Implementing an Enterprise Resource Planning (ERP) system is an important step for any building supply or distribution business looking to streamline operations. However, integrating yard staff into ERP workflows can be a challenge if not properly planned. Yard staff are typically hands-on workers, so introducing them to an ERP system requires thoughtful onboarding that connects their daily tasks to the system’s functionality.
Here’s a comprehensive, step-by-step guide to onboard your yard staff into ERP workflows effectively.
- Pre-Onboarding Preparation: Set Up the Essentials
Objective:
Prepare all materials and systems before introducing yard staff to ERP workflows.
Steps:
Ensure System Access: Set up accounts for all yard staff with appropriate access to the ERP system. Ensure they can log in and access the sections relevant to their roles, such as inventory, shipments, and order tracking.
Prepare Hardware and Tools: Make sure that the necessary hardware (such as mobile devices, barcode scanners, or tablets) is ready for use. Ensure these devices are integrated with the ERP system for seamless data input.
Customize the ERP Interface: Depending on the software, customize the ERP system interface to align with the yard staff’s workflows. Simplify the interface where possible to make it user-friendly, with clear access to the most relevant features like inventory checks, picking, or delivery tracking.
Tip: Have IT and operations teams test all systems and devices before the first day to ensure no delays on the onboarding process.
- Day One: Introduce the ERP System and Its Role
Objective:
Provide a basic introduction to the ERP system, its purpose, and its relevance to the yard staff’s day-to-day work.
Steps:
Overview of the ERP System: Start by explaining what the ERP system is and how it fits into the larger company operations. Focus on how the system helps streamline workflows, improve inventory accuracy, and ensure timely deliveries.
Role-Specific Workflow Introduction: Break down how the ERP system impacts the specific duties of yard staff. For example:
How to input and update inventory movements.
How to track orders and shipments.
How to use the ERP for staging materials and managing returns.
Provide Hands-On Demonstrations: Demonstrate key ERP features that will be used daily. Walk them through logging into the system, checking inventory, scanning items, and updating statuses.
Tip: Ensure training is interactive. Ask questions to make sure yard staff feel comfortable with the system right from the start.
- Train on Core ERP Functions
Objective:
Provide role-specific training on the most important ERP workflows that the yard staff will use.
Steps:
Inventory Management: Show how to check stock levels, update inventory, and perform stock counts through the ERP system. Include demonstrations on how to receive new stock, remove damaged goods, or stage items for dispatch.
Order Picking and Processing: Explain how orders are processed in the ERP system, focusing on how yard staff can access orders, allocate materials, and update statuses for picked items. Ensure staff understand how to mark items as “ready for shipment” in the system.
Barcode Scanning and System Integration: Teach staff how to use barcode scanners to update the ERP in real-time. Ensure they know how to scan materials and verify details in the system. This is key for maintaining accurate inventory and minimizing errors.
Reporting and Tracking: Demonstrate how to generate basic reports within the ERP system to track inventory levels, material usage, or any discrepancies. This gives staff the ability to self-monitor and improve workflows.
Tip: Offer hands-on training sessions and encourage practice. Allow staff to complete mock tasks or real-time processes under supervision.
- Safety and Compliance Training Within ERP Workflows
Objective:
Ensure that staff are aware of safety protocols and how to incorporate them into ERP workflows.
Steps:
Safety Protocol Integration: Explain how safety information and guidelines are tracked and reported within the ERP system. Ensure yard staff are aware of how to input safety-related data, such as equipment inspections, accident reports, or compliance checks.
Documentation and Reporting: Ensure that safety-related documentation (such as equipment maintenance logs or incident reports) is properly filed and accessible within the ERP system.
Compliance Tracking: Show staff how the system helps ensure compliance with workplace safety regulations and company-specific protocols.
Tip: Periodically review safety and compliance features with yard staff, particularly during refreshers or team meetings.
- Hands-On Practice and Role-Specific Scenarios
Objective:
Allow staff to practice using the ERP system in real-world scenarios to reinforce learning.
Steps:
Simulate Real Workflows: Provide scenario-based training where employees have to complete tasks such as receiving a new shipment, marking items as picked, or preparing materials for delivery. Encourage them to use the ERP system for each task.
Monitor Progress and Provide Feedback: Supervisors should oversee training sessions to ensure staff is using the system correctly. Offer feedback and additional guidance as necessary.
Adjust Training Based on Challenges: If employees struggle with certain tasks or functionalities, provide extra one-on-one training or additional resources to address specific pain points.
Tip: Use “on-the-job” ERP training to give yard staff a chance to practice in a controlled, supportive environment before they are expected to perform independently.
- Post-Onboarding Follow-Up and Continuous Support
Objective:
Ensure that yard staff feel supported after the initial training and continue to develop their ERP skills.
Steps:
Provide Access to Help Resources: Ensure employees have access to user manuals, video tutorials, or a help desk they can reach out to when they have questions. Make these resources easily accessible on the ERP interface.
Ongoing Check-ins and Refresher Training: Schedule follow-up check-ins to assess how well employees are adapting to the ERP system. Offer refresher training sessions or workshops to address common issues.
Encourage Peer Support: Establish a system where more experienced staff can mentor new employees. Encourage knowledge-sharing and troubleshooting in real time.
Monitor ERP Adoption and Adjust: Use feedback from yard staff to refine the training process or ERP interface. Adjust workflows or training materials if certain features are causing confusion or slowing down productivity.
Tip: Regularly monitor and measure how well the ERP system is being used in day-to-day operations. Look for areas where additional training might be required and continuously improve your onboarding process.
- Celebrate Success and Recognize Achievements
Objective:
Motivate yard staff to fully embrace the ERP system by recognizing their progress and contributions.
Steps:
Celebrate Milestones: Recognize milestones in the ERP training process, such as completing onboarding, achieving high levels of accuracy in inventory tracking, or demonstrating mastery of new system features.
Incentivize Engagement: Consider offering small rewards or recognition for employees who excel in using the ERP system, whether it’s for increased productivity, system accuracy, or time saved.
Foster a Culture of Continuous Learning: Make sure employees understand that mastering the ERP system is a continuous journey. Celebrate their progress and encourage them to keep refining their skills.
Tip: Recognition can be a powerful motivator. Celebrate even small victories to create a positive, engaged work environment.
Final Thoughts
Onboarding yard staff into ERP workflows is crucial to ensuring your building supply or distribution business operates efficiently. A structured, role-specific training program combined with hands-on practice, ongoing support, and clear communication about system benefits will enable your staff to master the ERP system and drive productivity. By integrating ERP training into daily tasks and creating a culture of continuous learning, your yard staff will become more competent, engaged, and productive over time.
