Enterprise resource planning (ERP) systems are powerful tools for contract management, but they can also be complex and intimidating for employees who need to use them. How can you improve ERP user-friendliness for employees and increase their adoption and satisfaction? Here are some tips to consider.
Before you implement or upgrade your ERP system, you need to understand what your employees want and need from it. Conduct surveys, interviews, focus groups, or workshops to gather feedback from different user groups, such as contract managers, procurement specialists, legal advisors, or project managers. Find out what their pain points, expectations, and preferences are, and how they use or would use the ERP system for their tasks. Use this information to design or customize your ERP system to meet their needs and goals.
Given the sensitivity of this matter to users, the company must handle the process of gathering user requirements for the new system with caution. In my experience, when asking users what they need from the system, it often results in numerous customization requests. If any of the issues that users have identified as pain points are not addressed, it can have negative consequences. Thus, it is crucial for the company to first communicate clearly with users about the reasons behind the need for a new ERP implementation or upgrade. The company should clearly articulate its objectives in this process. Subsequently, the company should involve users in finding ways they can contribute to achieving these goals.
Simplify the user interface: Streamline the ERP system's interface by removing unnecessary complexity and ensuring intuitive navigation. Provide comprehensive training: Offer thorough training programs and resources to empower employees with the knowledge and skills needed to effectively use the ERP system. Customize user roles: Tailor access and permissions based on specific job roles to minimize confusion and increase efficiency. Regular feedback and updates: Solicit feedback from users to identify areas of improvement, then implement updates accordingly. Mobile access and self-service options: Enable mobile accessibility and self-service features, allowing employees to access ERP functions conveniently and on their terms. Cheers!
User-friendliness is not only about the design and functionality of the ERP system, but also about how well your employees can learn and use it. Provide adequate training and support for your employees to help them master the ERP system and its features. Use a variety of methods, such as online courses, videos, manuals, webinars, or coaching, to suit different learning styles and preferences. Make sure your training and support are relevant, timely, and accessible for your employees. Monitor their progress and feedback, and address any issues or questions they may have.
One of the common complaints about ERP systems is that they are too complicated and cumbersome to use. To improve user-friendliness, you need to simplify and streamline your ERP system and its processes. Eliminate any unnecessary or redundant steps, fields, or functions that may confuse or frustrate your employees. Use clear and consistent labels, icons, and menus to guide your employees through the ERP system. Use automation, integration, or templates to reduce manual work and errors. Make sure your ERP system is fast, reliable, and secure.
ERP at the outset looks complicated & cumbersome . Its because over the years it was looked upon as a powerful application collaborating with many cross functional teams that were across continents.As an example, million of employees of a MNC gets employee database (Various types) updated in real time! The process,rules of the game however, remains the same irrespective of business size. Luckily, with the evolution of technolgy and business, today we have ERP suited to small medium and large companies alike. As long as it is built to satisfy the needs of end users, its good
User-friendliness is not a one-time project, but a continuous process of improvement. To keep your ERP system user-friendly, you need to solicit and implement feedback from your employees on a regular basis. Ask them how they use the ERP system, what they like or dislike about it, and what they would like to see improved or added. Use tools such as surveys, polls, ratings, or reviews to collect and analyze their feedback. Implement the changes or enhancements that are feasible and beneficial for your employees and your contract management objectives.
What is often overlooked when soing an ERP implementation is the business processes. Processes needs to be reviewed first before doing the implementation. Also one size doesn’t fit all as the ERP is used for the entire company and not everyone can be 100% satisfied. Using the standard functionalities first is recommended then evaluate the need for “customization” as this comes with a cost for developement and maintenance. Most of the ERP are now Cloud based and comes with much more user-friendly UI, functionalities and seamless integration.
User-friendliness is not only about the ERP system itself, but also about the culture and attitude of your organization. To improve user-friendliness, you need to promote and reward the use of the ERP system among your employees. Communicate the benefits and value of the ERP system for your employees and your contract management outcomes. Showcase the best practices and success stories of your employees who use the ERP system effectively and efficiently. Recognize and reward your employees who adopt and embrace the ERP system and contribute to its improvement.