Workplace Software - The Hardest Part Of The Job

You would be surprised at what I've got Microsoft Word to do out of sheer spite

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Technology isn't everyone's favorite thing. It's complicated, it's everywhere, and it constantly wants you to either update it or pay for its beefy premium version. For those in the younger generations (Millennials and Gen Z, what's up!), technology has always been a part of their lives. They had these things built into their school called "Computer Labs" where you learned such novel concepts as "Typing". If you were like me, you never saved your progress properly and spent all of grade 6 typing the same three letter words at Mach 5 speed, switching screens to play games when the teacher walked away.

For the other half of the population, computer skills were learned outside of school as needed. If you were lucky, you had a computer in your home (which was a big deal back in the day). For a long time though, computers were an "at work" thing. They came loaded with the exact programs you needed to do your job, you received specific training on the job, and your experience carried you forward as your career progressed.

Both sides of the generational gap boast their fair share of tech geniuses. They also both have people that would sooner see smart technology thrown into a very deep hole where no one would ever find it. However, what neither side can get away with is that these technologies are now firm fixtures in the workplace. And indeed, workplace software, those programs that you use at work, are often the hardest part of your day to day job.

What pitfalls come with workplace software? What unexpected benefits come with them? And why do these programs act as the bane of any fresh graduate?

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Different start line, different finish line

As I mentioned above, the younger generation(s) grew up with technology in the classroom. From grade school, they are taught basic computer skills and how to function on a computer in general. Couple that with the fact that smartphones are a thing, the exposure to basic computer programs and software is above and beyond any point before it. It's not uncommon to have junior high age teens with more tech literacy than people twice their age. And it's baked into everything.

Writing an essay? Microsoft Word.

High school math? Graphing calculator.

History class? Learn to properly cite your sources.

And depending on what, if any, post secondary degree they pursue, they get even more exposure to different types of software. Industry specific stuff. So come graduation, they are equipped with several years of knowledge on different software and programs. But they are ultimately at the mercy of what they are told to use. This bit will be important later.

Now look to the older generation. They learned the software while they worked. It was messy. It was frantic. But it was relevant software. Everyone got some form of exposure to typing and word documents along the way, but depending on your job, you also got to learn industry specific programs from the ground up. The workplace software was adapted into the day to day of the business after the employees, not before. So yes, they got a later start, but they also arrived at a much better end point.

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Growing pains were worth the gains

This wasn't a smooth process. Things moved slow, and workplaces had to adapt to the new tools. Some naturally picked it up better than others. Even today, you can have a person in their 60s be able to code in Python (or understand what the heck that even is or means), and you have their coworker, also in their 60s, that struggles to open PDFs. It's just not in everyone's skill set. And yet they all came out with the training necessary to function better than before.

As the industries grew around them, these workers could put their training to use. Yes, I have 5 years operating with this software. For many jobs today, that's the expectation going in, but decades ago, that was huge. Having experience with workplace software didn't just crack the door for opportunity, it blew the hinges clean off. And these experts were able to pinpoint what they needed for their business. Enter the new, upgraded, specially tailored programs. Those skilled enough to learn on the fly and pick it up quick saw their personal stock rise fast and rise high.

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The ones we leave behind

But not everyone picked it up quick. Some people just don't learn technology easily, and found themselves outpaced by the workplace software around them. You see it whenever a company turns over to a new modeling software, booking service, or tracking system. The expectation is that you learn fast, and for some that involves having to unlearn half the things they already knew.

The truly unfortunate part is that their personal stock within the company takes a hit as a result. It's not by any fault of their own either. They can be the best at communication via phone, or the best at keeping records, or a master at in-person connection; It falls apart if they can't translate it to the workplace software.

The issue becomes that many end up having to learn technical skills that their industry never really expected of them when they started. For example, take a cashier. Back when they started, you had a cash register and your ability to do math in your head (I'm massively simplifying this by the way). In 2022, that same cashier is expected to do that, but also manage the credit card reader at the till. They may also need to run reports off the register, pull up transaction history, and reboot the whole thing when the system bugs out.

So what happens when people struggle to keep up with this? They are forced to learn as fast as they can or risk getting left behind and losing the position. In many workplaces, the workplace software is the hardest part of the job.

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When too many options is a bad thing

Let's check in with our starry eyed fresh graduates again. Surely the workplace software will be no pitfall for them! They open the postings and make their way to the requirements. What they are unaware of is that all the companies they are applying to have had their pick of the litter for industry specific computer programs. And they want at least a year of experience so they don't have to train you to use it. What are the chances that you trained on the proper modeling software for that company when there are four to choose from? Did you have prior workplace experience using the exact same point of sale system as this place even though there are six options? We'll call this "Dice roll number one".

Alright, no problem. Just have to find a way to tick some of those boxes. So... you have several options... which one do you pick to train in? It's a lot harder to choose than just picking one and running with it because all the workplace software is paid for and bloody expensive. If you're dropping $500 on a computer program, you may as well get formal training with it. Great, how long does that take? You're putting money quite literally on what program you want to learn and hoping that it's still relevant once you get out. We'll call this "Dice roll number two".

And really, it sucks for hiring managers too. They want someone that can come in and be able to learn the business. This means spending as little time as possible learning the software. But when you have candidates who aren't trained on your now highly niche workplace software and having to decide where to essentially throw their money in what can literally amount to a gamble, your software is part of the problem. Yes, it's hard to find people with that exact super specific skill set. The workplace software became the hardest part of the job.

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The genie is out now, so what's the best way to handle it

Workplace software is here to stay, that much is clear. It'd be silly to expect that we all take our fancy databases, programs, and devices and throw them into the dumpster. So how do we go about meeting each other halfway and turning this roadblock into an opportunity?

I'm trying to break in, where do I start?

If you know what you want to be doing in a few years time, look at postings now and see if you can find a common software. School can and will take up a bunch of your time so balance accordingly, but if you see one program popping up everywhere, don't bank on the fact you'll get training on it. Take a little time here or there (summer is usually pretty open) and take a training course, even if it's brief. You can slap that all over your resume to stand out. And if that's not a possibility, try to check every other box on the posting as an untrained worker. Pitch that you learn software quickly and make yourself as attractive as possible.

I'm hiring, so what can I do?

Be open and mindful to the other skillsets that applicants bring to the table. Yes, having knowledge of workplace software is important, but you could be passing on a top tier person just because they need some training on a computer program. Try to avoid asking for knowledge of more one or two software types unless you're posting for a very specific role as it decreases the applicant pool drastically. And try to avoid changing software as much as possible. It requires your staff to retrain, but it also makes it hard for applicants to predict and prepare accordingly.

Ultimately it's everyone's responsibility to make technology run smooth. A little teamwork goes a long way. Workplace software may be the hardest part of the job to master, but it's not the end of the line. It's a skill that can be trained, and by working together, we can make each other's lives just that little bit easier.

~IR

Are you a software genius or would you rather we just let technology die? How did you get trained on what you use in the office? Maybe you just have a comment to add? Check out the Facebook, Twitter, Instagram, or LinkedIn page and let everyone know. Don't forget to follow or like the page for updates! And share this article if you feel others should give it a read!

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