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Get people to use your current IT system

1/30/2011

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Organisations regularly implement new IT systems without getting the most from their current one. Systems are seldom used to their full potential and if you under utilise your current system you can guarantee you will do the same with the new one. 

What you can do

Stop using spreadsheets or work around when the system is capable of handling it
  • List all spreadsheets or manual processes used that the system can handle
  • Review the system functionality to ensure it can, completing configuration if required
  • Train users on the functionality and take away their spreadsheets / work around
  • Monitor what they are doing to ensure they do not resort to their old ways
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Complete any justifiable outstanding system configuration

12/5/2010

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When organisations implement computer systems they usually end up with a list of issues and outstanding configuration / enhancements which they plan to get around to at some point. You can visit an organisation years after they went live and find items on their “to do” list which date back to the original implementation.
 
What you can do
  • Review your issues and wish lists
  • Cross off anything which is not practical or you know will not be economic to do
  • Explain to people the reasoning for crossing items off the list
  • For what is left create an action plan for fixing or completing the configuration – find the budget, set a timeframe and ensure it's done
  • If you made poor configuration choices on implementation, fix them if you can
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Fully train users on system functionality

11/14/2010

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Common practice when implementing new computer systems is to train the minimum required with the intention of undertaking more training later. Unfortunately more often than not, does not happen.
 
What you can do

Step 1
Look at job roles and determine the system functionality required. Then ask or assess how well the functionality is used. If it is not used well undertake training to improve it.

Step 2
Ask people if there is other functionality within the system which they would like to know more about. You may need to explain what functionality there is. Prioritise the list and agree the priority with them. Then arrange for someone who knows how to use the functionality to train them, working your way down the list. 

The training resulting from the above steps should should be done either on a 1-1 basis or in small groups of 2 or 3, anymore people and you will need a fully structured training session.

Even if you believe the requested functionality is outside a person's job role considering training them on it, as long as there are no security issues. The more comfortable people are with the system the better users they will be.
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