The 8 Most Important Things to Keep in Mind When Training Staff on a New Enterprise Resource Planning System

Training is essential when implementing a new Enterprise Resource Planning (ERP) system. This article will guide you through effective strategies to train your employees, ensuring a smooth transition and maximizing your investment.

Why is ERP Training So Important?

Before diving into specifics, let's understand why ERP training is crucial:

• Prevents productivity loss: Inadequately trained staff waste time figuring out the new system.
• Reduces errors: Proper training minimizes costly mistakes in data entry and operations.
• Improves adoption rates: Well-trained employees are more likely to embrace the new system.

A well-trained team helps you maximize the benefits of your ERP system and avoid missed opportunities.

8 Essential Tips for Training Employeeson a New ERP System

1. Start with the "Why"

Before diving into details, explain:

• Reasons for upgrading to the new ERP system
• How the company will benefit
• Specific benefits for employees (e.g., streamlined processes, reduced manual data entry)

Providing context increases employee interest and commitment to learning.

2. Identify and Train Your "Super Users"

• Select tech-savvy employees with a passion for learning
• Provide them with comprehensive training on the ERP system
• Designate them as go-to resources for other staff during and after training

Super users can reduce IT department workload and foster a culture of peer learning.

3. Tailor Training to Different Learning Styles

Accommodate various learning preferences:

• Create instructional videos for visual learners
• Provide written step-by-step guides for those who prefer reading
• Set up sandboxes for hands-on learners to experiment safely
• Arrange in-person training sessions for those who benefit from personal interaction

Offering diverse training options increases the likelihood of success for all employees.

4. Break It Down into Bite-Sized Chunks

Divide your training into manageable modules:

• Introduction to the interface and basic navigation
• Simple data entry and financial transactions
• Reporting and analytics
• Advanced features specific to each department

This approach allows employees to build skills gradually and retain information better.

5. Use Real-World Scenarios

Incorporate familiar job situations in training materials:

• For sales teams: Demonstrate creating a quote, converting it to an order, and tracking fulfillment
• For accounting: Show how to generate financial reports, process payments, and reconcile accounts

Grounding training in familiar tasks helps employees understand how the new ERP system fits into their existing workflows.

6. Provide Ongoing Support and Resources

Learning doesn't end after initial training:

• Create a knowledge base with FAQs, tutorials, and best practices
• Set up an ERP specific help desk or support ticket system
• Establish regular "office hours" for Q&A sessions
• Implement a mentoring system where experienced users guide newer ones

Remember, mastering an ERP system is a journey, not a destination. Ongoing support is key to long-term success.

7. Gamify the Learning Process

Make training engaging through gamification in training:

• Create a point system for completing training modules
• Implement leaderboards to encourage friendly competition
• Recognize and reward employees who demonstrate mastery of the new system

Adding a fun element can increase participation and enjoyment in the learning process.

8. Measure and Adjust

Monitor progress and make necessary adjustments:

• Define clear KPIs for your ERP training program (e.g., completion rates, user proficiency scores)
• Conduct regular surveys to gather employee feedback on the training
• Monitor system usage and error rates to identify areas needing additional training
• Use data and feedback to refine your training approach and be prepared to make changes

Remember, improvement should be continuous. Staying responsive and flexible allows your ERP training program to evolve with your organization's needs.

Business Cases: How Companies Successfully Trained Employees on New ERP Systems

1. Walmart's Seamless Transition to SAP S/4HANA

Walmart successfully upgraded its legacy ERP system to SAP S/4HANA in 2019.

Key Strategies:

• Phased rollout starting with non-critical departments
• Gamification through a mobile app with quizzes and challenges
• Peer mentoring with "ERP Champions" providing on-floor support

Results:

• 98% employee adoption rate within six months
• 15% increase in inventory turnover
• $300 million annual savings in supply chain operations

2. Siemens' Virtual Reality Approach to ERP Training

Siemens implemented Oracle Cloud ERP across its diverse business units in 2020.

Key Strategies:

• Virtual Reality (VR) simulations for immersive, hands-on practice
• Microlearning modules designed for busy schedules
• Multilingual support in 20 languages

Results:

• 30% reduction in training time compared to traditional methods
• 25% improvement in data accuracy across financial reporting
• €150 million increase in productivity within the first year

3. Coca-Cola's Adaptive Learning for Microsoft Dynamics 365

Coca-Cola Bottling Company United implemented Microsoft Dynamics 365 in 2021.

Key Strategies:

• AI-powered adaptive learning paths tailored to each employee's role and skill level
• Continuous feedback loop using regular surveys and performance metrics
• Cross-functional workshops for understanding system interdependencies

Results:

• 40% reduction in customer order processing time
• 20% increase in sales rep productivity
• $50 million boost in annual revenue attributed to improved decision-making

Conclusion: Your Path to Successful ERP Training

Training staff on a new ERP system can be a rewarding experience when done right. Remember these key points:

1. Start by explaining the "why"
2. Leverage super users for peer support
3. Cater to different learning styles
4. Break training into manageable chunks
5. Use real-world scenarios in training
6. Provide ongoing support and resources
7. Gamify the learning process
8. Measure progress and adjust as needed

By investing time and resources in comprehensive training, your organization will be well-positioned for future success with your new ERP system.