How can you ensure all users can access a new system?

2 Define the security policies

Another aspect of user access is the security of the system and the data. You need to define the security policies and procedures for the system, such as the authentication methods, the encryption standards, the data backup and recovery plans, and the incident response protocols. You also need to assign the appropriate user roles and permissions for the system, based on the user's needs and responsibilities. Moreover, you need to educate the users on the security best practices and expectations, such as creating strong passwords, avoiding phishing emails, and reporting any suspicious activities.

3 Train the users

Training is essential for ensuring that the users can access and use the new system effectively. You need to design and deliver a comprehensive and engaging training program for the users, covering the features, functions, and benefits of the system. You also need to provide different modes and formats of training, such as online, offline, live, recorded, interactive, and self-paced, to suit the user's preferences and learning styles. Furthermore, you need to evaluate the user's learning outcomes and provide feedback and support.

4 Collect and analyze user feedback

User feedback is a valuable source of information for improving the user access and experience of the new system. You need to collect and analyze user feedback regularly, using various methods and tools, such as surveys, interviews, focus groups, observations, analytics, and reports. You also need to act on the user feedback, by implementing changes, enhancements, or fixes to the system, as well as communicating with the users about the updates and improvements.

5 Monitor and maintain the system

Finally, you need to monitor and maintain the system to ensure that it is running smoothly and securely, and that it meets the user's expectations and needs. You need to perform periodic checks and audits on the system's performance, availability, reliability, and security, and resolve any issues or problems as soon as possible. You also need to keep the system updated and upgraded, by applying patches, updates, or upgrades to the system's software or hardware, as well as informing the users about the changes and impacts.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?