9 Training Mistakes That Lead to Poor System Adoption in Inventory-Based Businesses (And How to Fix Them)

So, you’ve decided to invest in a shiny new system for your business. Maybe it’s an inventory management tool, accounting software, or an eCommerce platform to streamline your operations. You’re excited. You’re thinking about all the time it’ll save, how much smoother things will run, and how it’ll make your team’s life easier.

But here’s the thing: no matter how great the system is, if your team isn’t trained properly, it’s not going to deliver the magic you’re hoping for. In fact, poor training is one of the biggest reasons businesses struggle with system adoption. The result? Frustrated employees, wasted time, and a system that’s barely being used the way it should.

Don’t worry, though. You’re not alone in this, and the good news is these mistakes are totally avoidable. Let’s walk through nine common training missteps we see all the time—and how you can sidestep them to make sure your team not only adopts your new system but thrives with it.

1. Training That Feels Too Generic

Imagine sitting in a training session and thinking, “This doesn’t really apply to me.” That’s what happens when training is too generic. If your team can’t see how the system fits into their actual day-to-day work—whether it’s processing returns, reconciling accounts, or managing online orders—they’re going to tune out. And who could blame them?

The Fix: Make training relatable. Use examples and scenarios that mirror what your team does every day. For instance, if your team handles a lot of returns, show them exactly how to process one in the new system. If they’re managing stock levels, walk through how the system tracks inventory. When training feels practical and relevant, your team will feel more confident and engaged.

2. Not Letting People Get Their Hands Dirty

Watching someone demo a system is helpful, sure. But it’s not the same as actually using it yourself. A lot of businesses rush through training without giving their team enough time to practice. And here’s the thing: people learn by doing. Without hands-on experience, they’re going to feel lost when it’s time to use the system for real.

The Fix: Set up a “safe” environment (often called a sandbox or demo) where your team can play around with the system. Let them test workflows, make mistakes, and figure things out without the pressure of messing something up. For example, if you’re rolling out a new accounting tool, have them try creating an invoice or reconciling a payment. The more they practice, the more confident they’ll feel.

3. Forgetting About Post-Go-Live Training

Most of us don’t really “get” something until we’ve tried it out in the real world. That’s why training shouldn’t stop the second your system goes live. Without follow-up training, your team might hit roadblocks, get frustrated, and—let’s be honest—just go back to doing things the old way.

The Fix: Plan for follow-up sessions. After a few days then weeks of using the system, check in with your team. What’s working? What’s confusing? Use these sessions to answer questions, troubleshoot problems, and introduce advanced features once they’ve mastered the basics. Think of training as an ongoing journey, not a one-and-done event.

4. Leaving the Team Out of the Loop

Nothing kills excitement faster than springing a new system on your team without warning. If employees feel like the change is being forced on them, or that their input doesn’t matter, they’re less likely to embrace it. And let’s face it: the people on the ground doing the work often have the best insights about what’s working and what needs fixing.

The Fix: Get your team involved early. Explain why the change is happening and how it’ll benefit them—whether it’s automating repetitive tasks or reducing errors. Even better, ask for their feedback before implementation. What challenges are they facing? What features would help them most? When people feel heard and included in the process, they’re more likely to buy in and engage with the training.

5. Trying to Force Old Ways Into a New System

It’s tempting to use a new system to recreate the way you’ve always done things. But here’s the problem: if you’re just using new tools to do old things, you’re not getting the full value of the system. It’s like buying a fancy car but never taking it out of first gear.

The Fix: Embrace the change. Use the system as an opportunity to rethink and improve the way you work. For example, if your eCommerce platform offers automated shipping label generation, don’t cling to the manual process you’ve always used. Encourage your team to explore new features and workflows that save time and reduce headaches.

6. Forgetting That Teams Need to Work Together

When different teams—like accounting, warehouse, and sales—aren’t on the same page, things can get messy fast. If training is siloed by department, you end up with conflicting workflows and a lot of finger-pointing.

The Fix: Train as a team. Bring everyone together so they can see how their roles connect. For example, if you’re implementing an inventory system, show how warehouse updates impact accounting and vice versa. Collaboration during training helps everyone understand the bigger picture and avoids those “but I thought they were doing it” moments.

7. Skipping Documentation

Training sessions are great, but let’s be real: people forget things. And when someone new joins the team months later, they’re going to need help getting up to speed. Without clear documentation, you’re setting your team up for confusion and inconsistency.

The Fix: Create a simple, step-by-step guide for your system. Think of it as a cheat sheet your team can refer to when they’re stuck. Bonus points if you include screenshots or short videos! A little effort upfront can save a lot of headaches down the road.

8. Overwhelming Everyone With Too Much at Once

Rolling out every feature and integration at the same time can feel like drinking from a firehose. It’s too much, too fast, and your team ends up overwhelmed.

The Fix: Take it slow. Start with the core features your team needs most, like inventory tracking or order management. Once they’ve got the hang of it, introduce additional integrations, like syncing with accounting software or automating eCommerce returns. A phased rollout gives your team time to adjust without feeling overloaded.

9. Treating Tech Support as a Replacement for Training

Tech support is great for fixing bugs, but it’s not a substitute for proper training. If your team is constantly calling support because they don’t know how to do something, it’s a sign that training was rushed—or skipped altogether.

The Fix: Invest in proper training upfront. Whether it’s through your vendor, an implementation partner, or internal resources, make sure your team gets the education they need. And don’t forget to schedule refresher sessions as your team grows or workflows evolve. A well-trained team is a confident team.

Final Thoughts

Switching to a new system is a big deal, and it’s natural to hit a few bumps along the way. But with the right training approach, you can set your team up for