Working Hand in Hand with Machines – How to Create Trust and Acceptance in Software Solutions 

Time for one's own strengths

It's important to clearly define who is affected by the APS system and to what extent. Usage depends not only on roles and responsibilities, but also on the company’s size and degree of vertical integration. In any case, the tool is beneficial for management. Key figures such as on-time delivery, inventory levels, and capacity utilization can be improved with the software. But the APS system is also important for production managers and those operating the machines, because it is the user's responsibility to ensure seamless production. In these optimization processes, the system acts as the right-hand man of the specialist using it. Because production planning software was designed precisely for this purpose, it is capable of planning very quickly, accurately, and flexibly. In addition, the tool also identifies delivery deadlines at risk at an early stage and provides planners with recommended actions to ensure continued on-time delivery. 

If the user's planning is based solely on Excel or ERP data, it is too complex and time-consuming to realistically plan all customer orders in parallel while maintaining a high level of efficiency and delivery reliability. However, if the company uses an APS system, it enables employees to focus more on their strengths – the ability to plan all orders realistically and efficiently in parallel. 

This makes it clear: There will always be a need for an expert who operates the software and understands the company's processes. The primary goal of digitalization is therefore to support humans and machines, allowing both to benefit from each other's strengths. 

Companies can communicate this to their employees in various steps – to minimize or even eliminate users’ concerns and fears: 

• Communication: Companies should inform their employees about the software rollout early on and explain the reasons for it. They can also highlight its benefits and long-term prospects. It's also important to provide other key facts about the APS system in advance to directly answer any questions. If concerns or fears are raised, companies should address them in detail. 
   
• Inclusion: When companies involve employees as early as possible in the decision-making and implementation process, they feel valued and realize that their opinions count. This creates satisfaction and acceptance of the software. 
   
• Training: Offering training is also an essential step. This gives users the opportunity to become fully acquainted with the software and its functionality. Following up, learning materials such as tutorials or user manuals should also be made available. 
   
• Role models: Getting managers and other key people in the company on board as early as possible is crucial. If these people actively use the software, this will lead to greater acceptance and a willingness to adapt within the workforce.
• Questions: If employees have any questions - e.g. regarding the benefits, complexity or possibilities of the system - it is important to answer them, as this will ensure that they feel taken seriously and are kept up to date. 
   
• Technical support: Should technical issues arise during use, it is essential that companies provide the necessary assistance. In this case, it is advisable to utilize the support provided by the software provider. 
   
• Pilot phase: A pilot phase prior to the actual implementation is helpful for identifying and resolving potential problems. The experiences gained during this period can serve as a guide for the future. 
   
• Step by step: Furthermore, the implementation process should be carried out in small steps. This gives each user time to deal with everything in detail. Should any problems arise, it's easier to support colleagues at that point. 
   
• Feedback: Another important process is to regularly collect feedback to find out how users are using the software, what challenges they are facing, and what suggestions for improvement they have. 
   
• Share positive experiences: If companies have had positive experiences with the software, they should communicate this. This can help reduce employee skepticism. 
   
• Set incentives: Rewards encourage us to achieve our best performance. Incentives for using the software can make a big difference, especially during the tool's implementation phase. 
   
• Handle errors constructively: It's inevitable that users will make mistakes, especially in the beginning. Handling them in a friendly manner is a very effective way to build acceptance for the software. It also helps employees to deal with errors openly and communicate them.
• Be patient: Change takes time. It's unrealistic to assume that all employees will be enthusiastic from the start. The time needed to get used to the APS system and recognize its benefits is essential for users and for the success of the implementation.

Conclusion

If companies want to implement a production planning software, it is very important to get all affected employees on board. To do this, potential concerns and fears must be identified and then minimized or eliminated as quickly as possible. If you follow the tips above, this should work smoothly.

Have you already convinced your employees about a production planning software? Learn more about our tool FELIOS here and feel free to contact us with any questions.