Preparing for Software Upgrades with Digital Training Tools

Table of Contents

Introduction

Any machinery, no matter the intensity of its use, needs regular maintenance and upgrades to ensure that its operation remains above a certain level of quality. This applies to software too. As digital technology improves each day, so do the threats to it. The only way to keep up is to stay one step ahead. The best way to do it is through regular software updates and patches. Doing so can help you:

  • Take care of holes and flaws in the security and protect sensitive data.
  • Enjoy improved performance and reliability with lowered downtime.
  • Keep up with other new technologies in terms of compatibility and integration.
  • Get access to the latest features so you can enjoy advanced capabilities.
  • Keep pace with the latest compliance rules and regulations in the industry.
  • Correct usability and UX issues as raised by users during feedback.
  • Improve software efficiency so as to save money, time, effort, and resources.

However, every time an upgrade is introduced that significantly modifies the working of the software application, it becomes imperative to train the users in the modified interface. Otherwise, the advantages we described above cannot be truly leveraged.

However, this comes with certain challenges. If you are using outdated, traditional methods of training, you will face demotivated, disengaged employees. The improvement you expected in performance and operational efficiency would be absent, and adoption rates would be lower than expected. It might even lead to employee burnout. The first step to correct this and ensure optimized software upgrade training is to choose a training platform that gives equal importance to employee experience and organizational priorities. Assima is one of the few digital training tools for software upgrades that effectively accomplishes this. Our solutions can be specially tailored to help you navigate training for software rollouts and upgrades without any roadblocks.

Stressed over how to smoothly introduce a software upgrade and manage the corresponding employee training? We can help you.

Why Software Upgrades Require Effective Training 

Enterprise software nowadays is quite complex and feature-heavy. They need a lot of expertise and practice to stay updated on. Moreover, due to having multiple capabilities, deep access within an organization, and a high number of users, these applications and platforms need to be upgraded regularly. In turn, employees would need constant training to get used to these changes. Being a regular process, it calls for structured employee training for system upgrades. Of course, this does not have to be manually implemented – several digital adoption solutions for software changes and rollouts are available in the market that can help you digitize and optimize the process.

A well-applied training strategy can impart many advantages like: 

  • By making employees thoroughly accustomed to the new software upgrade, you can ensure that they transition smoothly from the old version to the new one. Employees will experience less roadblocks and could even be able to solve those themselves. 
  • Using modern learning solutions can help prevent downtime. Instead of halting work to train in the software upgrade, as would have been the case with traditional methods, you can juxtapose the learning and application phases at work, thus maintaining productivity. 
  • Effective training for software updates also helps demystify the doubts surrounding any new technology that may have been introduced in the upgrade. When employees are no longer afraid to use an application, the adoption rate rises dramatically. 
  • It is quite common to observe that when employees are untrained in a software update and use the notions made from using the previous version to apply to the new one, mistakes become frequent. Training prevents fatal errors from disrupting operations. 
  • Ignorance of the use of a new software version leads to employee frustration and demotivation. It causes rejection and even attrition from not just the software but even employment itself. Training prevents resistance of such kind from affecting the workplace. 

Common Challenges in Training for Software Updates

Even with the best training facilities, you might face certain obstacles that will have to be handled for a smooth learning journey. Some common challenges include:

1. Employee Resistance to Change

Even in the most tech savvy workforce, digital changes are bound to bring some resistance, especially if the employees have become quite comfortable with their current system. Overcoming this resistance is highly important for smooth training. If resentment builds up, it could prove quite problematic once the upgrade rolls out.

2. Inconsistent Training Across Departments

It is not uncommon for each department to handle its training requirements by itself. However, this often leads to inconsistencies, resulting in employees developing mismatched expertise and irrelevant skills. Without a homogenous training framework, productivity may suffer due to employees being on different pages.
Software Upgrade Training

3. Lack of Sufficient Time and Resources

Even if you have a thoroughly planned and perfectly deployed training process, it may fail if there arises a lack of time and resources to see it through. The learning journey of the employees will suffer midway and disrupt the entire training program, especially if it was going really well in the beginning.

4. Scalability Issues in the Process

If you have to build individual training programs from the ground up every time a new technology is introduced or you have to expand the learners’ pool, it becomes unnecessarily tiresome and wastes time and resources. Without a seamlessly scalable training project, the learning drive will suffer every time.

How Digital Training Tools Simplify Software Upgrades

The most potent tool in the process of streamlining software updates with training is a dedicated digital learning platform. These applications are specifically built to assist learners in training to become experts in digital technology that has been newly integrated into systems. It fills the holes left by traditional training methods and enhances the learning journey for employees. Some benefits of software upgrade training using digital tools are:

1. Interactive Simulations

Many digital platforms for training feature simulation-creating capabilities. They capture the operations of the target application and create a simulation that learners can interact with to get a feel for how using the real software would be like. The more interactive and true-to-life the simulation is, the more effective the training would be. It is also a secure way of receiving hands-on training without interfering with the live system. 

Assima Train for software transitions

2. Role-Based Training Modules

Role-based software training tools are important when the software upgrade you are pushing will affect more than department or role. Most training tools come with some level of role-based customizability to allow lessons to be tailored to the needs of specific roles and teams based on their responsibilities and usual tasks. However, a platform with true role-based adaptability should be able to connect with the employee profile and detect the person’s role to provide a specialized learning journey catered to them. 

3. Scalable Solutions 

Any software application must be scalable to allow the expansion of its usage with time. For digital training tools, this is an especially important feature. With time, as more and more technology gets integrated into the systems of the organization, their training needs expand too. The same is true if the business sees growth and needs to train the added workforce. Truly scalable software training solutions provide a simple, easily replicable process for the expansion of both content creation and delivery and is able to operate smoothly despite the growth. 

Assima Train: Your Partner for Seamless Software Upgrades

Since its release, Assima Train has been in high demand as one of the best systems training platforms for software upgrade training purposes. Its list of rich features makes it one of the most highly regarded options in the L&D world. Here’s what we offer:

Editable Simulations

Assima uses a 4X patented cloning technology to create object-based clones of the target application. These hyper-realistic simulations are easily and completely editable, allowing you to make modifications in a lesson with ease. You can quickly add in any changes that the software upgrade will bring instead of having to edit each instance from scratch.

Progress Tracking

Assima Train has a detailed analytics dashboard that allows you to track progress with high visibility. You can use it to understand how users are responding to the upgrade as well as the training itself, and where there is room for improvement in the training content. Accordingly, you can modify the training program to better suit your learners.

Multi-System Integration

Assima Train is compatible with most of the commonly used digital applications like SAP, Oracle, Salesforce, Workday, etc. You can use us with a range of ERP, CRM, HCM, EMR, etc. and even homegrown applications and most legacy systems. This reinforces the suitability of Assima Train for software transitions, as it should connect to the new system as well as it did with the old one.

If you are nervous about an upcoming software upgrade, then, Assima Train can be your ultimate support. Talk to our experts for a deeper look.

Benefits of Simulation-Based Training During Upgrades

Simulation-based training can be a savior during system upgrades, and here are a few reasons why: 

Role-based software training tools

1. Reduced Risk of Errors in Live Systems

Training using simulations gives an immersive space to learners to try out their skills in a system that accurately replicates the live environment but is disconnected from it. This reduces the risk of any errors, which are natural for learners, to affect the live systems and operations, and gives them more confidence in decision-making. 

2. Improved Knowledge Retention and Recall

Simulations allow learners to get a hands-on learning experience. By applying your knowledge right when you consume it, the information gets ingrained in your brain. This helps you retain and recall the information better than if you had utilized a traditional method of learning for your training, which usually results in you forgetting most of the information within a week. 

3. Faster Adoption of New Software Features

Reducing downtime during upgrades is always a major concern for any organization. You would want the transition to the new technology to be as smooth as possible and not disrupt the day-to-day operations. With simulations, software adoption is quicker as employees are already used to the new system via its simulation and do not need much time to adapt to the live one. 

4. Greater Engagement Among Employees

Simulation-based learning is immersive and holds the attention of learners more than most traditional methods of learning do. As a result, you are bound to observe more engagement and motivation among your employees when using simulations to train them. This would automatically result in greater productivity when using the actual application. 

Steps to Implement Effective Training for Software Upgrades

Effective software training is as much a science as an art. Thorough planning and thoughtful implementation are how you get it right. 

Step 1: Identify training needs and key user roles – The first step is to understand what requirements you are trying to fulfill with the training program. Make sure you know what user roles will receive the training and what they expect from it, so you can plan and design the program accordingly. 

Step 2: Determine the goals of the organization – Next, pinpoint the key goals and objectives of the program. For example, what level of expertise in use you are trying to achieve, what increase in productivity you expect, and so on. This gives you a clear sight of your aim in implementing the program. 

Step 3: Develop scenario-based modules with Assima Train – After discussing with our experts, you have to build a robust training plan and based on that, create scenario-based training modules. These scenarios should accurately reflect the common tasks and problems that your employees deal with. 

Step 4: Roll out training in phases to ensure smooth transitions – A sudden and complete digital transformation could give a technology shock to your employees. So, plan the training to be delivered in overlapping phases that will give time to the trainees to become habituated to the new system. 

Step 5: Monitor outcomes and refine training based on feedback – Use analytics to monitor the key metrics for gauging the success of the training process. Make sure you take into account the actual feedback from the learners too. Based on this information, make improvements to the training program to see better outcomes. 

Learn more about the detailed steps to implement digital training tools for software upgrades here.

Conclusion

Software upgrades can be brutal, especially for those who are not too tech-savvy. But you have the power to make the transition smooth. With a software upgrade training tool like Assima Train, you can help employees make a seamless changeover from the old system to the new one. Being created to be learner-friendly and use technologies proven to help with the learning process, Assima Train does the job perfectly when onboarding workers to an updated software application.

Assima Train looks even more miraculous for software upgrades when you see it in action.

Frequently Asked Questions

Let’s Answer Some of Your Questions.

While software upgrades usually don’t bring as many changes to an existing technology as a complete switchover does, it is still difficult to navigate them without support. Training provides that support in a productive manner.

The most common challenges faced during a software update are employee resistance, unstandardized training, insufficient planning, incompatibility issues, etc. 

Digital training platforms are designed to enhance the learning experience for users when adopting new software. By using advanced learning techniques and support tools, digital training platforms make it easier for learners to understand and use new technology. 

Simulation-based training is immersive, engaging, and stimulating. It improves knowledge retention, learner confidence, familiarity with the system, and adoption rates, all the while providing a risk-free environment to learn. 

Assima Train uses simulations to aid in hands-on training during software upgrades. It is the perfect tool to provide tailored training to a large number of employees at the same time without disrupting daily operations. With in-depth analytics, L&D leaders can keep an eye on progress and ROI of the training program.