Why Your Team Isn't Using Your EHS Software (And What to Do About It)
When you start using EHS software, there are bound to be some bumps in the road. After all, learning new technology and a new way of working takes time (and patience).
Thankfully, many of these speedbumps are completely avoidable or easily manageable. In this post, we’ll look at six reasons your team isn’t using your EHS software and what to do about it.
Problem: Fear of technological change
Change isn’t easy. Understandably, some people are intimidated by new technology or worry that it will make it harder to do their job. Others may be comfortable with their spreadsheets and not understand why the change is necessary. For veteran workers especially, the introduction of new technology can bring up fears about being obsolete or out of touch.
Solution: Communication is key. Employees are 3.5 times more likely to experience a successful technology change when desired outcomes are shared in advance, according to a McKinsey Global Survey on digital adoption. Talk to employees early and often about why the change is happening, what it will mean for them and the benefits of EHS software, what to expect, and how you plan to support them in learning the new technology.
Problem: Too much change, too soon
Many organizations make the mistake of rolling out a brand new software system all at once. That can be overwhelming for your team and leave people wondering, “How on earth am I going to get my work done?”
Solution: Roll out the new software slowly. Start with just one or two features — like document and task management — and help people see how easy it is to get started. These “quick wins” will help build confidence and pave the way for future rollouts.
Problem: The software is hard to use
Good software should make your team’s life easier. If it takes too long to input data or get reports out of the system, they simply won’t use it.
Solution: Choose a simple, user-friendly software. Don’t get dazzled by a system with hundreds of expensive features that only a handful of people will use. Instead, look for a standardized solution that can be configured to your needs without extensive customization. (Learn more about configuration vs. customization here.)
Problem: They don’t know how to use it effectively
Like any new skill, learning to use EHS software takes practice. Everyone learns at a different pace and in different ways. As a result, one or two days of general training isn't enough to build proficiency.
Solution: Provide ongoing training opportunities, such as monthly scheduled web sessions. Consider the different types of users (administrators, power users, casual users) and offer training tailored to the tasks they need to complete. Provide training in multiple formats, such as hands-on training and quick reference guides.
Problem: It’s just one more tool they have to use
The average worker uses 56 different apps and websites in a single workday. Toggling between different tasks and tools wastes up to 40% of a person’s productive time. Adding EHS software to the mix can feel like just one more tool to juggle.
Solution: Choose a system that centralizes all their data and processes. A comprehensive EHS platform can eliminate the need for multiple apps and databases, saving time and subscription fees. Look for a system that can either replace or integrate with their existing tools.
Problem: Lack of IT support
Anyone who’s used a computer knows that bugs and glitches are a part of life. But when your team depends on software to get their job done, these problems can quickly derail their work and become a major source of frustration. Most in-house IT teams are overburdened, which means that support tickets get overlooked and updates fall by the wayside.
Solution: Choose a vendor who offers 24/7 support, ongoing maintenance, and updates. This takes the burden off your IT team, ensuring that problems are resolved quickly and with minimal interruption to your team’s workday.
If you’re struggling to get your team to use your EHS software, a few simple adjustments may be all that’s needed to get things back on track.
However, if problems continue, it may be time to consider a new system. To learn more, check out this article on how to get your employees to adopt EHS software.