How do you train and educate stakeholders on the new system features and functionalities?

System deployment is the process of delivering a new or updated software system to the end users or customers. It involves various activities such as planning, testing, installing, configuring, and verifying the system functionality and performance. However, system deployment is not complete without training and educating the stakeholders on the new system features and functionalities. Stakeholders are the people who have an interest or influence on the system, such as managers, employees, customers, partners, or suppliers. They need to understand how the system works, how it benefits them, and how to use it effectively and efficiently. In this article, we will discuss how to train and educate stakeholders on the new system features and functionalities.

1 Identify the learning objectives

The first step in training and educating stakeholders is to identify the learning objectives for each stakeholder group. Learning objectives are the specific skills or knowledge that the stakeholders need to acquire or improve after the training. They should be SMART: specific, measurable, achievable, relevant, and time-bound. For example, a learning objective for a customer service representative could be: "By the end of the training, you will be able to use the new chatbot feature to handle customer inquiries faster and more accurately." Learning objectives help to define the scope, content, and evaluation of the training.

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Bhargav Shukla

Empowering Strategic Global Enterprise Customers with Impactful Business Outcomes
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Desired outcome of learning play critical role in deciding which type of training work best for given scenario. Aptitude of learners, eagerness to adapt, willingness to change varies by age group, tenure and maturity differences. Selecting appropriate method of training plays important role in determining success.

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2 Choose the training methods

The next step is to choose the training methods that best suit the learning objectives, the stakeholder group, and the system features and functionalities. Training methods are the ways of delivering the training content, such as lectures, demonstrations, simulations, videos, manuals, quizzes, or games. Different training methods have different advantages and disadvantages in terms of cost, time, engagement, retention, and feedback. For example, a lecture may be a cost-effective and time-efficient way of introducing the system overview, but it may not be very engaging or interactive for the learners. A simulation may be a more engaging and interactive way of practicing the system functions, but it may require more resources and preparation. Therefore, it is important to choose the training methods that match the learning objectives and the stakeholder needs.

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Bhargav Shukla

Empowering Strategic Global Enterprise Customers with Impactful Business Outcomes
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Death by PowerPoint or a Hackathon? What works best depends on the audience as well as what they need to be trained on. Assess practical training that allows you to convey key details effectively and learners can walk away armed with knowledge they can apply.

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3 Design the training content

The third step is to design the training content based on the learning objectives and the training methods. The training content is the information and materials that the learners will receive and use during the training, such as slides, scripts, scenarios, exercises, questions, or feedback. The training content should be clear, concise, relevant, and consistent with the system features and functionalities. It should also be aligned with the learning objectives and the training methods. For example, if the learning objective is to use the new chatbot feature, the training content should include a demonstration of how the chatbot works, a scenario of a typical customer inquiry, an exercise of using the chatbot to respond to the inquiry, and a feedback of the performance.

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4 Deliver the training

The fourth step is to deliver the training to the stakeholders according to the training plan. The training plan is a document that specifies the details of the training, such as the schedule, the location, the participants, the instructors, the equipment, and the budget. The training plan should be communicated and agreed upon by all the stakeholders involved in the training. The training delivery should follow the training plan and the training content. The instructors should be knowledgeable, skilled, and prepared to deliver the training. They should also be able to engage, motivate, and support the learners. The learners should be attentive, active, and cooperative during the training. They should also be able to ask questions, provide feedback, and apply what they learned.

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5 Evaluate the training

The fifth step is to evaluate the training to measure its effectiveness and impact. The evaluation should be based on the learning objectives and the training methods. It should also involve both the instructors and the learners. The evaluation can use various tools and techniques, such as surveys, tests, interviews, observations, or analytics. The evaluation should collect both quantitative and qualitative data, such as scores, ratings, comments, or behaviors. The evaluation should also analyze and report the data, such as the strengths, weaknesses, opportunities, or challenges of the training. The evaluation should also provide recommendations for improvement or follow-up actions.

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6 Support the stakeholders

The sixth step is to support the stakeholders after the training to ensure their continuous learning and adoption of the system. The support can include various activities, such as providing online or offline resources, offering coaching or mentoring, creating communities of practice, or soliciting feedback or suggestions. The support should be timely, accessible, and responsive to the stakeholder needs and issues. The support should also monitor and track the stakeholder progress and performance. The support should also celebrate and reward the stakeholder achievements and contributions.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you train and educate stakeholders on the new system features and functionalities?

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1 Identify the learning objectives

2 Choose the training methods

3 Design the training content

4 Deliver the training

5 Evaluate the training

6 Support the stakeholders

7 Here’s what else to consider

System Deployment

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