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3 Simple Tools to Minimize User Resistance with ERP Software

Shadi McFadden Tyson Jan 21, 2021 8:30:00 AM

Blog Graphic_3 Simple Tools to Minimize User Resistance (2)

Nothing throws a wrench into your productivity like a new business process.

The truth is: new processes are a necessary part of the journey for any growing business. “Old ways won’t open new doors,” and that’s the name of the game when it comes to scaling up. Still, that doesn’t make it any easier for your team that’s been using a different accounting system for nearly a decade.

Adjusting to the learning curve of new software can slow things down and frustrate your most dedicated power users. But, where there’s a will, there’s a way… Here are three simple, proven methods to ease the pains of new software implementation:

1.      Change menu items to familiar names.

Switching accounting systems is extremely challenging – tracking down financial records, heavy data migration, the list goes on. No one on your team is really looking forward to it and, let’s face it – change is hard! Everyone is used to a particular business process and having it memorized makes their daily routine a whole lot smoother.

Minimize the resistance and conflict your team experiences by renaming menus to conventions they’re more familiar with. Is Judy accustomed to seeing Quotes instead of Estimates? That’s an easy fix! Updating menu items makes the transition easier by bringing a sense of comfort and familiarity to the use of a new product.

2.      Copy and paste frequently used documents.

Mark just showed you how to create an invoice using the new accounting software. It’s time to submit a new one to Cupcakes & Co. – now if only you could figure out how to do it again…

There’s no need to reinvent the wheel. Explore how to copy and paste frequently used documents in your system. Templates exist on many screens within Acumatica and, in most modern ERPs, you can edit the document after you’ve copied it. So, if anything’s changed since last month, you can quickly make that one update without having to create an entirely new form.

3.      Create email templates for quick replies.

Even if you don’t have them documented (and if you don’t, you probably should), every company has a set of Frequently Asked Questions relevant to their business. If your company is anything like ours, it’s usually your sales team that must repeatedly come up with those answers. Repetitive tasks plus getting the hang of a new tool equals a recipe for productivity disaster.

Let’s be honest: no one likes running in circles and completing the same tasks over and over. Halt this unnecessary frustration by creating email templates for your team to reuse and tweak when it’s time to deliver valuable customer service and support.

Need a quick tutorial on implementing these new user fixes? Head on over to YouTube and check out our Acumatica New User Toolkit playlist - it has everything your team needs to get started!

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