Technology keeps today’s offices running, but only when everyone knows how to use it correctly. Whether it’s multifunction printers, communication platforms, or collaboration tools, your tech is only as effective as the people operating it. Without proper training, even the most intuitive tools can become a source of problems. Small mistakes can quickly turn into wasted time, unnecessary service calls, and even security risks.
Here are some practical tips to help you train your team, prevent costly downtime, and get the most out of your office technology.
Why Standard Tech Training Often Fails
Many companies approach tech training with a simple “here’s the tool, now go use it” mentality. They might provide a link to a knowledge base or run a single, hour-long webinar and consider the job done. This approach rarely works.
Think about it. When you are learning something new, do you master it after one quick lesson? Probably not. Effective learning is a process, not a one-time event. Common pitfalls in tech training include:
- Information Overload: Trying to teach every single feature of a complex software in one session is overwhelming. Employees will forget most of it by the next day.
- One-Size-Fits-All Approach: A new hire needs a different level of training than a seasoned employee learning a new software update. A generic plan misses the unique needs of different team members.
- Lack of Hands-On Practice: Watching someone else use a tool is not the same as using it yourself. Without practical application, information doesn’t move from short-term to long-term memory.
- No Follow-Up: Training is often treated as a single event. Without ongoing support and reinforcement, employees quickly revert to old habits or develop inefficient workarounds.
To avoid these issues, you need a more thoughtful and continuous approach to training.
1. Start with the Basics
Before diving into advanced features, make sure everyone understands how your office technology works at a basic level. This includes things like printing securely, scanning to email or cloud storage, setting up virtual meetings, or safely sharing files.
Provide simple, hands-on demonstrations and written guides for new employees during onboarding. The goal is to make sure everyone starts with a solid foundation instead of learning through trial and error.
If you’re introducing new equipment, like a Sharp MFP, consider scheduling a quick team walkthrough. Many frustrations—like paper jams, printing errors, or lost scans—can be avoided with just a little upfront training.
2. Keep It Visual and Interactive
People retain information better when they can see and do, not just listen. Instead of sending out a long instruction manual, host short in-person or virtual training sessions. Use screen sharing, visual step-by-step guides, or video tutorials to walk users through common tasks.
You can also keep things engaging by letting employees “test drive” the tech themselves. For example, have them practice scanning to a shared folder or setting up a Teams meeting. This hands-on learning builds confidence and helps prevent mistakes later.
3. Establish a Central Knowledge Hub
Where do employees go when they have a question? Don’t let the answer be “interrupt a coworker.” Create a single, easy-to-access place for all your training materials. This could be a dedicated channel in your chat app, a folder in your shared drive, or a section on your company intranet.
Organize it intuitively with clear folders and file names. A searchable hub empowers employees to find answers on their own, saving everyone time.
4. Encourage a Culture of Asking for Help
One of the biggest reasons for technology mistakes is hesitation. Employees might be afraid to ask questions because they don’t want to look inexperienced. But when people guess their way through unfamiliar tools, errors (and downtime) are almost guaranteed.
Create a culture where asking questions is encouraged and valued. Let your team know that reaching out for clarification is better than spending an hour trying to fix something that could have been resolved in minutes. A shared chat channel or a simple “Ask IT” form can make it easy for employees to get help quickly without disrupting others.
5. Make Ongoing Training Part of the Routine
Technology is constantly evolving, and so should your team’s skills. Don’t treat training as a one-time event—make it an ongoing process. Offer refresher sessions every few months or when new software or devices are introduced.
You can also track common tech issues or downtime causes and use those insights to guide future training topics. For example, if multiple employees are struggling with scanning to the right folders, it’s a sign that a short refresher could save everyone time in the long run.
6. Use the Right Tools for Support
Even with great training, occasional hiccups are bound to happen. That’s why it pays to partner with a provider that not only offers reliable, local support but also delivers technology designed to make everyday tasks easier. Sharp MFPs, for example, feature user-friendly touchscreens and built-in tutorials that make training simple and frustration-free.
When you partner with AD Solutions, we go a step further by offering free, on-demand training to keep your team confident and capable with every device. If you’re ready to simplify your workflows and get more from your office technology, contact us today for a free consultation.
