation processes and i.e. ERP Training to employees. The reason for this blog is that most of the attention is given to implementing the system correctly within the organization and less emphasis is given to training how to operate it right.
ERP Training if done correctly, ensures huge success of the entire ERP implementation and the enterprise will see their doors open to a streamlined and efficient way of functioning. However, if done inadequately, they would be staring at a potential implementation failure, leading to immense wastage of time, money and resources. Not to mention, derailed operations and further losses.
On the other hand, there’s immense responsibility on the part of the ERP vendor to provide the best ERP training to employees on how to operate the software and increase their efficiency & productivity. If they falter in their training approach or don’t commit enough time to it, the implementation fails.
We will explain why ERP Training needs its fair share of glory in the ERP implementation process.
ERP Implementation Success
An ERP implementation process consists of,
- Business Process Analysis & Mapping
- System Setup
- User Training
- Pre-Production Pilot
- Data Conversion & Migration
- Go Live
- Optimization
Post ERP implementation, it’s the enterprise employees who are the ultimate end-users of the software. The onus is on them to utilize the complete potential of the ERP. This can happen only when proper and systematic training is imparted to them so that they can use the ERP software to its fullest potential.
They are able to adopt and adapt to the new system quickly leading to improved employee productivity, faster & efficient operations, quick turnaround cycles, and automated workflows. This also increases the overall speed of implementation and ensures its success.
Employee Productivity & Efficiency
When inadequate training is provided to employees, they are ill-equipped to solve problems with the help of the ERP. In such scenarios, it becomes very easy for them to give up and roll-back to previous methods of operations such as, spreadsheets, old legacy software, notepads etc. This can defeat the entire purpose of implementing an ERP within the organization. It reflects the failure of the implementation and can only be prevented with a proper training.
When employees learn to operate the software (based on their roles), they know what to do in case of interruptions/problems and take quick, informed decisions to solve them. With tips and tricks of operating the ERP, they become more efficient which speeds up operations and improves productivity.
Time Effective
With proper ERP software documentation, Standard Operating Procedures (SOPs), Help Manuals, and Tips & Tricks sheets, employees are able to perform their business tasks swiftly. This reduces immense time that will go into troubleshooting new/recurring issues or trying to find out the best way to perform a task in the ERP or (in case of inadequate training).
Lower Costs
Time is money! And when the unnecessary task of troubleshooting issues, finding work-arounds or resorting to old, manual methods are eliminated, enough time is saved. Moreover, employees are paid to do the work efficiently rather than spending time on resolving problems.
Employee Knowledge Upskill
There are instances when employees are not tech-savvy and find it difficult to understand the entire concept of an ERP and why it is getting implemented in the first place. Moreover, during the communication and engagement stage, they are overwhelmed with the huge amount of information given to them and just switch off for the rest of the part.
To tackle this, adequate training should be provided to such employees. Apart from the general information about the ERP and its associated technology, they should be taught the new way of operating their respective operations and processes. Other employees who are tech-savvy can be roped in to create quality training content to seamlessly train others and hand-hold them. There should be mockup operations where they get a hands-on approach that will highlight the need to improve their skills.
Certification training programs are the best way to recognize their learning efforts and act as a permanent record for employees. The ability to seamlessly operate the ERP not only enables them to perform their day-to-day tasks with ease & efficiency but also improves their knowledge and skills. All of this opens up avenues of handling larger roles and responsibilities within the organization which boosts their career path within and outside of the organization.
Data Management
Manual methods and legacy systems used to work on silo-based data recording & storing systems. Critical data were stored in different places making it hard for enterprises to access them when needed. This slowed down the entire business process and workflows leading to low productivity, increased costs and low profitability.
An ERP software coupled with robust training ensures that employees record, store and access data within the ERP’s centralized database. This leads to real-time update and sharing of data across all departments, and business units. All employees view the same data thereby minimizing chances of human errors and maintaining data consistency across the enterprise. The quality of data improves and leads to efficient functioning.
Overall Implementation Results
As mentioned earlier, the success of an ERP implementation depends on each employee’s ability to understand the ERP software, learn how to work with it and utilize it to its fullest potential. When they start to collaboratively work with the ERP software and achieve the desired results, the overall objective of transitioning to a one-stop enterprise system is achieved.
Conclusion
It is an important responsibility on the part of the ERP vendor to ensure a comprehensive training plan for enterprises implementing the ERP software. They need to educate enterprises on why training is so important for them and their business, considering they are devoting bulk of their time, money, resources, and operational interruption towards implementation. It is vital to communicate that ERP training is not just any other implementation stage, not an underdog but the most important factor for the success of an ERP software implementation.
