Tag: training

A Smooth Transition to a New System Begins with Training

Changing to a new system can be exciting. Many people on staff will be happy to say good-bye to the old system and its quirks. Others, however, may not be as quick to embrace change. A smooth transition to a new system begins by helping everyone see the benefits of change and working with them to understand its importance.

Why Do People Resist Change?

Entire books have been written about the human propensity to resist change. Some people just prefer things to be the same, day in and day out. Others love change and seek excitement. These are all quirks of human nature, and it’s almost a certainty that your staff includes people on both extremes of the change-spectrum as well as many people who sit squarely in the middle.

Five Best Practices to Prepare Your Team for Change

There are many best practices from the world of corporate training and adult learning that you can put into place to help your team ease through the transition. We’ve put together five of our favorites, techniques that we’ve seen work time and time again. Try these to help your team embrace change and move forward.

  1. Identify the “Nellie Nay-Sayers”: Nellie Nay-Sayer is the pessimist in the bunch, the one who loves to say “I told you so” when something doesn’t work out. Nellie doesn’t want an idea to fail, but she’s sure it will. To help the Nellie Nay-Sayers in the bunch embrace change, make them part of the change. This way they have a vested interest in the outcome. Invite Nellie to be part of the team to find a solution and to learn about the new system. Include her in the discussions. The more you can make her feel part of the solution, the more you’ll dampen her negative attitude and fuel the positive.
  2. Explain the reasons why: Give your team plenty of information and time to understand the reasons why you’re choosing a new system. Most will already understand the importance, but some do not. Host meetings, lunch and learns, and staff briefings to help people understand and recognize the importance of the new solution. Don’t spring the information on them at the last minute, but ramp up to the introduction of the new software with plenty of information for all.
  3. Ask for input: Be sure to ask for input from multiple groups within your organization. Include members from each department so that everyone has a voice in the decision. Each group brings their own needs and concerns to the table. Including everyone ensures that the new solution you choose will meet the majority of needs in your organization.
  4. Offer plenty of training: Training in a new system is more than a one-time workshop. Train small groups of people in the new system, and provide additional follow-up training and support. Invite participants to bring in work-related projects to use in the training so that the information they apply is both meaningful and useful. The more hands-on training you can provide to adults, the better they learn.
  5. Train an expert: Another way to make the transition easier is to choose one internal expert from each department, someone who will receive advanced training and support. The onsite expert can then be the point person for questions and to help staff use the more advanced features of the system. This helps everyone use the new system to its fullest capacity, and gives people a friendly face from inside the organization to go to with questions.

It may take weeks to ramp up to your new system’s launch, but when it’s in place, and everyone has been training, you’ll find that people make the transition easier when these techniques are used to help them adjust. Change is hard, but with information, participation, awareness and training, it becomes a lot easier.

Beck & Company Training Opportunities

Beck & Company offers certified public accounting as well as business advice, with an emphasis on the world of nonprofit organizations. We understand the nuances and challenges that nonprofits face and can help you with accounting, business advice and more.

We offer many free training opportunities for your nonprofit organization. Join us for this exciting webinar, The New Roadmap for Nonprofit Finance, on August 16 at 2:00 PM ET. Check out the full list of upcoming webinars here.

Contact us today or call 703-834-0776.

Training Your Team for Fund Accounting Systems: Tips for Successful Implementation

It’s go-time, and your staff is excited about the new fund accounting systems you’ve put into place. But wait: before launching the new system, have you made plans for training everyone on how to use the new fund accounting system?

Training, it seems, is often an afterthought when it comes to new software launches. Managers, IT staff, and everyone involved with selecting, implementing and using the new software should be involved in the training. Here’s how you can learn from adult educators on the best ways of engaging users in your new fund accounting system.

#1: Sell the value.

Even before you invite the team to a training meeting, you need to ‘sell’ them the value of the new software. Unlike children, who learn out of curiosity or obedience to authority, adults learn best when they perceive the personal value of anything they are expected to learn.

The staff of your organization must know right from the start why you’ve chosen the new software and why this particular product from among many fund accounting systems. How will it help them with their daily work? Will it solve problems, increase productivity, work smarter or faster than what they’ve used before? It’s only by answering these questions upfront will you grab their attention for further training.

#2: Keep training sessions focused on what users need to know.

Users need to know precise information to help them do their jobs well. They don’t need to know the history of the product, or the bells and whistles that so excited your CEO. They want to know now how to use it to do their jobs better. Focus your training on immediate activities the group can do to use the new software.

#3: Use it or lose it.

Another truism with adult learners is that they must use their newfound knowledge immediately or else it is forgotten. Adults need to use new skills repeatedly in order to keep them fresh. Schedule training sessions with the new fund accounting system where users actually bring in their projects and work so that the training can focus on job-related skills, and users can ask questions while actually using the system for real work.

#4: Customize vendor trainings.

Vendor trainings can be a great asset, but you may need to customize a vendor training session to your organization’s needs. You know your team. They may respond best to written materials, hands-on demonstrations, or simple verbal instructions. Work with your software vendor to tailor training needs to your team.

#5: Schedule follow up.

Many training programs fail because trainers pour information out and then leave without follow-up. Users leave the session invigorated and excited, but stumble using the new system when they return to their workplace. To keep the momentum going after training, schedule follow-up meetings a week or two after the initial training. Invite users to bring questions to the meeting so that you can help them use the system to its fullest.

Ready for New Fund Accounting Systems?

At Beck & Company, we understand the unique needs of the nonprofit sector. Our CPAs and consultants have been assisting nonprofits since 1987 with their accounting and operational needs. If it’s time to implement a new fund accounting system, please contact us for assistance. Call 1-703-834-0776.