When implementing a new ERP system, effective onboarding is crucial to ensure employees understand the system, can use it efficiently, and feel confident in their roles. A well-organized and accessible training library makes this process smoother, faster, and more impactful.
Here’s how to build a training library for ERP onboarding that will help your team navigate the new system, maximize productivity, and minimize downtime.
- Define the Scope and Structure of the Training Library
Objective:
Before creating content, you need to determine what aspects of the ERP system your training library will cover.
Steps:
Identify Core Modules: Break down the ERP system into its primary components (e.g., inventory management, order processing, reporting, payroll, etc.). Each of these should have its own section in the library.
Understand User Roles: Different users (e.g., warehouse staff, HR, finance) will need different levels of training. Tailor content by department or role to prevent information overload.
Outline Topics: For each core module, create a list of specific topics or tasks to cover, such as logging in, processing an order, running a report, or troubleshooting common issues.
Tip: Keep it organized by roles, such as “Warehouse Users” or “Finance Team,” and then within each section, group related tasks and functions together.
- Gather and Create Training Materials
Objective:
Now that you have your framework, it’s time to gather and create the materials needed to guide your employees through ERP onboarding.
Steps:
Identify Existing Resources: If you have any user manuals, tutorials, or vendor-provided documentation, start by organizing these resources into your library.
Create Custom Training Content: Develop internal documentation that’s tailored to your company’s workflows, such as SOPs, role-specific guides, and screenshots of your unique ERP setup.
Record Video Tutorials: Video content is particularly effective for demonstrating workflows. Record screen-share tutorials that walk employees through key tasks and features. Consider creating short, digestible videos (3-5 minutes each) so they can easily reference them.
Develop Interactive Demos and Simulations: Interactive demos allow employees to “learn by doing” without the risk of making errors in the live system. Many ERP vendors offer simulation tools that can be integrated into your training.
Tip: Ensure training materials are accessible and up-to-date. Regularly revise videos and documents as the ERP system evolves or when employees encounter common challenges.
- Organize the Training Library for Easy Navigation
Objective:
A well-organized training library improves user experience and engagement, allowing employees to find the content they need quickly.
Steps:
Create a Centralized Repository: Use an accessible platform such as an internal wiki, SharePoint, or a Learning Management System (LMS) to house the training library. Make sure the platform is easily accessible from both desktop and mobile devices.
Tag and Categorize Content: Group related videos, documents, and guides by department, role, and module. Use tags or searchable keywords like “inventory management,” “order fulfillment,” or “reporting.”
Create a Search Function: Ensure that your training library has a search feature so employees can find specific tasks quickly.
Build a “Getting Started” Section: For new users, start with an introductory section that explains the basics of the ERP system and its most common tasks.
Tip: Organize the content into clear sections based on role and function so employees can quickly access the relevant material. Offer a “Frequently Asked Questions (FAQ)” section to handle common inquiries.
- Implement a Learning Path and Progress Tracking
Objective:
Guide employees through the training with a structured learning path and allow them to track progress, ensuring they complete key milestones.
Steps:
Create a Learning Path: Design a step-by-step onboarding curriculum. For instance, employees might first watch an introduction to the ERP system, followed by a module on logging in and navigating the dashboard, and then advance to more complex tasks like processing orders or managing inventory.
Track Progress: If possible, use your LMS to track completion rates for each employee, so you can monitor who has finished key modules and who may need extra assistance.
Set Milestones and Quizzes: Consider incorporating quizzes at the end of each module to test knowledge retention and understanding. Set milestones for completion that employees can aim for.
Tip: Encourage employees to complete the training in phases, rather than overwhelming them with the entire ERP system at once.
- Provide Access to Ongoing Support and Resources
Objective:
Even after the initial onboarding, employees will need continuous access to resources for troubleshooting and refresher training.
Steps:
Create a “Help” Section: Provide a dedicated help section within the library that includes FAQs, common troubleshooting tips, and contact information for ERP support.
Offer Peer Support: Consider creating a peer support program where experienced ERP users can assist newer employees. This can be informal, such as a Slack channel or designated chat group, for quick questions and assistance.
Update the Library Regularly: As the ERP system is updated or new features are added, make sure the training materials are regularly revised to reflect these changes. Keep an eye on feedback from employees and adjust content as needed.
Offer Refresher Training: For those who might need additional help, set up periodic refresher courses or advanced workshops.
Tip: Provide a feedback loop where employees can submit suggestions or challenges they’ve faced, allowing you to continuously improve the training content.
- Promote Engagement and Gamify the Training Process
Objective:
Make the learning experience engaging to encourage participation and completion of the training program.
Steps:
Gamify Training Modules: Use incentives like badges, certificates, or even small rewards for completing training milestones or achieving high quiz scores.
Encourage Friendly Competition: If appropriate, create a leaderboard showing team progress in completing training modules. Celebrate those who finish training ahead of schedule or achieve high scores.
Include Practical Assessments: Test employees’ ability to use the ERP system in real-world scenarios, rather than just asking for theoretical knowledge. This will increase engagement and help employees better retain what they learn.
Tip: Make training fun and engaging without making it overwhelming or stressful.
Final Thoughts
Building an effective ERP onboarding training library is an ongoing process that requires a clear plan, structured content, and regular updates. With the right approach, you can empower your employees to fully understand and utilize your ERP system—driving productivity, efficiency, and confidence across your team.
Investing in this kind of training infrastructure will pay off, not only in smoother ERP adoption but in employee satisfaction and retention as well.
