When businesses implement a new product into their systems, the first step is often training all employees on how to use it. However, many employees will leave training sessions having forgotten all information within days or weeks, simply because the training wasn’t delivered successfully. This causes employees to have to relearn how to use the products on their own via trial and error, which can lead to under-utilization.
Having a good understanding of how products work lets you utilize them more efficiently. Chances are, right now, you are using some programs that have more advanced features you don't know about. Here are some examples to make your work life easier:
Office 365 brings many advancements to the Office series that people have grown familiar with. Therefore, it becomes a perfect example for why it is important for employees to understand software more than just know it. Newer features like Microsoft Teams provide better communication tools through Office and it integrates with Skype for Business, allowing phone and instant messaging features for the whole office. Another feature it brings specifically to Word is the Co-Authoring ability. This lets two different users work on a document through OneDrive; you can share and edit the document together and changes are color-coded.
There are a lot of great advancements that have been added to Windows to help increase productivity,but they user needs to know what they are and how to access them. The best part about these features is they are easier to utilize than imagined. Things like Virtual Desktops, or Task View as it's more commonly known as, give you the option to mirror desktops. These desktops run simultaneously and can help with organization of windows. For those with newer laptops that utilize touchscreen technology, there are options to go into Tablet Mode. I can be great if you are more familiar with using a tablet, but very annoying if you just want to use a laptop. There are ways to turn Tablet Mode on and off, making life a little bit easier. Or if all those squares on Windows 10 is a problem, there's a way to customize your system to fit your needs.
Adobe Creative Cloud (CC) is a giant of a program that has so many various facets it is hard to see whether or not they're all being utilized correctly. For Adobe specifically, it's hard to realize if the correct program is being used, let alone the correct tools. Understanding the correct way to use programs starts by knowing which program to use. On the surface, Adobe PhotoShop and Adobe Illustrator can look the same. They are vastly different programs though, with very different tools. They can be used in somewhat of the same manner but making sure they are used properly is the biggest step to starting to understand all programs.
Some Closing Thoughts
The underlying issue has more to do with a comprehension of what the product can do for users. For example, helping them understand shortcuts that can make programs run faster or smoother will help them be more productive. Also, understanding why new products have been introduced and how they can help will make them more likely to use them rather than just implementing it without explanation. Users can lack an idea of how products can be used to their fullest potential, which in turn would help them optimize their work effort.
Many people may ask themselves, for example, 'Why use Adobe Bridge to coordinate my files when my desktop folder works fine?' Well, why type a document when you can write it by hand? The point of these programs, and all technological advancements that have come about over time, is to make tasks easier for the users. The more people understand how to make the best of their products, the more optimized they can become.