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End User Training During Software ImplementationFor many business owners or managers, making the decision to implement a new software system is a difficult one to make. Oftentimes, the changes and risks that come with a software implementation can discourage those business managers who are looking to streamline their company’s processes and improve overall efficiency with a new system. There’s a ton of information out there on the advantages of using an efficient, up-to-date ERP system but not that much on how to properly handle an implementation phase. No Software Provider wants to scare their clients right from the get-go but this is definitely the wrong approach. By not educating the new software users and providing all the necessary information right from the start, all parties will suffer during the implementation phase.

Therefore, to begin with, it’s important to know the possible risks involved in such a project. This can include failure, user resistance, employee stress and anxiety, improper use of the system, misunderstandings, problems, doubts, fear of change etc. In order to ensure that these risks are eliminated or reduced, end user training is definitely required. These trainings will provide employees (or end users) with the right amount of attention and skills needed to help them acclimate to new processes (that have been changed by the new system implementation) as well as to the new system itself.

You can begin by creating a training plan then scheduling it accordingly, by department or simply by department heads and managers. Trainings can be given either in small groups or on a one-on-one basis. Documentation of course will also be provided to ensure that employees can easily access a “how-to” guide on using the system.

Once these trainings are underway, its advantages will be quite evident since trainings can alleviate stress, combat fears, bring acceptance to the system, reduce system errors and misunderstandings. Bottom line, when software users are properly educated on new functionality and processes, it’s a WIN-WIN for everyone! The trainings will teach end users the necessary skills needed to prevent problems and to use the system in the most efficient way possible. Individual performance will improve thus increasing productivity. Business managers will be happy as well as Software Providers.

As a Software Provider, our team truly understands just how important it is to pay attention to the USERS (or employees) and their needs during an implementation phase, rather than on solely the system itself. We realize how difficult this time may be for some people, especially if they have been used to working with the same processes and systems for years and have developed habits and routines in their workplace. Introducing a new software management system, with new processes, can disrupt their work life and this most definitely can cause stress and fear.

As a complete ERP software implementation can typically take about 12 months, it’s important that during this time, everyone is working together, as a team, for a successful and smooth phase. No surprises or headaches!

Common mistakes ERP softwareWe’ve all heard our fair share of nightmare stories when it comes to new software, more specifically Enterprise Resource Planning (ERP), implementations. What we don’t often hear, however, are the mistakes that were made during this project that could have been avoided. In many of these stories, the blame is put on the Software Provider or on employees who resist change and the system. However, there are some mistakes that business executives make that can affect the outcome of an ERP software implementation.

Here are 5 common mistakes that business leaders make throughout a new software project;

  1. They opt out of End User Training and After-Sales Support

Before any implementation project begins, a Software Provider will approach the management team with various support plans to choose from. These discounted plans will include billable hours for end user training and post-implementation support. It is up to the customer to choose which plan they’d like to have, depending on the amount of hours they request for support and training for themselves and for all their system users. In many cases, however, in order to keep costs down, executives will opt out of any support plan (which in turn opts them out of end user training for their employees). This is a huge mistake that many business leaders make. Without proper user support and thorough end user training sessions, the chances of user resistance and low productivity increase. If employees don’t fully know how to use the system to its full potential, then companies won’t realize the full benefits of an ERP system, but rather will experience decreased individual performance and thus decreased overall productivity.

In the end, by saving on the support plan, they are losing out more in the long run. End user training and proper support can alleviate stress and combat fears of employees, associated to using a new system, and allows them to accept this big change. It also teaches them the necessary skills to prevent any problems in the system and to efficiently handle unexpected issues with confidence. Never forget that a software system is nothing without its users. System users are the key to unlocking the benefits and improvements that a good software system can bring to a company. Invest in your end users and never pass up on support and training plans. It’s an investment you’ll be happy you made in the long run.

  1. Lack of participation from business leaders

In our very own ‘Process to Succeed’ guideline that we share with customers prior to any new ERP software implementation, we stress the importance of top-level management participation during the planning process as well as throughout the implementation phase. This is a prerequisite to any of our large software implementations, in order for our customers to achieve a successful implementation. What does this participation include? We understand that business owners and executives are extremely busy with their day-to-day tasks and therefore won’t have the time to constantly be working on the implementation project (and we don’t expect them to). Normally, companies will put together a small internal team of about 5 (or less) employees, from various departments, to manage and overlook the ERP implementation project. This is great! The participation that we require from top management comes more in the form of support, motivation and encouragement. Company owners, executives and managers need to have their own confidence in using the system and share their excitement and knowledge with their team, especially when they see them frustrated or afraid of the new changes ahead. Management should remain unified in support of the project and should continuously encourage their employees to not give up and learn all they can about new processes and the new system. During the end user training periods, it would also be helpful if management can alleviate their team, for a short period of time, from regular responsibilities, in order to take the necessary time to get properly trained by the Software Provider.

  1. Leaving it all in the hands of the IT Software Provider

We’ve said it before and we’ll say it again and again and again…a software implementation, especially one as large as a full ERP implementation, is only successful if ALL parties participate since everyone in a company will be affected by the change. Similar to mistake #2 above, every team member, even the leaders, needs to have some sort of involvement in the implementation project. It requires synchronous collaboration, which involves the IT team and the business team working together simultaneously and remaining in constant communication as the project progresses, to ensure everything internally is running smoothly and everyone’s needs are being met. Employees are the ones that know the business processes inside out; the IT team is there to help streamline, automate and integrate those processes. It’s important to explain to employees how their participation and role in the project will influence its success. This will give them a sense of commitment to the project and hopefully instil a positive attitude towards the system and implementation process, which is definitely welcome.

  1. Having unrealistic expectations of timelines and costs

Every software implementation is unique. During a new project, Software Providers deal with a new company, new business people, new processes, new requests and new expectations. The business as a whole may be similar to other companies but an implementation is never the exact same from company to company. It’s absolutely critical to share all of your expectations and assumptions you have of the new system and the implementation phase. This includes any timelines, costs, benefits, project roles, etc. By sharing all of this with the IT Provider, they’ll be able to set things straight right from the start. For example, if you were expecting an implementation phase to only last 1 month, the IT Provider, from experience and expertise in the field, may come back to you with a more realistic timeline of 3 months. Therefore, you won’t be disappointed and frustrated when the implementation lasts longer than your 1-month expectation. The Software Provider will also share all of their expectations from your team and of the project as a whole. Together you’ll come up with realistic goals and expectations for your specific case, allowing everyone to be on the exact same page.

Talk with your Software Provider first and get their input on timeframes and realistic expectations, as they can provide their expertise on the matter and knowledge from previous experiences.

  1. Beginning the new software project without a plan of action & workflow

It is never a good idea to start ANY project without a plan of action. So why start an ERP implementation without one? What every business leader should do is;

  • Sit down with the Software Provider to discuss and outline the complete process or plan of action for the implementation phase and create a workflow
  • Identify everyone’s role and responsibility throughout the implementation phase
  • Share the plan of action with all involved parties, along with their roles and responsibilities
  • Properly educate all employees (or users of the new system) about any change in business processes that will affect their day-to-day work life.

It’s best if companies have a well-designed plan before starting the project, accounting for minor changes, in order to avoid confusion, frustrations, increased costs, etc. Major software or process changes should all be accounted for during the outline of the plan of action. Inform all employees of the coming changes so they aren’t surprised and can have time to accept these changes.

If you’re a leader of a company, looking to implement a new software system, don’t make these common 5 mistakes. Contact us today for more information.

In today’s business world, the right technology can make a world of difference. IT experts are always pushing to install the best hardware, software, IT services and cloud applications to simplify the lives of business people. This year has been another big year for IT advancements and we couldn’t be more excited about that. We love seeing businesses leverage technology with the right solutions for them, in order to benefit from efficiencies and cost savings.

Here are our most popular and most requested management software solutions and services.

EDI2XML Translation Service

Year after year, we keep seeing an increase in demand for EDI (Electronic Data Interchange) services. Business executives don’t want to hire a full-time in-house EDI specialist anymore to handle their EDI transactions. Nor do they want to hire more customer service reps to manually enter all incoming purchase orders anymore. Many retailers and suppliers are now requiring that any company they do business with must send and receive documents, like Purchase Orders Invoices and Advance Shipping Notices, via EDI.

Companies today are looking not only to implement EDI but to automate this entire process with an outsourced EDI provider. This is why our EDI2XML Translation Service has been one of our most popular services this year. We handle our customers’ EDI requirements from A to Z; we convert their incoming EDI documents into their preferred file format, such as XML (and convert their outgoing XML documents into EDI), as well as handle all new Partner and document setups and manage their continuous communication with their Trading Partners. Our service is affordable, our setup phase is quick and our EDI support team is easily accessible and available; making it the perfect EDI service for any business.

EDI2XML Translation Service

Try it for yourself today!

 

QBR Business Continuity

With ransomware cyberattacks increasing worldwide, it’s not unusual for business executives to come running, asking about our QBR solution. Using the latest technology on the market, this Business Continuity & Disaster Recovery solution is THE best way to protect your data from hardware/software failures, human error, natural disasters, ransomware, computer viruses and more.

No matter the disaster, QBR allows you to recover your data quickly and easily. Businesses can no longer afford to incur downtime that lasts days or weeks, only to later realize that their old, dusty backup tapes haven’t been working for months! With on-site and off-site virtualization, ransomware detection, advanced screenshot verification emails, infinite cloud retention, unlimited agent licensing, instant recovery of entire servers/workstations and more, a company’s data is well protected!

QBR Business Continuity

Learn more about QBR here.

Management Software Solutions – The ErpWizard Suite

We are definitely still seeing a demand for complete Enterprise Resource Planning (ERP) systems in the business world. The demand comes from companies that either don’t currently use IT systems to manage their business operations, but instead still use Microsoft Office tools like Excel and Word, as well as companies looking to update their outdated, complex, expensive ERP software.

The transition to a simple, modern ERP system, like our homegrown system – The ErpWizard Suite, has allowed companies to increase visibility into their operations, improve data quality, reduce manual data entry, improve customer service and increase productivity. At the end of the day, when a company has found the right ERP system and Software Provider for their business, they can automate and streamline their processes and improve business agility and performance. That’s the goal of any ERP system. Unfortunately, not many companies realize these benefits at the end of their software implementation (you’d be surprised how many companies don’t even successfully make it to the end of their implementation!).

Technology in the workplace is meant to make business people’s lives a whole lot easier, which is why executives are realizing the importance of a helpful, available, and accessible support team, a flexible, easy-to-use system, and affordable IT costs.

ERP system qualities

Here are some of the main qualities of an ERP system that business executives are looking for:

  • Flexibility
  • Can easily integrate with other systems
  • Is effortlessly accessible from anywhere, at any time to allow users to stay in touch with business operations, even while on vacation or on a business trip
  • Easy to use, with a simple, modern interface
  • Is continuously updated to accommodate to the ever-changing business environment
  • Is well supported by an available and accessible IT support team
  • Is affordable !!

This year we have been especially excited about our newly improved ErpWizard Suite. Now, with its new modern, sleek interface, end users will actually enjoy using an ERP system. It’s about time companies moved away from those complex, boring looking, out-dated systems and towards simple, visually appealing management applications, that won’t break the bank.

What do you think of ErpWizard’s new look?

WIMS 2.0 – Warehouse Management

 

Warehouse Management is another popular software solution, usually integrated within a company’s ERP system. This system allows for better visibility and control of all warehouse activity, which is an absolute must today. A Warehouse Management system allows businesses to know;

  • What’s been delivered and when

  • Where all items are stored in the warehouse facility

  • Which items to pick and how much to pick for delivery

  • The right items to pack using the right shipping cartons and materials

  • What items to ship and where to ship them

All of this is exceptionally important in order to reduce operating expenditures, increase data accuracy, shorten fulfillment lead times, move inventory faster and increase data accessibility. By using wireless scanners, this inventory data collection system is truly bringing better control and insight into warehouse processes. If a company’s warehouse is in order, customers are better served and happy!

Business Intelligence & AnalyticsBI

A big favourite among our customers is our Business Intelligence offering. Our Business Intelligence experts are integrating Tableau Software’s BI solution into our customer’s management system in order to provide detailed analyses with customized drillable dashboards, using all real-time data. Our customers are now able to identify hidden trends and strategic information, turn raw data into visual graphs and tables, identify new business opportunities, spot areas of weakness and avoid problems. The insights that our customers are getting from this Business Intelligence solution is giving them the ability to stay ahead of competition.

Contact us to see how our Business Intelligence experts can help you!

The Best Management Software Solutions

mobile-app-1We are certain that demand for these management solutions will only increase, as executives are actively looking to transform their businesses using the latest technologies on the market. We predict that mobile business applications will make this list next year, as business owners are looking to supply their on-site teams with access to their management system to input and review real-time data. Modern, visually appealing, easy to use applications don’t just have to be for personal use; companies should be benefiting from these types of applications as well! One thing is for certain; businesses are looking beyond the brand name when it comes to software systems and taking the time to ensure that the Software Provider and offerings are a good fit for their company.

Contact us today to learn more about how we can help YOU.

 

business-IT-relationship

In today’s digital age, where we can effortlessly manage various aspects of our personal lives through user-friendly applications, it begs the question: Why can’t businesses also enjoy the benefits of simple, affordable, and flexible software solutions for their operations? Unfortunately, many companies still find themselves dissatisfied with their IT providers and business software systems. In this article, we will explore the common complaints voiced by business managers and offer insights into how to improve the relationship between businesses and their IT providers.

Common Complaints from Business Managers

Business managers frequently express their dissatisfaction with IT providers and software systems. Here are some common grievances:

  1. Lack of Availability: “My IT provider is never available when I need help or simply have a question.”
  2. Lack of Flexibility: “My system is not flexible.”
  3. High Costs: “I am spending way too much money on this system and not seeing improvements.”
  4. Prolonged Implementation: “My system implementation has cost me hundreds of thousands of dollars and has lasted over 2 years – how is this possible?”
  5. Lack of Innovation: “I do not feel I am getting innovative solutions to tackle our business challenges.”
  6. Absence of Relationship: “I do not have a relationship with my IT provider.”
  7. Headaches for the Team: “Our system has caused my entire team too many headaches.”
  8. Integration Hassles: “Integrating my system with a third-party ecommerce site or another software system is a hassle; my IT provider is not making it easy to give me access to the company’s database for integration purposes.”
  9. Hidden Costs: “Prior to the implementation, I was never told there would be all of these additional costs.”
  10. Employee Discontent: “My employees hate using the system.”
  11. Data Extraction: “We have a full ERP system and yet we still need to extract our data into Excel spreadsheets to analyze our data.”
  12. Slow Issue Resolution: “My software issues aren’t being resolved in a timely fashion.”
  13. Reluctance to Switch: “I am not happy with my system but I’ve already spent too much time and money to switch now.”

Improving the Management System

It’s high time that business owners and managers enjoy using their management systems and build positive relationships with their IT providers. To address these concerns, we at Namtek Consulting Services focus on providing high-quality, flexible, and affordable software solutions with accessible support. Our goal is to help businesses overcome challenges and streamline operations.

Choosing the Right IT Provider

Selecting the right IT provider is crucial. Instead of relying solely on brand names or popular choices, consider the following:

  1. After-Sales Support: “Aside from concentrating on the software system itself, companies should also pay attention to the IT company.”
  2. Point of Contact: “Who will be my main point of contact in the sales department as well as in the software support department?”
  3. Responsiveness: “Am I simply given a form to fill out if I have an issue or can I email or call someone directly and get immediate assistance?”
  4. Timely Support: “Looking into the after-sales support service is extremely important because it is not enough to simply assume that the responsiveness of the support team will be the same as the sales team you dealt with prior to your software purchase.”

Namtek’s Approach to IT Services

Namtek Consulting Services differentiates itself from other IT providers through:

  1. Listening to Customers: “We’ve taken the time to listen to our customers and pay attention to their challenges so that we can be available and responsive to tackle their issues and provide helpful, innovative solutions for them.”
  2. Direct Communication: “Customers can pick up the phone or email a support staff directly when needed. This makes for a better relationship and a happier software user.”
  3. Ongoing Partnership: “We continue to work hand in hand with our customers, even after any software implementation, since we understand that the business world is constantly evolving and technology is continuously advancing, so business and IT must work together to ensure company efficiency.”

Changing the Perception of IT Providers

We aim to change the perception that many business managers have of the IT industry. Our focus is on:

  1. Valuing Partnerships: “We treat our customers like a partner, rather than just another customer.”
  2. Removing the Love/Hate Relationship: “Removing this love/hate relationship between IT and business is the goal.”
  3. Embracing Technology: “Technology in the business world is extremely valuable, and everyone can benefit from implementing innovative, flexible, high-quality software systems that are a good fit for their business.”

Ensuring Satisfaction with Your IT Provider

To ensure satisfaction with your IT provider and their services, consider the following:

  1. Flexible Solutions: “Ensure that the software solutions are flexible, scalable, easy-to-use, and affordable.”
  2. Accessible Support: “Verify that the support team can be reached by phone and/or email, and you have a point of contact.”
  3. Honesty and Transparency: “Make sure the IT team is honest, reliable, and transparent in all of their dealings.”
  4. Valued Partnership: “Expect the IT provider to treat you like a valued partner and take the time to listen to your business and IT needs.”
  5. Continuous Innovation: “Look for an IT provider that continuously offers valuable, innovative solutions to fit with your growing business to ensure continuous efficiency.”

By focusing on these aspects, businesses can build strong relationships with their IT providers, leading to improved operations and greater overall satisfaction.

We know that many of you probably stick with your current IT Provider, even if you aren’t truly satisfied with them and their software solutions. What should you do then when they mention that it’s time to upgrade your existing on-premises ERP system? Should you go ahead with it or should you look into perhaps upgrading to a cloud-based SaaS ERP solution? Read more

This post was updated to reflect current trends and information.

software-user-training

When speaking about a new software implementation, a bank of hours for end-user training is typically brought up in the discussion. More often, IT Software Providers will refer to this service as optional, leaving business executives with the belief that the training is unimportant or not fully necessary for a successful implementation. This false perception associated to user training can later causes issues for the company, such as user resistance, unsuccessful implementation or not fully understanding the system benefits, as originally promised by the IT Software Provider.

Read more

We know signing on to do a major software upgrade at your company is a big deal. We make sure our customers do not treat this process lightly as there are many factors that need to be considered prior to any software implementation  However, nothing should stop you from going through with this improvement, since, after all, it IS an improvement. Read more

Always start off with an IT Consultation prior to implementing a management software solution at your business. It’s important to find out if the IT Provider and their software offerings are a good fit with your company. Here are 6 questions to ask during your consultation.