Archimedes, a Greek mathematician and inventor who lived way back in BC shouted “Eureka!” when he realized how to estimate the volume of a given mass. Eureka, in simpler terms, means “I have found it.”

On the more contemporary side, education can provide some rather clarifying thoughts which may lead to a similar epiphany. Knowledge is powerful and can intensify an approach. Einstein was known to remark, “a storm broke loose in my mind.” Such a declaration means that something is “clicking.”

Millions of users work with staffing software on a daily basis. It is interesting to wonder: How many of those users are really using the tools that are provided to help them make more money? Is it simply an electronic file cabinet? Software is a cost if it is improperly used but is an investment when utilized to help manage more business.

Software is designed to deliver solutions. Using it from a holistic understanding can create an environment that is productive, creative, and bears fruit. What if your software could help you increase business by 10%? What if your software could help you manage 10% more business comfortably? What if all of this could happen simply if users were well trained to take advantage of the tools that the software offers? Why is it, then, that training is often a low priority for busy companies?

Let’s face it: Nobody really has much free time in today’s hectic business environment. We have meetings, phone calls, and selling to do. Unfortunately, our flurry of activity translates to a lack of planning, reaction rather than proactive initiatives, and simply trying to make it through the day. That affects the bottom-line of every business. It leads to problems that have to be fixed, dissatisfied customers, and loss of revenue. Software can help.

Staffing software is specifically designed to generate revenue and make tasks simpler and easier. A big issue is that software users merely were not trained on how to use the software effectively. It is a myth that people can learn how to use software by sitting down at a keyboard and “playing around with it.” It doesn’t matter how easy the software is to use. There are always “best practice” ways to go about tasks and features that must be learned.

In order to be assured that users are well versed on how to best accomplish tasks with their software, a formal training program can be implemented by companies regardless of the size of the company. The program can be simple and easily managed in three small steps.

1. Train all new users. You can do it yourself by putting together a basic class booklet with exercises related to daily tasks. If you can, appoint someone within the organization that has the responsibility of training all new users. The trainer can even be an admin person that is good with software.

Another option is checking with your vendor to find out what they can provide for new user training. They may have formal classes or webinars available, sometimes at no cost.

2. Provide an on-line or printed handbook of how you want employees to use the software in order to perform job tasks. For example, how to record notes when they speak to a customer or how to handle resumes being sent from the system. Use simple reporting to confirm that the software is being utilized in accordance with the standards you have set. This is great for tracking quotas vs. actual performance.

3. Train existing users on new features. When your software is upgraded with new features, make sure to take advantage of any free training or webinars provided by your vendor.

Periodically, ask your vendor to provide advanced training to your users. There may be a cost associated, but if you enforce what was learned, this will be an investment that will pay for itself many times over with great results. In addition, employees will consider it an extra perk that you are providing to them for self-improvement. It’s a win-win.