With more employees working remotely than in the past, company owners and managers are looking into solutions to keep the business happenings streamlined, organized, and efficient. Even when staff members are working on-site, robust performance programs can help employees retain their focus and thoroughly understand the responsibilities for the day. When investing in software to enhance employee performance, business owners should know what features to look for.
Organization: The employee performance software system has to be highly organized. One purpose of using such software is to reduce the number of inquiries that managers need to field and to provide pertinent information to team members in a streamlined fashion. Employees should not have to click around to different folders or spaces to find the information needed. Relevant details, such as the tasks for the day, should be highly visible. Related items must be near each other.
Accessibility: The software needs to be accessible to all team members. A program that uses sans serif fonts is sometimes, though not always, easier to read than one with serif fonts. Another element to consider is whether or not alt text is used for images. Business owners must determine if the program is compatible with audio programs that will read the text out loud to employees. Even when the company does not currently employ individuals with accessibility needs, owners need to be sensitive to the fact that changes could occur in the future. New hires may require accessibility features.
Intuitive Design: Consider how much easier it is for employees to navigate a system where resources, folders, links, and other information are located in intuitive, logical places. For example, all of the tools related to communication should be grouped together, and any lists involving tasks for the day should be in the same space. An intuitive design helps to cut down on training time and allows employees to feel more comfortable with the new technology immediately.
System Compatibility: Owners should ensure that the system is compatible with any other programs they use for the business. Also, work to establish a single sign-in system. In other words, employees should not need to log into both the software system and another site for the company. The process should be seamless. Once employees sign in for the day, they must have access to all necessary tools and not need to jump from one website to another.
Web and Device Compatibility: Owners will also have to ask what browser the system works the best with. Informing employees of this information before the system is implemented gives them time to start using a new browser if necessary. Owners should also be aware that some systems may be compatible with only specific types of computers and devices. In those cases, the company may need to allocate some of its budget to equipping employees with the proper devices. Managers should also let workers know if accessing the system on their cell phones or tablets is appropriate.
Secure Process: Owners should choose a system that emphasizes security. This feature is essential for all businesses, particularly for companies that deal with sensitive information. A two-factor authentication system is one to protect both the company’s data and the privacy of the employees. Before implementing the new software, managers should have a discussion with employees about the need to keep their passwords for the system stored in a safe place.
Training and Support: Choosing a system that comes with training and support is also essential. Even with a system that is easy to use, training for employees is helpful so they can familiarize themselves with the tools and features. Access to regular support is crucial in terms of maintaining productivity. Workers don’t want to get bogged down by troubleshooting issues that could be resolved quickly with professional guidance. In fact, the most effective systems will include an icon that employees can click to automatically be connected with assistance.
Timekeeping Tools: Some work-at-home opportunities allow employees to complete tasks at any time of the day or night as long as the work is accomplished by a set deadline. However, many jobs require staff members to be present and working during specific hours of the day. The system can also include timekeeping tools so that employees can log in and out at the start and end of their shifts. They can also clock out when it’s time for lunch or a break. Another helpful feature is a system clock that lets employees know how much time they have left before the break is over.
List of Tasks and Goals: Team members should clearly and easily be able to see their tasks and goals. Managers may choose to present this information in different ways, depending on the company’s needs. One option is to set a list of tasks for the week with indicated deadlines. Another possibility is to list the tasks by day. Ultimately, the strategy to choose depends on how the company operates. The program can also allow employees to see their long-term goals. For example, they may be working on a project that isn’t due for a couple of months. Regular and visible reminders of the project encourage staff members to get started early and to work in stages.
Rosters: Employees should also be able to see people on their rosters with ease, as appropriate. For example, team leaders need to be able to click a button and quickly see the names of all their team members. Colleagues assigned to groups to work on specific projects must have the ability to do the same with group members. This feature can also include professional contact information. Instead of digging around to find someone’s email address, a staff member can simply click on an icon and obtain the information required to send the message.
Internal Communication Mechanisms: Staff members should also be able to communicate with one another through the platform. A program that allows for continuous conversations is innovative, thereby allowing employees to have full discussions through the platform. The system may also provide users with the option of setting an away message. If employees walk away from their desks for a moment to have a bathroom break, they can put up an away message so their coworkers know they will return to their desk soon.
Feedback Mechanism: Employees should also have access to updated feedback on their work. A tool that clearly delineates feedback from other parts of the platform is helpful. Further, employees may also have the ability to request feedback from their team captains. When colleagues work side-by-side in a physical work environment, this type of feedback is often naturally provided. With a virtual platform, there needs to be more effort put into these communications, and the right software system can help.
Professional Development Modules: The system could also include professional development modules. For example, managers could put links to the modules or information on how to access the training systems on the website. This strategy could be used in one of two ways. Employees can be assigned to complete specific modules by deadlines. Another option is for workers to have regular access to modules that can assist them in their daily tasks. In other words, if employees have a question about how to complete a particular project, they can search on the platform to see if any professional development modules are available to help.
Self-Assessment Features: In addition to getting feedback from managers and reviewing training modules to sharpen their skills, employees should also be given self-assessment opportunities. These assessments could be either formal or informal. A mix of both is typically best. Managers might ask employees to complete a self-assessment before their annual reviews. Staff members may also keep a record of brief entries for themselves. They can look back to see if the improvements they hoped to make in their work have come to fruition.
Speedy Site: Many people are familiar with the frustration of encountering a slow connection to the internet when trying to complete their work. These feelings are exacerbated when the software system itself is slow. Owners should select software systems that come with a reputation for being fast and allowing employees to complete their work in a reasonable amount of time. Indeed, regular updates to any system are typically necessary to maximize performance. Still, the tool should not constantly ask staff members to stop their work to perform updates.
Niche Features: While numerous software systems are designed to work for a variety of businesses, some programs may be better suited for companies in a specific niche. Owners can start researching programs specific to their niche. If no valuable results appear, they can then look into programs that are designed to work well in a host of fields.
Using effective software for a business is vital for both employees and customers. When employees can see all of their projects, resources, and other work material in one place, they can increase productivity and provide a better experience for clients.
