Training Employees on New Software in 6 Simple Steps

Discover the easiest way to train your employees on new software — a simple, 6-step workflow to ensure your training will go smoothly.

Agnieszka Yordanova
4 min readApr 11, 2022

Originally published on Guide2Cloud.com.

These days, software solutions are easily available to businesses. And yet, not everyone adapts them without struggles. That’s why training employees on new software often proves a challenge.

But not a challenge you cannot overcome if you approach it the right way.

Below, we will walk you through a simple 6-step process of helping your employees adapt to new technology.

After reading this article, you will be able to copy this process into your team. It will assist your employees in adapting technology more easily. In the end, they will also discover ways of becoming more independent in further learning.

Sounds good? Then let’s dig in.

Overview of the Process

Training employees on new software revolves around six simple steps:

  1. Pick the right software
  2. Start simple
  3. Focus on solving daily problems
  4. Create a knowledge base
  5. Assign trainers
  6. Teach your employees to look for answers on their own

Below, we will break down these steps one by one.

Training Employees on New Software: Step By Step

#1: Pick the Right Software

Keep in mind your employees when choosing software for your business. The ideal solution will:

  • be easy to use
  • offer good customer support
  • include plenty of learning materials

The solution design must be simple and intuitive. You don’t want to overwhelm your employees with complex interfaces.

Easy access to support is also critical. Pay attention to whether your solution provider offers advanced knowledge bases or support of a real person.

#2: Start Simple

Understandably, you’ll want your tech-beginner employees to get to an advanced level as soon as possible. However, refrain from teaching everything to everyone within a day.

Training technology, especially for non-tech-savvy employees, is a process that will take time. It should begin with basics and simple tasks. This way, you’ll avoid discouraging and overwhelming your trainees. By starting with basics, they will build a solid base upon which they will further expand their knowledge.

#3: Focus On Solving Daily Problems

While training employees on new software, focus on solving daily problems.

They’re meant to use a given solution to deal with specific daily assignments. Once they discover the basics, they need to learn how to complete their everyday tasks.

There’s no need for them to know how to use the entire platform. Initially, they only need to master features that are necessary to effectively complete their tasks. Once they do that, they start exploring additional functionalities.

#4: Create a Knowledge Base

Your software provider is likely to already have a user guide to help your employees learn how to use their platform.

Still, consider creating a knowledge base of your own. Ideally, it will revolve around solving the daily problems of your employees. In its form and purpose, it will be customised strictly for your company.

It’s not hard to create such a company-specific knowledge base. To keep it basic and simple, you can use screen-recording software to create videos for your employees.

Screen-recording videos will allow you to show your employees step by step how to use a given app. And they’ll be free to go back to it any time!

Alternatively, you can create documents and guides in form of bullet points. Any form is good so long it helps you in successful training employees on new software.

#5 Assign Trainers to Assist Less Tech-Savvy Employees

One-time training may not be enough to teach new technology to your employees.

That is why you must ensure ongoing support for your non-tech-savvy employees. It might be you, or it may be a trusted group of other employees.

Whoever you assign to this role, ensure their devotion to the cause and readiness to help. People meant to assist your non-tech-savvy employees in learning software need to be available to offer support.

Proficiency in technology is only one of the skills such people need to have. They need to stand out with patience to explain issues as many times as it’s needed. Communication skills and certain teaching talents will also come in handy.

#6: Help Them Become Independent in Learning

There’s nothing wrong with devoting your time and effort to training your employees on how to use technology for their benefit. However, don’t neglect to help them develop the habit of learning on their own.

Technology is something dynamic. Updates, changes and further development of an app you use in your business will unavoidably happen. Furthermore, you or the designated trainers may not always be available to assist.

That’s why you must teach your employees how to find the information they need without outside help. They need to be able to find solutions to their problems independently.

As such, make sure they:

  • know where to find user guides and learning materials
  • can build on and expand the basic knowledge they already have
  • aren’t afraid to experiment

Being tech-savvy isn’t something entirely inborn. Working on the independence of your employees will help them develop more technical skills and intuition.

Over to You

Training employees on new software is a challenge — especially if the software you use is a complex one.

The six-step process we showed you above will make it so much easier.

Learning, especially when it comes to software, is an ongoing process. The key is to keep things simple and stay patient.

Good luck!

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Agnieszka Yordanova

Content writer who enjoys exploring small business cloud software and mobile apps.