Most software are normally updated at least once a year and include new features and improvements. The world of software evolves quickly and continuously. Update after update news functionalities are activated and quite often the user has no time to get used with those improvements, and new features and hence cannot really get the benefit of those improvements.
Under which circumstances would you under-utilize your software?
• Employees leaving the company
In each and every organization, the staff is called up, sooner or later, to be replaced. Part of their knowledge is then passed on to the successors. This transfer of knowledge is often imperfect, incomplete or erroneous. This fact applies also to the resource(s) who manage(s) the time, billing and project management software. Hence, quality and accuracy of the passed on knowledge might decrease throughout the years, affecting the proper use of software. It is recommended to write a procedures handbook where the knowledge can be consigned.
• Software not updated
Users often tend to forget to update their software. Most programs offer one or more updates per year. Each update includes improvements and new features. Therefore, the users quite often do not use the software to its full capacity, thus depriving them of valuable and useful features.
• Additional training required
Quite often the users who maintain their software updated, will partially use the new features, and will not ask for additional training. The risk is then high that new features and software improvements will be misused or partially utilized.
• Evolution of the company needs
Each and every business grows throughout time, and therefore company needs and requirements evolve too. Most of the time those needs, such as time management, billing, financial management of the project require a changing features tool. However, the user continues to use the software as he did years ago without using all the benefits that software can provide.
It is therefore recommended, in parallel with regular software upgrades and updates, to validate the following:
Does the staff know well how to use software?
- Are my software updated to the most recent version?
- Do we need to refresh our knowledge of software by means of additional training?
- Does our time, billing and project management software still answer your growing needs?
- Do we have an updated and customized procedures handbook ?
A look at your current situation conducted with your software provider is recommended.