ERP User Adaptation, Ownership and Defensiveness: Signs of a Well- Deployed System
User adaptation is a key characteristics of a well-deployed Enterprise Resource Planning
System. When users learn the system, and rely on it for day-to-day operations, the system is
well deployed. Users become “defensive”—not in the negative sense, but by active validation
of information integrity, correctness of transactions and accuracy of reports. This is sometimes
called “one source of the truth”.
Here’s why user defensiveness is a sign of a successful ERP deployment and what it means for
your business.
Users Understand the Importance of System Accuracy
A properly deployed ERP system centralizes all essential business data—from inventory levels
to customer information to financial reports. Users understand that the accuracy of this data is
pivotal to the success of the business. Every entry, every report generated, impacts not only
their job performance but the business as a whole.
Employees who rely on the system are the ones who recognize its importance most deeply.
They understand that incorrect entries, mistakes, or shortcuts can throw entire processes off
course—leading to misinformation, financial loss, or even compliance risks. This realization
fosters a sense of responsibility among users to ensure that the data is accurate and consistent
with standard operating procedures (SOPs).
The Role of Defensiveness in System Success
Once users buy into the ERP system, a form of defensiveness often emerges: Users who are
invested in the system become protective of its accuracy and reliability. They speak up when
something seems off or when other users deviate from the SOPs.
For example, if a temporary employee or another team member takes a shortcut—whether by
entering incorrect data, bypassing key approval processes, or failing to follow prescribed
workflows—those who are fully adapted to the system will step in. They will highlight these
issues and ensure that the problem is addressed.
This defensiveness helps keep the system clean and operational, as users essentially become
self-regulating checks on the overall process.
The Impact on Your Business
Having a team that not only uses the ERP system but also defends it ensures long-term
success. When employees recognize that the accuracy of the ERP system reflects on their job
performance, the business benefits from:
1. Fewer Errors: Errors and inconsistencies are identified and corrected early, preventing
costly problems down the line.
2. Improved Processes: Employees will help uphold best practices, keeping workflows
streamlined and efficient.
3. A Culture of Accountability: Users feel empowered to speak up when something goes
wrong, fostering a sense of ownership and responsibility across departments.
4. One Source of the Truth: Accurate Financial Performance Measures will help reward
businesses in good times and flag improvement areas for management attention.
This level of engagement leads to improved data integrity, smoother operations, and a more
robust foundation for future growth.
The Importance of Training and Communication
For defensiveness to thrive, users must first understand how the ERP system works and why
it’s essential. Proper training is key to ensuring users are fully adapted to the system and
confident in its use. Communication channels should also be open, allowing employees to voice
concerns when they encounter issues or when others deviate from established processes.
By investing in comprehensive training and encouraging a culture in which speaking up is
valued, you create an environment where your ERP system thrives and your business can
operate at its peak. Use your Value Added Reseller (VAR) for this purpose. The VAR is the
product expert.
Conclusion
User adaptation and defensiveness are signs that your ERP system is successfully embedded
in your business operations. Employees who speak up when something runs counter to SOPs
or when mistakes are made are not only protecting the accuracy of the system—they are also
safeguarding the success of your business.
An ERP system is only as effective as the people using it, and when your team fully commits to
maintaining its integrity, you have a powerful tool driving your business forward.