Adapting Without Upgrading: How to Maximize Your ERP and Stay Competitive Throughout Economic Turbulence
We just got rid of the bad taste the pandemic left in our mouths when the current economic chaos hit. When uncertainty looms, businesses either react impulsively or pause all significant decisions, waiting to see how things unfold before committing to substantial investments. One of the biggest areas where this cautious approach is evident is in technology—specifically, Enterprise Resource Planning (ERP) systems.
Many companies are holding onto their technology for longer than they originally planned, delaying upgrades or replacements. While this conservative approach makes financial sense in an unpredictable market, it also presents challenges. Businesses need to maximise the value of their existing ERP systems to ensure efficiency, productivity, and business continuity and, of course, remain competitive in spite of all the challenges we are facing right now. This is where the principle of “working with what you have to get where you want” becomes critical.
The Challenge of Underutilised Technology
ERP systems are designed to streamline operations, improve decision-making, and drive efficiency. However, when companies hold onto their systems longer than intended, they often fail to leverage their full capabilities. One of the biggest risks is the loss of internal expertise. Employees leave, processes evolve, and without proper knowledge transfer, businesses end up using only a fraction of what their systems can do.
This leads to inefficiencies, frustration among employees, and missed opportunities for optimisation. Instead of enabling growth, technology that is not fully utilised can become a bottleneck.
Common Mistakes That Lead to Underutilisation
To truly get the most out of an ERP system, businesses must be aware of common pitfalls:
Lack of Continuous Training:
Many companies provide training only during the initial implementation phase, assuming employees will naturally learn the system over time. However, ERP systems are complex and regularly updated, meaning staff can quickly fall behind on new functionalities. Employees may only use the most basic features without ongoing training, missing opportunities to improve workflows and efficiency.
Failure to Update and Optimise Processes:
Businesses often adapt their workflows to fit their ERP system at the time of implementation and fail to revisit them as the business evolves. Over time, this can lead to inefficiencies, as employees create workarounds instead of leveraging the ERP’s full capabilities. Regularly reviewing and optimising processes ensures the system continues to align with business needs.
Limited Knowledge Transfer:
When experienced employees leave, their understanding of the ERP system often leaves with them. Businesses lose valuable institutional knowledge without structured documentation, training programmes, and internal ERP champions. This results in new employees struggling to use the system effectively, leading to declining productivity.
Ignoring Change Management:
Resistance to change is a natural human response, and without proper change management strategies, employees may reject new ERP functionalities in favour of old, inefficient methods. If leadership does not actively support and communicate the benefits of using ERP systems effectively, adoption rates decline, and the system’s potential remains untapped.
Unlocking Full Potential Through Training and Change Management
Regular training and structured change management interventions are essential to overcome these challenges. The misconception that training is a one-time event during system implementation is costly. As businesses evolve, so should the way employees engage with their ERP solutions.
Actionable Steps for Businesses
Instead of seeing older technology as a limitation, companies should view it as an opportunity to refine processes, strengthen teams, and build resilience. Here’s how:
1. Conduct Regular Training Sessions – Schedule frequent training sessions, including refresher courses and advanced workshops, to help employees continuously improve their ERP skills. Consider offering role-based training to ensure employees focus on the features most relevant to their job functions.
2. Document Processes and Best Practices – Develop a centralised knowledge base with step-by-step guides, FAQs, and troubleshooting tips to help employees quickly find answers. Encourage experienced users to contribute their insights to ensure valuable expertise is not lost when employees leave.
3. Work With Change Management Consultants –Partnering with change management consultants ensures businesses receive expert guidance on optimising ERP usage. These professionals help organisations identify gaps, improve user adoption, and implement best practices tailored to their specific needs.
4. Implement Change Management Strategies – Establish a structured change management framework that includes clear communication, leadership buy-in, and user engagement. Provide employees with a platform to share concerns, ask questions, and offer feedback, ensuring they feel involved in the optimisation process.
5. Audit ERP Usage – Conduct periodic audits to assess how employees are using the system and identify underutilised features. These audits can highlight inefficiencies, training gaps, and areas where process improvements can be made, ensuring the ERP system is delivering maximum value.
In a time of economic uncertainty, smart businesses don’t just wait for conditions to improve—they optimise what they already have. With the right approach, any company can maximise the potential of its ERP system, drive efficiency, and position itself for future growth.
If you found this article insightful, you might also enjoy reading Hitting Home Runs: Tracking ERP Success with Key Metrics or Navigating Cross-Cultural Change Management in Global ERP Rollouts.