Developing Useful Systems

Using appropriate systems assists efficiency and order and can create calmness and productivity.

The difficulty is getting people to use systems consistently. If the system is sensible, practical and obvious - it is more likely to be used.

We are all familiar with systems that DON'T work! One of my favourites is a sign to designate a "no-go" zone for off-leash dogs in the middle of a huge off-leash area in a public park. There is a small metal plaque set into the ground that indicates this "no-go zone". Do they think that dogs can read and change their play based on a picture?

So the question is: How can I get staff to take my systems seriously?

If people understand why a system exists they are more likely to use it.
Make sure all systems are necessary
Ensure the systems are reasonable for the users
Keep them simple
If the systems are mandatory clarify their purpose to the users
Systems exist to bring efficiencies - not to control people
Are the systems current or "just there from before"?
Are there easier or better ways to guide staff?
Are they relevant?
Do they reflect staffs' actions?

In Summary:
Understanding brings acceptance.
Use the KISS principle (Keep it simple, straightforward)
Clarify the purpose of the system
Review and revise systems NOW!
Systems should be relevant and appropriate

Following these steps will help you develop systems that people will value and use.

How to Get People to Use Your Existing Systems

Many managers complain that their staff do not use their existing systems - compliance is always a problem.


So, how do we get people to use the systems we have in place?

Put simply:
If we want people to use our systems make sure that they are easy to use. The systems should be appropriate for the task and have some degree of flexibility so that people can enjoy using them (at least in some way). The flexibility might be the order in which things are done, or it might be the manner in which people complete the task. Allow people's individual personalities and preferences to come through.

Why do we need flexibility in systems?
There are three very clear reasons why people don't use existing systems.
1. Not everyone is the same;
2. People don’t do the same thing the same way every time; and
3. It is unlikely that the system CAN be used all the time.

You see, poorly designed, irrelevant, overly complicated and/or rigid systems are likely to be difficult to use and will not reflect the needs of the users.

In designing systems that people are likely to use, is the system
1. Necessary - don't burden them with unnecessary stuff
2. Obvious - to the user not just the designer
3. Appropriate - make it easy to use
4. Relevant - it must serve a sensible purpose
5. Flexible - allow them to enjoy using the system
6. Understood - the purpose, use and application of the system
7. Agreed - design it with the user in mind, talk to them

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