Perhaps you have had your current software systems in place for many years, and they have served you pretty well. Maybe you have just implemented a new system, and are anxious to see how it works in real life.
That is all great, but are you getting, or will you get, the MOST out of that software?
Here are several things to consider:
Is it actually being used? This may seem like a self-evident question in theory, but in real life the answer can get messier. Some employees, especially those who have been with you a while, may have their own time-honored way of doing things, and just never make the transition to the “official” way. That’s not very helpful in the long run, because a lot of data that should be in one place may end up scattered around several programs, some of which might not even be approved for use in your organization.
So… you need to audit the usage of your software. Who isn’t using it? Why aren’t they using it? How can you convince them to use it? Reprimanding them might work, but the better option is to give them good REASONS to use it. Get them to buy in, and they will WANT to use it.
Are all of the features being used? When presented with a software system, many employees learn it on the fly and get into a relaxed pattern that might not use all of the features available to them. Check to see which applications and features are being used, and which are not. Talk to your users about why and how they use the software, or why they don’t use certain features. What frustrates them about it? What about it confuses them? Be sure to answer all of their questions and concerns individually or as a group.
Again, remind your employees WHY they should be using those features and apps. In most cases, this more comprehensive usage will not only make your organization stronger, but it will improve the productivity, workflow and maybe even the stress level of your employees. Make the case for why the software needs to be used more, or differently, than it currently is.
Lean on your vendors. If your software is from a reputable company, chances are they have many channels of support and education that you and your employees can take advantage of to learn more about how to properly and productively use the software. These resources can range from live chat support, to YouTube tutorials, to white papers and how-to guides, to training webinars, and so on.
What is your relationship with the vendor? Is support included in your contract? What type of support is it?
Is there any way you can get involved in vendor-specific user groups or events? Your vendor likely can put you in touch with them. And if you’re using a widely-implemented piece of software, there are many, many resources on the internet and even in real life — maybe there’s a local meetup of users or administrators of your software — that you can put to good use.
Are your various software programs working together? Good software, on its own, is, well, good. However, in many cases, to truly unlock its potential for your organization, you need to integrate with other software systems within your organization. Ideally, everything that needs to talk to each other should talk to each other.
What should they “talk” about, and how do you get them to “talk”? That’s where a consultant like Cloud 9 Strategies can really help. We have seen it all and integrated it all, and we know what should be integrated with what. We can tell you what the end results of your integration will be for your organization’s workflow and bottom line, so you will know exactly what you are getting.
At the end of the day, your software is your organization’s lifeblood. Be sure to squeeze every ounce of value out of it. If you need help, drop us a line!