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According to a study from Deloitte, around 80% of small businesses don't take full advantage of technology. While midsize and larger organizations — which often have in-house technical resources — tend to adopt solutions at a faster rate, there's plenty of room for improvement in those businesses too. And ease of use plays an enormous role in determining whether businesses can successfully integrate a document management solution (DMS) and other technology.

Choosing user-friendly software for your organization helps ensure increased buy-in and adoption. Tools that don't frustrate your staff — or make them think their job is being made harder — are much easier to implement. Learn more about what makes software meet these criteria below.

What does user-friendliness mean for software?

User-friendly software is exactly what it sounds like: it's a technical solution that is easy for all (or at least most) people to use to get their jobs done.

This doesn't mean the software isn’t complex and feature-rich behind the scenes or that anyone can step up to a computer and operate it correctly. For example, even easy-to-use accounting software may seem daunting to a layperson who has no idea what general ledgers are.

The goal of choosing a software solution that even non-technical people find accessible is to select an option that best meets the needs of your organization and teams while making the individual tasks much easier than they would be without it.

What are the qualities you should seek out?

Obviously, the needs of your teams and business processes dictate, to some degree, what user-friendly means for your organization. But you can start with the list below to evaluate whether a potential document management software or any other solution is right for your company.

1. Easy and simple installation and updates

Ease of use starts before anyone in your organization even uses a software program. If the technology takes hours to install on each user machine or is difficult to integrate into existing processes, that's not what you’re looking for. One of the advantages of using cloud-based rather than on-premises software is that users access information from the cloud and no local installation is needed.

Tech implementations do take work, and you should be prepared to create a project team that develops an overall plan and engages subject matter experts from the departments going digital. As well as to set aside the time to train staff to use the system properly. But weigh how much upfront work goes into the process — and whether future updates will be seamless or require internal IT resources. These are factors that can help you choose between solutions.

2. A clean user interface that’s visually appealing

User-friendly software doesn't give people headaches if they look at it for too long. That means it has a clean interface without unsettling colors and design elements. Almost no one wants to stare at a hot pink screen with a blue font. And while that's an extreme example, it demonstrates the point that all the details matter.

Look for software that:

Has a streamlined user interface that displays individual tasks or one task type at a time. (If a user can pick every option the software offers from one screen, that's too much.)
Lets you declutter with role- and user-based customization
Offers an interface that is visually appealing to a wide range of users

3. Intuitive operation that's familiar to the user, including straightforward navigation

If your staff is used to working in a Windows environment where tasks are based primarily on clicks and drag-and-drop, they're going to falter if you force them to use a system based solely on keystrokes. Choose software that presents an environment that's familiar to your workforce.

Pay attention to navigation too. Most people are used to top-level header menus or hamburger menus. Make sure the menus in the solution you choose are set up in a logical way; someone familiar with your processes but not familiar with the navigation should be able to successfully figure out where to click to get where they need to go with little trial and error.

4. Operation that's efficient

A significant increase in efficiency is a must-have for software to be considered user-friendly. Team members shouldn't have to click 12 times to complete a routine task when software could easily be set up to support a two-click process for that workflow. Some factors that drive efficient operation include:

Opportunity for office automation. Tedious, repetitive and simple tasks can be automated to remove the burden from staff and let them focus on more high-value tasks.
Flexible integration capability. Look for both integration capability that doesn’t depend on internal IT support and the availability of more sophisticated tools like a REST application program interface (API)

What are some examples of user-friendly software?

Microsoft's word-processing software is a great example. Anyone can open it up and start typing a document, and anyone familiar with the concept of word processors can easily create basic formatting and use the integrated spell checker.

Google Docs offers a cloud-based word processor that was developed after Microsoft's. Because so many people were familiar with the Word concept, Google Docs works in much the same way to promote user-friendliness through familiarity.

DocuWare takes the same approach when developing solutions for various industries. We think about what's familiar and easy for the user and expand on that to deliver a robust software solution that is easy to use. The product management team focuses on creating an outstanding, intuitive and satisfying user experience. It consists of product managers, user interface designers and usability managers who each have a role in ensuring that our product is easy to use and can be configured to meet the needs of any organization. We also have a Product Tester program, so customers can give feedback that is incorporated during product development.

How can user-friendly software impact your business?

The advantages you’ll gain include:

Higher adoption rates. Users are more likely to be willing to use new software if it's not hard to learn and work with.
More productivity. Efficient software lets staff get more done in the same amount of time.
Happier staff. Teams that use digital tools to help them get more done and meet their goals tend to have higher morale. They’re also freed up to use their talents, expertise and customer service skills which contributes to job satisfaction.
Ability to keep up with the pace of modern business. Streamlined processes made up of simple, meaningful steps maximize your company’s ability to react to changing economic conditions and stay competitive.

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