It’s Time for Some Systems Training!

Many of us feel overwhelmed by the thought of needing to learn new technology and struggle to learn these tools, especially when it is online. However, from time to time a new e-tool or system will increase efficiency and effectiveness and is needed.

How much is enough? How do we teach a new e-system or tool when staff may be busy or technology-averse? How do we maximize learning of new technology?

Here are a few tips to consider

1. Ensure the WHY is felt. If new users are not convinced of the importance of the new system or technology, they won’t fully embrace using it. Knowing how to use technology is not enough, they need to believe in the value of it. Take time to have them explore this individually and collectively. 
2. Practice, practice, practice. Learning a new skill needs to be tried, tested and used – not after the training but right there and then. I need to know I know before I need to use it on my own. The practice can happen between synchronous sessions or learning modules, but needs to happen within the learning program to ensure learning.
3. Offer synchronous and asynchronous components. Since learning takes time and we all have different comfort levels with technologies, it can be helpful to include synchronous time to teach and practice as well as asynchronous time to practice more if needed. Invitations to practice between synchronous sessions can help ensure learning.
4. Offer mentoring/coaching time. Although some will not feel the need for this, optional time to get 1-1 support can be helpful during and after learning program. Taking time in the large synchronous sessions is often not respectful for those who don’t need the extra explanation.
5. Move from simple to complex. Learning is helped with this sequence and this will minimize losing anyone along the way. Learning is in the most complex thing you invited your learners to do, however if you rush too fast to that tough action, you may compromise learning.
6. Work in increments. Chunking a complex new system or technology will help learning. Where should you start? What is a good sequence with equal size parts? What can be practiced without you in asynchronous elements of the program, and what is better practiced with you in the full group?
7. Plan benchmarks. It is important to celebrate learning and small successes. When in a learning program we sometimes don’t notice the small successes – “I never used X tool and now I am dabbling, proficient, expert, coaching others, promoting a tool I didn’t even like 6 months ago!” Learning takes time and courage. Intentionally pause a group along the way to notice (and vocalize) their progress. As facilitator, affirm milestones.
8. Offer video clips. Short focused information videos can be helpful for learning as well as for resources after the learning event. Even if learning happened, after some time as passed, learners may forget. Keep these videos in an easy-to-access place to support learning transfer.
9. Check progress through a number of steps. Share the entire timeline for the training with the learning components along the way. Knowing what they are entering and what to expect allows learners to plan for it and maximize their success.
10. Ensure clarity on use of tool. As well as knowing what something is, users need to know what it is not. Increasingly, employees are asked to use technology, and they are meant to help not hinder work. Minimizing redundancies is important.
11. Offer optional support. After a learning program learners need to use the technology on their own. This can be scary and more challenging than they realize when they are in the training. Offering both asynchronous and synchronous supports is important to maximize the possibility of fluency.

Learning new technology and e-tools are exciting for some but intimidating for many. To maximize success, it is important to ensure each new tool will increase efficiency or effectiveness. If not, you should reconsider introducing it.