Overcoming Resistance to Digital Work Instructions

Changing your workforce’s operating methods is no easy task, especially for experienced shop floor workers!

Giving up on the old procedures and adopting software, like Visual Knowledge Share, for digital transformation can be challenging.

Nevertheless, we can still accomplish a successful transition swiftly and effectively with the right guidance and strategy.

Implementing Digital Work Instructions successfully is certain if you follow these 8 suggestions:

1. Introduce the Software Gradually

It’s best to implement changes slowly, allowing teams to adapt at a comfortable pace. It’s simpler to break the implementation down into phases and to gradually apply the software department by department. The success of this project depends not only on those using the software but also on those leading the initiative.

Project Owners must be established as part of your project tactics. When problems or questions come up, they are the person to contact. They are also responsible for overseeing and ensuring the project gets finished properly.

Some senior operators can have less experience with digital technology than others, and have differing opinions of using software whether it is overwhelming or they are resistant to change.

However, hiring the younger generation is beneficial as they can teach the senior operators how to use the software. VKS’ tablet-friendly and browser-based interface can attract younger workers who are already comfortable with digital tools. This is why going digital is so valuable, especially for companies looking to bring Gen Z talent into manufacturing.

2. Deliver High-Quality Training

VKS offers users comprehensive training to ensure they can use the software productively and then transfer their knowledge to others. In order to establish a culture of knowledge sharing and continuous best practices, this program seeks to allow users to become adept with VKS and serve as trainers for other users.

To make sure that employees have the necessary resources and knowledge before starting their inspections, Republic Manufacturing uses VKS to provide the right tools and methods to their whole organization and to ensure sustainability and consistency, which has a significant positive impact on training.

Another way to deliver high-quality training is by seeking the input of operators in tours of the system.

Imagine this: You've invested months designing a brand-new software or application. It's almost set up for release.

The only issue? It hasn't been used by anyone yet. Tours are an engaging method of introducing users to the product. They can also be used to instruct users on new functions. Since not every user has the same level of proficiency in technology, tours of the product can be helpful in improving onboarding.

Restructuring the workflow to incorporate the new steps could be essential. We can make sure that shop floor workers who are discovering how to use the new technology have enough assistance accessible.

This can involve offering easily available learning materials, holding training events, and a dedicated technical support staff. Operators can more easily adapt to new tools and feel empowered to do so when the learning curve is supported.

3. Prioritize Effective Communication

Effective communication is essential for both the company culture and for a successful digital transformation.

Overcoming resistance requires making sure that communication is straightforward and consistent.

Employee acceptance of change increases if the benefits of digital culture and its possible influence on the company are clearly laid out.

But don’t worry!

Not all individuals require immediate access to all of the information, nor do they require the level of detail that directors need. Setting out the goal and what it entails for each team will calm any worries and guarantee that they are on board with deploying digital work instructions. This can be achieved with a clear plan and frequent updates.

A good idea would be to have designated representatives for digital transformation to spread expertise within the company. These representatives serve as points of contact for inquiries and regular demonstrations of the software.

A strategy that includes frequent communication should alleviate shop floor workers' concerns who are resistant to change while guaranteeing access to support for the new technology.

With the help of VKS, communication is accomplished easily through notifications, alerts, and automated messages.

Numerous industry workers possess years of valuable experience that is often inadequately shared with the whole manufacturing team. However, with VKS, it’s easier for enterprises to share their knowledge.

Our main goal at VKS is to help employees interact with their manufacturing environment by providing them with interactive work instructions that integrate with their tools and systems.

4. Emphasize achievements

By highlighting your team's victories, you can build enthusiasm, measure success, and reaffirm the benefits of switching from paper to digital work instructions. Recognizing successes can motivate your employees, strengthen the team mindset, and inspire them to aim for greater accomplishments in the years to come with VKS implemented.

Don't undervalue the impact that new technology can have on the workplace.

Some might see it as a burden, especially senior operators. This can be lessened by making time to celebrate both major and minor accomplishments.

Use the software to recognize completed jobs and departmental achievements that will motivate your team.

How Leaders Can Emphasize the Achievements of their Teams

For example, CMP's mission of inspiring and encouraging their workers to keep aiming for excellence was significantly assisted by the comprehensive evaluations that they were able to provide to their employees using custom-built KPIs.

To guarantee that every process and department is reflected in the data, CMP tracks how many audits are each week, where they were conducted, and who conducted them.

Leaders and managers went over the data each week and created tactics for growth that would be adopted. The workforce was once more given access to weekly results and improvement plans, which motivated operators to search for continued growth that could help users and improve business operations.

Take Control of Your Training Strategy

The magic happens on the Training page. An interactive list containing information on who is trained, who is an expert, when they were trained, and who trained them is now available when you search for a guidebook. Expert Mode Access and Trained Mode Access are the two toggle switches that run this capability.

• Trained: Workforce training is more efficient than ever, regardless of whether it is conducted in an educational setting or on the manufacturing floor. Once an operator completes process training, they gain access to the guidebook, ensuring they are prepared to take on task orders with confidence.

• Expert Mode Access: In Expert Mode, trained operators can refer to the guidebook. This feature enables them to skip over phases that describe the process for less experienced shop floor workers, allowing them to concentrate instead on important steps in a process. This mode also helps identify qualified operators who can train others, strengthening workforce development.

Assigning the appropriate work orders to the right workers is also made simple with an easy-to-read list that describes worker qualifications. There is no need to look further for the information because it is all on one screen. To find out which of your operators is qualified to carry out that task, you just need to look up the appropriate guidebook.

This interactive list also highlights those who need training in a certain area, which has its own unique advantage. You can figure out whether there is a shortage of skilled operators for every procedure by using the interactive list. With this knowledge, you can begin a successful cross-training program that equips your employees with the skills they need to perform their tasks.

5. Maintain Regular Assessments

Long-term operators' engagement depends on routinely assessing their tasks and resolving any problems. The task's current performance should be the focus of regular reviews. Your project scope's goals and objectives must be aligned with the Key Performance Indicators (KPIs) you develop.

Asking shop floor workers for regular input on the technology and your standardized processes is essential for workers to thrive. Regular reviews can be scheduled and carried out as part of your project strategy. Participating in reviews is easy for every team member. The evaluations are crucial for remaining on track and making it simple and that everyone knows what to do and that everything is completed on time.

It is important to ask any questions or concerns that operators are having and provide answers. Retaining positive momentum is one of the primary objectives and review meetings can help tremendously. Problems are inevitable, and to resolve them and get back on track, off-line meetings with the affected members must be organized. Extended discussions during a review meeting simply serve to squander the time of other team members and negate the progress.

Additionally, leveraging the knowledge and expertise of your senior operators will help them feel useful and part of the change, rather than simply being affected by it. Older employees are knowledgeable and experienced in their own way. Senior operators bring an abundance of expertise, innovative thinking, and knowledge.

Senior operators may be seen as inefficient or more resistant to change since they weren't brought up with technology. Companies that consider the team and mix employees with various levels of digital proficiency record greater achievement than those that expect all employees to embrace new technology and assist them rather than letting them fall back.

Senior operators are choosing to remain employed past the typical retirement age is a notable phenomenon that has evolved in the workforce in recent years. For companies, this change offers both potential and concerns. To guarantee a strong and evolving labour force, it is fundamental to recognise and adhere to this development to maximize on the skills and knowledge of senior operators.

Even if the workforce as a whole may be decreasing, the number of older persons who remain actively involved in their employment is rising.

Here are a few benefits that senior workers present:

• Wisdom and skills: Senior staff usually have deep expertise in their field and are able to share views and insights that younger workers might not be able to.
• Work ethic and dependability: Throughout their careers, many senior workers have built up solid work ethics and dependability, which are qualities that are extremely important in any organisation.
• Leadership and mentoring: Senior employees can act as leaders and mentors, facilitating in the growth and direction of more junior operators.
• Stability: Groups with older employees tend to be more stable, which lowers turnover rates as well as additional expenses.
• Technological fluency: Many senior workers are effective with technology, despite popular belief. "The pandemic provoked a spike in digital skills acquisition among older adults who, like all of us, were forced into a Zoom world," corresponding to the Harvard Business Review.

6. Enhance Visibility & Efficiency with Work Order & Operation Reports

There are a few features from VKS 6.9 that might help operators overcome resistance. For example, the Work Order and Operations Reports with the Production Reports Search Page could make it easier for operators to find and access information quickly, which makes the software feel more intuitive.

Three key VKS pages have been revamped and given significant visual enhancements in VKS v6.9.

• Productions Report: Enhanced Search Page & Export Options
• Work Order Reports: Work Order Status Cards
• Operation Reports: Insights Dashboard

1: Production Reports Search

VKS 6.9 significantly upgrades the Production Reports search page, enhancing data monitoring and export. Users now benefit from both compact and advanced search options, allowing for quick, customized searches. A key new feature is the ability to bookmark search criteria via URL, accelerating access to frequently needed reports.

Users can also instantly export full reports, enabling efficient generation of detailed eDHRs and quality assurance documentation. These enhancements aim to simplify data management and ease the transition for operators.

2: Work Order Status Cards

The Work Order Report page is now better than ever, thanks to our new Work Order (WO) Status cards. This feature breaks down work orders into individual operations, making it easy to track product movement.

These cards give you real-time status updates: Completed, Planned, In-Progress, and Live. You'll also see rejected units, along with available and expected quantities, providing key insights into performance.

3: Insights Dashboard

The Operations Report page has a new look and an Insights Section providing valuable, real-time data for individual operations.

This section features three key visualizations:

• Completed Quantity: Shows units completed and percentage of work done, plus Available, Expected, Scrap, and Rework quantities for a full performance picture.

• Efficiency: A dial displaying efficiency (expected work time divided by actual), helping managers quickly spot production delays.

• Remaining Time: Predicts completion time based on current efficiency and expected cycle time, allowing leaders to assess if adjustments are needed to stay on schedule.

7. Apply the Anti-Skip Option for Torque Tools

The Anti-Skip Option for torque tools could resonate with operators who value quality and precision. Companies have more control over how integrated smart tools operate with their work instruction guidebooks by selecting whether to permit or prevent their operators from skipping tool annotation steps.

This is how it works:

• When activated: To continue with the guidebook, users must complete the ToolConnect step via a smart tool.
• When deactivated: With a smart tool, users can proceed past ToolConnect steps without finishing them. In this case, supervisors are informed and the incident is recorded in a report.

This feature gives all operators, and especially those who might be more resistant to change, increased control over their tool-related processes and ensures that no torque tool step is ignored, offering another level of error-proofing to the ToolConnect service.

8. Use Underline Text Annotations

The Underline Text Annotations feature makes it easier to highlight critical information, making it easier for operators to adapt to this new technology especially those who might be hesitant to the digital change.

This underline feature supports organizations in highlighting particular annotations and adjusting font sizes and color pallets for all annotations. These features make it easier for employees resistant to change to distinguish and identify important steps in the process.

The visual capabilities of our work instruction platform continue to be enhanced at VKS, allowing users to continuously improve their authoring capabilities. We've carried on with that objective in VKS 6.9 by letting operators highlight their annotations.

Boosting Efficiency and Quality with Digital Work Instructions

Our work instruction software helps operators gather vital information, enabling them to strategically increase productivity, quality, and consistency. While plenty of organizations have already made investment in technological developments, some have not yet started the process. In the long run, digital work instructions create a significant positive effect on both operator efficiency and training.