You tried to implement the new software safely, but to no avail there was misattribution of data and missing data abound. You say to yourself, “they were trained, what else are we supposed to do?” It is human to make mistakes, and we have no control over that. Yes this is true, human error margin will remain. However, depending on your role, there are three things that could be done to safeguard the integrity of data; examine the software’s design simplicity, test and retest it’s interface configurations, and train your employees more.
How to Implement Software Safely
1. EXAMINE THE SOFTWARE’S DESIGN SIMPLICITY
Technology should be clean and simple in it’s appearance. The home page should have a search space, a library tab, and a training tab. You should be able to click these keys to navigate to sub pages that are equally clean and simple in their appearance. Having a layered information architecture allows clarity for the user, and sophistication for your IT department to customize each single component, rather than having to redesign an entire infrastructure as one unit.
2. TEST & RETEST IT’S INTERFACE CONFIGURATIONS
Prior to “going live” be sure to scrutinize each potential data trail. This critical review prevents any misgivings you may have about the system, bringing confidence to the company culture that the communication technology is stellar in quality. No one likes change, except a baby with a dirty diaper. Therefore, employee psychology is equally important when introducing or reintroducing a technology system they will be forced to use day in and day out. Technology users must experience immediate success to have a viral ripple effect across the company.
3. TRAIN YOUR EMPLOYEES MORE
In addition to your conference room employee lecture and technology help desk, automate scheduled video and short quiz training throughout the year. Research shows learning is absorbed at it’s maximum potential when delivered in short intervals of time rather than in large chunks once a year. Remember when your mother told you, “don’t cram for that test it won’t work”. But then you did okay on the test and thought you showed her she was wrong. But wait, at finals you could not remember a single thing. Information goes through our brain in three stages; sensory memory, working memory, and long term memory. When you only offer your employees training once a year, that information is in a temporary storage and filter center with limited duration and limited capacity. Knowledge will only be fully processed if you offer four kinds of coding (linguistic, visual, motor, semantic) at random intervals of time. Create a strategic learning management system for your company wide data structure, not to leave out all industry specific training, and you will cut your costs. This monumental organization efficiency will safeguard you from employee risks, lower your insurance costs, and cut back on costly IT support needs.
By: Kristen Goodell, M.Ed, Co-Owner
Kristen converts inefficient compliance management systems and siloed technology into a dynamic workflow with end to end client support. Through our implementation process we work with you to reveal areas of hidden risk and produce new best practices for your compliance management team.