Training Employees on Office Tech: A Simple Way to Boost ROI

Companies invest heavily in office technology—whether it’s new IT infrastructure, upgraded copiers, or cloud-based collaboration tools. But too often, these investments fail to deliver their full value because employees don’t know how to use them effectively.

A lack of training results in wasted time, frustration, and increased support requests. Instead of streamlining workflows, poorly adopted technology can create more bottlenecks—hurting productivity rather than improving it.

The key isn’t just purchasing the right tools—it’s ensuring employees know how to use them to do their jobs more efficiently.

 

In This Article, You Will Learn:

• Why employee training is essential for maximizing the value of office technology
• How poor adoption of new tools leads to lost productivity and frustration
• The role of internal power users and service providers in delivering effective training
• Practical steps to ensure your team has the resources they need to succeed

 

The Cost of Poor Adoption

Without structured training, businesses face several costly problems:

 

1. Wasted Productivity and Increased Support Requests

Employees who struggle with new technology end up:

• Spending extra time figuring out how to complete tasks
• Relying on coworkers for help instead of focusing on their own work
• Submitting unnecessary IT support tickets, pulling IT teams away from higher-priority tasks

Example: If each employee loses just 10 minutes per day struggling with a poorly understood tool, that adds up to more than 40 hours per employee per year—the equivalent of an entire workweek lost.

 

2. Technology Resistance and Underutilization

When employees don’t feel confident using new systems, they often find workarounds or stick to outdated methods. This can lead to:

• Poor user adoption rates
• Increased reliance on old processes (like printing documents instead of using digital workflows)
• Lower return on investment (ROI) for new technology

 

3. Higher Error Rates and Security Risks

A lack of training also creates risks, especially when employees:

• Store files improperly, leading to data loss
• Fail to follow security protocols, increasing exposure to cyber threats
• Misuse technology in ways that cause compliance issues

 

Who Should Provide Training?

The question isn’t who should do the training—it’s ensuring training is available.

Every business must decide whether training will come from an internal power user, the IT department, or an external service provider. The most important thing is that training exists and is tailored to employees’ needs.

 

Internal Power Users

In some cases, a tech-savvy team member can lead training for their department. These individuals:

• Understand how technology integrates into specific workflows
• Can provide ongoing, real-world guidance
• Are accessible for quick questions and informal coaching

 

IT Provider or Service Partner

For more complex tools, training may be best delivered by your IT provider or technology partner. This approach ensures:

• Employees learn best practices from experts
• Training includes troubleshooting tips to reduce support calls
• Users receive instruction on security protocols and compliance

Regardless of who delivers the training, it must be structured, accessible, and designed to empower employees—not just check a box.

 

How to Ensure Effective Training

 

1. Provide Role-Specific Training

Not every employee needs the same level of training. Tailor instruction to specific roles so employees learn only what is relevant to them.

• Basic users: How to log in, navigate, and complete everyday tasks
• Power users: Advanced features, troubleshooting, and workflow optimization
• Managers: Reporting tools, analytics, and approval workflows

 

2. Offer Multiple Training Formats

Different employees learn in different ways. A successful training program should include:

• Live training sessions (onsite or virtual)
• On-demand video tutorials for self-paced learning
• Step-by-step documentation for quick reference

 

3. Reinforce Learning with Ongoing Support

One-time training isn’t enough. Ensure employees have access to:

• Regular refresher courses when software updates or features change
• A dedicated help desk or internal expert for questions
• Quick-reference guides to avoid unnecessary IT tickets

 

4. Communicate Expectations Clearly

Leadership must set clear expectations that training is not optional. Employees should understand:

• Why the new technology matters
• How it benefits them and makes their job easier
• Where to go for support if they need help

 

Why This Matters for Your Business

Technology is only as effective as the people using it. If employees don’t know how to fully leverage the tools at their disposal, your business won’t see the productivity gains or cost savings you expected.

• Less frustration and fewer support requests
• Higher adoption rates for new technology investments
• More efficient workflows and reduced downtime
• Stronger security through proper use of systems

By making training an essential part of your technology strategy, you set employees up for success and ensure your business gets the maximum ROI from its IT investments.

 

Is Your Team Prepared to Use New Technology Effectively?

Whether you’re rolling out a new IT system, upgrading printers, or transitioning to cloud-based tools, training isn’t optional. The difference between struggling with new technology and using it to gain a competitive edge comes down to how well your team is prepared.

If you want to ensure your employees have the support they need to perform their jobs efficiently, let’s talk about how structured training can fit into your technology strategy.