4 ways to ensure training of a new system is a success
Implementing an electronic solution in the aged care sector can transform the way your facility operates, increasing productivity and streamlining internal processes. Software implementation can be costly and lengthy, so steps need to be taken to ensure the project is successful. Implementing an electronic system needs to be well planned to ensure a favourable outcome. Aged Care Software platforms such as VCare supports your facility by limiting disruption and encouraging onboarding by all staff.
The most significant success factor of any new system in any organisation but especially an electronic residential care system is the people. Change management, staff acceptance and staff willingness to adopt a new solution will differentiate between a successful and unsuccessful project.
Training is one of the essential elements of the implementation process. If staff are not comfortable with a new system, familiar with how it works and how to use it for their daily tasks, then staff adoption will be an ongoing and expensive challenge that you will face frequently.
4 ways to ensure the training of a new system is a success includes:
- Make training a priority
- Pick the suitable format for training based on attendee roles
- Have a VCare champion
- Ask for employee feedback
Implementing a new software system can be challenging when you find staff are pushing back and resisting change. Resistance from staff through the implementation stage is a prevalent challenge and needs to be dealt with immediately. Quite often, this resistance to change is a result of staff finding learning a new system or software stressful.
Staff are afraid of the unknown and are resistant to change because they will not want to invest the time and energy into learning something new if their current systems are working adequately.
By communicating the benefits of the software, staff are encouraged to become more invested in using the system. Staff become part of the implementation process and support its success rather than feeling like they have no say. Communicating with transparency promotes trust, accountability and reassurance for staff and ensures all interests are aligned creating a strong team culture.
By providing initial in-person training staff are more likely to remain focused and engaged. At the computer, staff may get distracted by other on-screen notifications such as emails or other unrelated tasks. Training in person can often help build team moral as collegues who pick up the software quicker often help those who are finding it a bit more difficult.
VCare champion
What is a VCare champion?
VCare champion is an individual who will be the “go-to” person within the organisation for everything VCare. This person will be an expert on VCare and will give less confident staff a platform to ask questions and become more confident using the system.
Your VCare champion is your first staff member to be trained. This staff members needs to be heavily invested in to ensure they are an expert in the VCare service offering for your facility and can provide support to other staff whenever it is needed.
Pick the right format for training based on attendees
Staff training should be one of the top priorities when introducing a new software solution into your Retirement or Residential Care facility. The key is to avoid one-size-fits-all training model as your staff are all different and as such, so are their training requirements.
You need to take into account that not every staff member will need to dedicate the same amount of time and learn in the same way. VCare offers a range of different training options to suit all requirements. Some staff members will take more time for training and require more assistance so this is taken into account as well. VCare provides a platform where feel listened too and understood. This may result in some staff members needing addition time as well at that’s fine. The most important thing is to ensure that all staff feel supported.
Ask for employee feedback
In any organisation your people are your biggest asset, so used them. Your team are on the ground floor, so they understand what works and doesn’t work.
The feedback your team have to offer is essential in improving the overall processes of your business, so take their suggestions on board. This process should be a continuous effort as your systems will be continuously improved and updated.
This will also work in your favour as staff will become invested in the solution and know that their points of view matters resulting in staff feeling more valued.
By making training a priority, picking a suitable training format for attendees, appointing a VCare champion and asking for employee feedback you will ensure the training of your new system is a success.
