Fit for the ERP system: the best methods for sustainable user training

ERP systems are only as good as their users. In other words, the software can only generate added value if all users use it professionally on a daily basis. That’s why implementation alone is not enough. Your employees also need to know how to use the solution correctly in their day-to-day business. To do this, they need several ERP user training courses.

But how exactly should such training courses be organized so that your company gets the most out of them? In this article, we present various training approaches that you can use to keep your employees on track in the long term.

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ERP user training determines the success of the project

Some companies see the training phases during ERP implementation as a mere formality. As a kind of sideshow that plays a rather subordinate role. This is a fatal mistake, because in reality, user training has an immense influence on the success of the project.

Well-trained employees quickly integrate the solution seamlessly into their workflows , thereby rapidly increasing the company’s efficiency . Exactly what you want to achieve with the system.

Poorly trained users, on the other hand, need significantly more time to get used to the new ERP software. And that’s not all: improper operation can lead to incorrect data and a drop in productivity. In the worst-case scenario, the uncertainty in dealing with the system is so great that a strong attitude of rejection spreads within the team. For the company, this results in a loss of efficiency and higher support costs. Exactly what you want to avoid.

The training ERP implementation: Involved right from the start

The so-called training ERP implementation is a process model that builds up the customer’s ERP knowledge right from the start. The provider involves your employees in the development of the system from the very first day of the project.

This is how the training ERP implementation works

At the start of the project, you put together a group of employees who are actively involved in the project work. These people form two project teams:

• A process team that creates workflows in the ERP system and documents processes.
• A technical team that takes care of administration and reporting.

The members of both core teams are trained in the configuration of the ERP solution from a very early stage. This allows them to design the software entirely according to the company’s ideas. They are therefore the ones who create the prototype of the future system together with the provider. If support is required, they simply contact the provider and take advantage of further consulting or training services.

Advantages of the training introduction

Early knowledge building in the company

As the members of both teams are directly involved in the installation and configuration of the ERP solution, they familiarize themselves with the software at an early stage. This allows them to communicate with the provider about the system and its possibilities on an equal footing. Companies with no ERP experience in particular benefit from the close cooperation with the IT partner.

Reduction of adaptation problems

With the training-based ERP implementation, incomplete customer specifications are a thing of the past. This in turn means that the system usually works as desired immediately after the go-live. If optimizations are still necessary later on, the client’s employees usually know how to help themselves. After all, the system-specific know-how from the training courses remains in the customer company.

Increase user acceptance

The members of the core teams know exactly what challenges their colleagues face on a daily basis. Accordingly, they can anticipate any difficulties and incorporate them into the ERP implementation at an early stage. As a result, the end users receive a system that is precisely tailored to their needs and optimally relieves them in their day-to-day business. The willingness to actively use the software increases.

What you should know

• The training-based ERP implementation method can be extremely efficient, but is not suitable for every company.

• The training model only makes sense if you have enough suitable employees.

• Those involved in the project need sufficient time to be able to devote themselves appropriately to the ERP project. Early relief from standard tasks is absolutely essential.

Indispensable: multi-stage training for key and end users

If the training-based ERP implementation is not an option for you, the project will proceed according to the following classic scheme:

• First, the provider and customer work together in workshops to gather the most important information about all business processes.
• Based on this knowledge, the provider then adapts its software to the customer’s needs.
• Only then does he start training the key users.

Regardless of whether you opt for the training or classic implementation: As the interface between the software and the company’s business processes, the key users play an important role in every ERP project. They are also the ones who ultimately provide internal training for end users.

How the ERP user training courses work

Step 1: Basic training – the first training course for key users

The provider carries out the basic training before the technical implementation begins – in parallel with the creation of the technical concept. The training prepares the project team for the implementation and gives the key users a rough overview of the system, the user interface and the most important functions. This initial training should enable the key users to provide technical support for the ERP project – for example during process analysis and data migration.

Step 2: Module-related training – in-depth training for key users

As the project progresses, the key users receive in-depth training relating to individual functional modules of the ERP system. These training courses impart detailed knowledge that is relevant to the respective specialist area. In a training course for the sales module, for example, participants learn how to create customer orders and manage deliveries. The aim is to turn key users into experts and contact persons for the ERP system and its application.

Step 3: Training the end users – training the remaining employees

Once the ERP solution has been set up, the key users have acquired extensive knowledge of the software. However, this does not apply to the rest of your workforce – the actual users. This is why the technical implementation is followed by end user training. The key users pass on the knowledge they have gained to their colleagues.

End user training is of central importance. It aims to integrate the ERP system into everyday working life once and for all and to convey the necessary confidence in its operation. Otherwise, even a perfectly set up ERP system cannot fulfill its actual task and a successful go-live cannot be guaranteed.

Internal ERP user training has the advantage that there is only a short distance between the participants. In contrast to external coaches, the key users can adapt the training individually to the team and act from a position of trust. This usually reduces resistance from employees.

You should pay attention to this

• Schedule the training courses as early as possible. This will ensure that all employees have enough time to understand the system and incorporate changes into their day-to-day work.

• Offer users continuous training and do not let support requests go unanswered. In this way, you not only promote security when using the system, but also user acceptance.

• Customize the training content to the specific needs of the users. This way, your employees learn exactly the functions they need in their daily work.

Our tip: Online ERP user training courses

Thanks to online meeting tools and video calls, ERP user training no longer necessarily has to take place in person. The handling of the system can also be easily remotely trained remotely. Provided you make the necessary preparations.

Advantages of online ERP user training

• Online training courses offer a high degree of flexibility, as you can conduct them regardless of fixed times and locations.

• By eliminating travel costs, online training courses can be carried out cost-effectively.

• Thanks to recordings and webinars, participants have the opportunity to learn at their own pace.

You should pay attention to this

• In online training courses, the attention span of participants is usually shorter than in face-to-face sessions. Therefore, use interactive elements such as digital whiteboards and surveys to encourage active exchange. This means that learning content is not just consumed passively, but worked on together.

• Nothing is more frustrating than an inadequate technical infrastructure that causes disruptions or failures during transmission. A stable internet connection, powerful online meeting tools and high-quality audio and video technology are therefore essential.

• Even the best technical equipment can sometimes cause problems. Therefore, provide your employees with technical support so that they can find solutions quickly. Also offer tutorials that enable participants to master small challenges themselves.

• Your employees don’t just want to learn in the dark. They want to know exactly what skills and benefits the ERP user training will bring them and when. Therefore, make sure that the training content is well structured and the learning objectives are clearly defined.

Conclusion: No success without knowledge building

ERP user training is undoubtedly one of the most important steps in ERP implementation. Only if the users accept the new system and operate it safely can its full potential be exploited in their day-to-day work.

Which training approach is right for you depends on the chosen implementation method. Ideally, you should consider a combination of the different methods. Then you can minimize the overall challenges and benefit from the advantages of each model. In the end, this increases the chance that your employees will actually use the ERP system optimally – and thus contribute to the long-term success of the project.