Training Employees to Use New Office Software and Equipment

Posted by on July 20, 2010 in Business Management, Business Start Up Advice, Business Technology [ 2 Comments ]

Business owners everywhere are continuously looking for ways to save money on their bottom line, and ensure the overall operation runs efficiently as possible.  Implementing new office equipment such as point of sale systems and time and attendance systems sometimes requires a learning curve for employees.  Training employees to use new office equipment such as copiers and postage meters correctly will eliminate mistakes and provide better working tools the staff.

One sure way to reduce costs and provide better customer support is through a VoIP phone system.  A business VoIP system does take some getting used though.  Employees need to be properly trained on the various options, features and benefits the phone system provides.  Several vendors will offer trial periods where businesses can test the product and evaluate its contribution to business operation.  This is a good time to assess how employees are making the transition over to the new system.

POS Systems
Point of Sale systems or POS systems can provide a wide range of benefits to a company.  However, with so many features and menu options, POS systems can be challenging for employees to learn.  Because POS systems play the most vital role in financial transactions between business and consumer, it is imperative that employees are properly educated on how to use the equipment.  When purchasing a new system ask the vendor if they provide training manuals, demonstrations or training seminars for the new equipment.  The last thing you want is to invest in a new system and have it dropped off at your business with no clue how to use it.

Time and Attendance
Time and attendance software is another critical business component.  A good time and attendance system can eliminate employee mistakes and rid unethical behavior.  The technology and complexity of these systems has developed largely over the last several years and requires employers to properly instruct staff to use them properly.  When employing the new system speak with vendors about their customer service.  Having a vendor acknowledge your particular industry and any required specifications can make the system much more efficient for employee use.  The transition to new office systems can be very smooth if the vendor is willing to explain the various options and features the system has with you.  The vendor you choose should be willing to answer all questions in the early stage and provide a customer service hotline to do so.

Employees interact with your most important asset, the customer.  They are the backbone of your company and ensure your success or failure.  Do not take shortcuts in knowing they are properly trained on how to use all related equipment, software and systems.  When buying new office equipment and software communicate with vendors the training supplies they offer.  After all most digital equipment is only as beneficial as the person operating it, so take the time to properly train and educate your employees, it will pay dividends in the long run.

Dane Ludolph is a writer at Resource Nation.  He writes extensively about  purchasing and outsourcing decisions for small business owners and entrepreneurs.

2 thoughts on “Training Employees to Use New Office Software and Equipment

  1. avatarLes

    An obvious choice to reduce training effort and cost for Time and Attendance systems software would be to chose a vendor whose products are based on existing technology, such as MS-Excel. The basis of the ‘new’ application would be already known as there are no professional offices who do not use some form of spreadsheet software.

    The TIMY-Soft product offered at is simple to use, but has sophistication embedded within its structure.

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