Monday, October 08, 2012

Why do I need training ?

In recent times there has been a hue and cry that Corporate IT systems still need users to be trained on usage and functionality; the underlying hypothesis is that if one can adapt to all the social media sites, shopping portals and various mobile apps, why do corporate IT solutions require formal training as well as guides for users to struggle through them ? Why cannot the ERP, CRM, SCM, DW/BI and other systems be user-friendly enough for anyone to intuitively start using the application ?

Consultants, experts and companies have mushroomed claiming to help enterprises de-clutter and make friendly even the most complex transactional systems. They come in with variety of tools and review the problem from various angles and dimensions. These UX experts in many cases are able to create improvements with increased usability and thereby deliver the intended results. However these have been limited to websites, portals and in a few cases custom and bespoke applications.

Over the last 20 odd years of the existence of enterprise applications, the change in the user screens has evolved with changing functionality and technology. From green screen to client-server and then onto the browser, the change has been not too significant even when you consider all operating systems and platforms. The top 5 enterprise application screens today have changed only to incorporate different buttons and tabs, and maybe with a drop down or look ahead search; the rest remains the same.

Then how is it that new generation applications have broken this paradigm such that they have been embraced across geographies, age groups, user communities, and consumers and corporates alike. What makes these web and mobile apps so intuitive, easy to the eye and deft of click or touch ? No one ever provides training nor does anyone ask for it. Have the big name vendors no interest in easing the pain of using their apps ? I do not for a moment believe that they are immune to this phenomenon.

So I did my bit of research talking to the vendors attempting to unravel this mystery. Without exception, all of them acknowledged the problem and cited special interest groups, advisory committees and even empanelment of experts to solve the problem. I also got myself invited to a couple to ascertain the steps and direction, and with a desire to help. Using eye ball trackers, cursor followers, semantic parsers, and a horde of techniques beyond my comprehension, they attempted to sweeten the pill.

We all know that the gap continues to exist, the unrest with the user community increasing and the helplessness maintaining status quo. None the wiser after a few years of participation, I parted ways and started challenging my team and developers to create intuitive interfaces to apps. Easier said than done; while I did not like what I saw, with no bright sparks for improvement, the teams soon ran out of ideas and enthusiasm to pursue the nebulous goal. We did create some improvements, but they were nominal.

Only recently I had my Eureka! moment that the twain shall never meet, the usability mountain will remain unconquered for some time to come, and we will continue to struggle with training for every app, big or small, custom or off-the-shelf, that we deploy within or outside of the enterprise. The reason is obvious but not staring you in the face until you think hard about it and then some more. It will not come to you intuitively (at least it did not to me).

With tablets and mobile becoming mainstream compute screens and apps for specific processes connecting to corporate apps, the dependence on the conventional corporate IT solutions will reduce. Does this put off the pressure to simplify the usability of systems from the vendors ? Yes and no; most have taken on the opportunity to create their own apps retaining the customer and the corporate security needs. 

Corporate apps expect structured data inputs for business with defined boundaries and validated masters; they are input heavy and work in secure environments. Whereas consumer “friendly” apps mostly deal with unstructured public domain data which is viewed by many, input by few. The divergent needs keep them independent and their evolution following different paths. The CIO has to manage expectations at all levels and educate the enterprise on what reality will be for a long time to come.


  1. Avinash11:31 AM

    Your point on "Input Heavy" verus "Viewed by many" is right on...

    "Input Heavy" apps has to aligh with business processes whereas "Viewed by many" (facebook, amazon, etc) are very light (few steps). If a business process perspective is used to develop apps by IT the UX tends to be complex. Also IT always looks for the coolest and shiniest objects.

    I like Ellison's theory. If an organization purchases packaged solution (EBS, SAP etc), then they should align their business process to the packaged software instead of customizing the packaged solution. If an organization chooses custom development, then business should still be flexible in simplifying the business process and IT should recommend these simplifications (not necessarily change the overall process)

  2. Consumer applications have far outpaced corporate IT applications in their power, usability and simplicity. It is unfortunate, but there exists little incentive for application vendors to make their IT systems simpler and more intuitive.

  3. Consumer applications have far outpaced corporate IT applications in their power, usability and simplicity. It is unfortunate, but there exists little incentive for application vendors to make their IT systems simpler and more intuitive.

  4. Anonymous5:36 PM

    It is more attributable to higher acceptance levels from users which was the other way round earlier. I defenitely feel lesser user training efforts at present than earlier where it used to spread across repeated sessions but again users made very simple mistakes