This week Giles and Holly from Jobtrain got together to share their hints and tips on training and upskilling your teams. You can have the best tech in the world but it is made redundant if you don’t know how to use it. It’s important to understand the relevance of the technology you have, ensure it’s fit for purpose, that you understand how to use it and have access to training and support when you need it.
Holly is an Implementation Success Manager at Jobtrain and prior to this in her role at ODEON Cinemas, she implemented and trained Jobtrain out across all ODEON Cinemas in the UK and Ireland. Holly works with new clients in implementing Jobtrain, understanding their recruitment processes to configure their platform and delivering training to ensure complete success and return on investment for clients.
WHAT ARE THE KEY THINGS TO CONSIDER WHEN TRAINING USERS ON TECHNOLOGY WITHIN AN ORGANISATION?
Preparation is most important and considering your main objectives in advance and what you want the outcomes to be. There is always an element of commitment with any kind of training so ensure you have the time to dedicate to the project and consider timing for others. For example, specific sectors may have peak times where they are incredibly busy so scheduling training during this time isn’t going to achieve the best outcome.
Make sure you have buy-in from key stakeholders, your senior team and any ‘early adopters’ you may have earmarked for the technology. This is really beneficial when rolling out a new system and communication is also key. Make sure people are aware of the new technology, explain why it has been purchased, what challenges it will help to overcome and what benefits it will bring to the organisation.
WHAT METHODS OF TRAINING WOULD YOU SAY WORK BEST AND WHY?
The method of training very much depends on the people who require training and the culture of the organisation. If people are used to face to face training, then it’s best to continue with this method rather than handing out a user guide. When training any new technology, ideally provide a couple of different options such as face to face workshops, pre-recorded video training or online materials. People can then choose a format they are used to and that works best for their style of learning.
WHAT ARE THE DIFFERENT APPROACHES TO ROLLING OUT TRAINING OR IMPLEMENTING A NEW TECHNOLOGY SYSTEM?
Traditionally, elements of implementation are face to face, however in the current health climate this isn’t possible, so we’ve moved to an online approach. An initial scoping meeting would normally be half a day on site with the full project team, but we now hold a shorter online meeting to identify key requirements and revisit this several times over a few weeks with key stakeholders. We hold mini training sessions throughout the implementation process and use different tools to demonstrate functionality such as video snippets and screen share. We also share a training guide so people can write their own notes, in their own style and language to refer to. The more you can give to people to support their learning, the more successful the implementation will be. Where you have a ‘train the trainer’ approach, don’t be afraid to ask your vendor for information to support you in training others.
Classroom based training is not going to happen for some time now so being able to offer bite sized sessions that people can access when it’s convenient for them is important. Online chatbots are also beneficial in providing new users with system walk throughs.
HOW DO YOU SUPPORT PEOPLE WHO DON’T USE A SYSTEM VERY OFTEN?
Ensure supporting information, such as user guides, are easily accessible, perhaps on an intranet or other shared platform. Ask your ATS champions to share their knowledge and make sure people know how to contact them if they have questions or need support. For those who are not as positive about changing technology, encourage them to share their challenges and issues with the current system and outline how the new technology will overcome these challenges.
HOW ELSE CAN YOUR TECH PROVIDER SUPPORT YOU?
Support should always be available during initial set up of course, but moving forwards it should be ongoing to share knowledge of best practice in your sector/industry, suggest improvements to your process and to provide ongoing training when it’s needed. It is important to have a dedicated Success Manager that you can contact for strategic advice and guidance. Your technology provider should also support you with communicating the change process.
WHAT TIPS DO YOU HAVE FOR UPSKILLING ONCE A SYSTEM IS LIVE?
You always need to review both your system and processes and ensure they are updated regularly to reflect the needs of the organisation. Technology changes quickly, so stay in touch with your vendor and make sure the functionality you have is still meeting your objectives. Involve your wider team and take opportunities for refresher training whenever possible - you never know what you might learn.
Revisit the project with the initial stakeholder group and create some protected time to look at enhancements that may be available; check the scope is still relevant or if there are further changes that can be made to enhance processes, empower employees or drive further efficiencies.
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