How would you feel if you invested in new office technology—like a Xerox MFP—only to find that your employees weren’t utilizing the new device’s benefits to their fullest extent?
After getting all kinds of excited about the many money and time saving features like digitized paperwork, cloud printing, added security, and an easier to use interface… well, you’d be understandably disappointed, and maybe even a little confused. After all, the new technology was put in place to make your team happier and more efficient, so why wouldn’t they be using it?
As Alexander Hamilton once opined, people are very much creatures of habit. This can be a good thing when it applies to positive traits like work ethic, but sometimes our habits can hold us back, especially when it comes to integrating new technologies into our normal workflow.
Once we get over that initial hurdle of learning the new technology, we’re usually much better off for it. In this post, we’d like to explore a few ways managers can motivate their team to not only start using new office technology, but to get the most out of it.
Focus on the Benefits, Not Just the Features
Young advertising students have this concept repeated to them over and over: talk about the benefits of the product, not the features. Why? Because when you’re selling something—and in a way, you have to “sell” the new office equipment to your team—it works.
Imagine you were buying a new toaster. What’s going to interest you the most? The structural design of the springs? How high quality the stainless steel finish is? Probably not. You want to know how perfectly golden brown the toast is going to be, why it’s going to come out faster than your old model so you can make breakfast quicker, and so on.
In the same way, discuss these benefits with your team. Using a Xerox MFP with cloud printing is going to save them a bunch of time. For example, say a document is on their phone. They no longer need to transfer it to their workstation computer first. Or that by digitizing paperwork they’ll never have to waste an afternoon digging through endless drawers of old hard copy archives.
Choose Brands That Minimize Training Needs
If you choose a well supported brand like Xerox that’s always stood the test of time, the amount of time spent training employees to use new office technology will be substantially minimized.
Furthermore, using cross-platform compatible software and apps—like Xerox ConnectKey—will completely eliminate the need for training on different operating systems. Whether your employees are using Windows, Mac OS, or their favorite flavor of Linux, everything will be the same.
Implement the Technology Before Your Busy Season
Whenever possible, introduce your team to new office technology before your busy season so that they have time to get used to it. When your employees are in “crunch mode,” they’re more likely to fall into their old habits (even though they might not actually be saving time).
Looking for Expert Help With Your Office Equipment?
If it’s time to make some upgrades around the office and you’d like professional assistance, our trained team of experts at Preferred Document Solutions would be more than happy to answer all of your questions. Our goal is to get to know the unique needs of your business so that you can discover the equipment you need for a more efficient, secure, and flexible work environment.
Feel free to stop by our convenient Colorado Springs location for in-person assistance, call us at (719) 634-1134. If you already know what you’re looking for, you can also request a completely free quote here.
