7 Steps to Reduce Software Stress

Software-induced stress, unfortunately, is a common occurrence – possibly more than you realize. (Check out my white paper – The Importance of Software Training.) However, there are ways to keep things under control even when it feels like you have none!

Here is my “technology version” of a great stress reduction technique posted on MayoClinic.com.

1. Identify the cause of your stress. The majority of the time it will be a software issue, either due to lack of employee skill or difficulty with the software interface. However, there are times when the stress is a result of the employee being reluctant to adopting new software that has recently been implemented. Understanding the root of the stress is vital in order to lead to the correct and appropriate solution. It is also important to be specific in order to get help. Just saying, “It is not working,” will only lead to more questions and more time lost. State the problem clearly, “The document formatting changed,” or “I am unable to access the data I need.”

2. Clarify what solution you are looking for. What needs to happen and what needs to stop happening?
You need to see specific information and you need to stop having to hunt for it. Or you need to format a document based on the margins of the letterhead and need to stop having to figure out the spacing manually.

3. Create some options. Time to be creative, and possibly share your problem to invoke additional knowledge to quickly lead to the right solutions. Instead of hunting for information you need a custom report. Instead of manually moving text around the document you need a template. Also, understanding the best practices of each software you use allows for better usage decisions. Maybe the document, because of its layout requirements, would be best created in a layout designer rather than a word processor.

4. Choose one of your options. Process of elimination will bring to the one you think is best.

5. Evaluate your choice. Take a second look at the pros and cons of the option selected. Consider if it will cause any new problems that may just escalate stress. Also consider if your option is a short-term or long term solution. Running a report that is more than you need and then highlighting the information may work for now, but try to communicate a long-term solution to the appropriate person who could either create the custom report, or at least authorize it. Counting the number of spaces to include to get the document to print correctly will get the job done this time, but having to count it every time you need to print on that letterhead will continue to waste your time and eventually gnaw at your nerves.

6. Implement the best option. Move forward with confidence that you gave the problem the thought that it needed, regardless of how much time it took, and go for it. If it does not work, then you still have options to choose from, so you can still maintain a low stress level. And you should never be out of options, because you should always consider using the help function (although sometimes difficult to understand), an Internet search for additional help in plain-English, or calling the software technical support. When it comes to software, there is always an outside source to go to, even if it may cost money.

7. Reflect to find the lesson. When it comes to software there are only a few answers here – additional software training for the employee, customization of the software interface, customization of the software, and improved internal technical support via a centralized knowledge base, an employee designated as the company “help desk”, and a technical support plan from the software vendor.

Give this a try – and in the meantime, let me know what stresses you most about your software!

Ellen DePasquale – The Software Revitalist™