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We get it: Making a change to your business can be overwhelming.
As technology improves, retail store owners like you have access to more advanced tools that make daily tasks easier. But while new systems can greatly benefit your business, implementing them calls for training and adaptation, which requires time and effort.
One of these tools is a cloud-based point of sale (POS) system. These platforms simplify customer checkout, help you manage inventory, and offer a variety of other features. Some systems have features designed for specific industries — including music stores.
Maybe you’ve heard about cloud-based POS systems and are considering upgrading, but you’re concerned about learning the system, training employees, and potential interference with sales. Rest assured that with the right training processes, you and your employees can successfully navigate this change while staying profitable.
In this blog, we offer six tips for POS training to help you speed up the process of switching to a new system — with minimal disruption to your business.
Let’s dive in.
6 Tips for Your Music Store’s POS Training
Getting your employees comfortable with a new POS system takes time. Follow these tips to prepare your team before your first day with the new system.
1. Start Training During Slower Seasons
Once you’re ready to upgrade, choose a period when business is slower, so you and your employees can practice before the switch.
Many music stores offer student instrument rentals and experience a surge in business in August and September, at the beginning of the school year. Before this season hits, you likely need to prepare flutes, trombones, snare drums, and other instruments for student rentals.
A month or two before your busy season is a great time to implement a new system, as it can help you better manage sales and rentals with industry-specific features. But if it’s mid-August and you’re already swamped with student instrument rentals, it’s best to postpone your upgrade until after the peak period.
2. Choose a POS Provider Who Offers Training
Before committing to a POS provider, make sure they train you on how the system works. Many providers walk you through the system to help you decide whether to become a customer. Once you commit, they typically offer additional training so you’re confident by your “go-live” date.
Look for a POS provider who offers ongoing support. Even if you and your team feel confident at first, technical issues will inevitably come up, or you may encounter features you don’t yet know how to use.
Make sure your provider has a customer service number to call when you have questions — and that they respond quickly with minimal hold time. If a customer is ready to purchase a violin or commit to a six-month clarinet rental, the last thing you want is a technical issue that prevents the sale. A reliable support team helps resolve these problems promptly, so you don’t miss out on sales.
3. Train Employees Individually
Once your POS provider shows you how to use the system, it’s time to train your employees — new hires should be trained as they come on board. The best approach is to teach each employee individually rather than in a group setting.
Start by giving employees the chance to navigate the system themselves. This allows them to get a feel for it, encounter issues, and ask questions.
As you train team members individually, begin with those who adapt easily to change. Once they’re proficient, they can encourage their peers who may be more hesitant about the new system.
Related Read: Training New Employees: Getting Non-Musicians Up to Speed
4. Focus on Role-Based Training
To make training easy, focus on teaching employees only the functions they need for their specific roles. For those who handle multiple duties around the store, start with the most common tasks. Customer checkout is the core function of a POS system and is likely relevant for most of your employees.
If an employee only performs instrument repairs, you can train them solely on the functions they need. This might include updating the status of a repair, leaving notes about an instrument’s condition, listing replacement parts, and sending customer updates. When a repair technician is expected to manage repairs in the system but not handle sales, concentrate training on these essential functions.
To help an employee practice, try role-playing. For a repair technician, bring in a “damaged” saxophone and describe the problem. The employee can create a work order, log all information, record your contact details, and provide an estimated completion time.
Eventually, you may offer additional training so employees become more proficient with the system and can fill in across roles as needed. But when you have a lot of employees to train in a short period, starting with the most important functions makes the process more manageable.
Related Read: Digital Repair Tickets: Ditch Pen and Paper in Your Music Store
5. Assign Peer-to-Peer Training
If you’re too busy to train all your employees yourself, one solution is to have them train each other. Start with a walkthrough for one or two of your most trusted employees on the basics of the system, and give them time to practice. Once they feel confident, allow them to train the rest of your team.
Delegating training frees you up for other tasks while giving employees valuable experience teaching others.
6. Reinforce Learning With Repetition
The best way to learn a new POS system is consistent practice. Additional role-plays reinforce knowledge and help employees become comfortable with the system. Slow sales periods are ideal opportunities for these training sessions.
During practice, introduce a variety of customer scenarios. Consider having employees perform these tasks:
- Ring up a guitar and take payment.
- Schedule a piano lesson.
- Start a work order for a violin repair.
- Rent out a clarinet to a student.
The more experience employees gain using the system in different situations, the more confident they’ll be when you officially make the change.
Related Read: Teaching Revenue Reality: Are Music Lessons Actually Profitable?
Make POS Training Easier With Music Shop 360
Upgrading to a cloud-based POS system can improve how you run your music store, but educating your staff takes time. To make this easier, choose a POS provider that offers training and unlimited support, so you have help available if issues come up.
Before you begin training, make sure you have enough time and aren’t in an especially busy season. Train staff individually, and let trained employees teach others. Start by showing team members only what they need for their role, and gradually offer more comprehensive training over time. Encourage repeated practice so employees become more confident.
For best results, you need a POS platform designed for your industry, with a dedicated team of onboarding specialists.
Music Shop 360 is an all-in-one POS solution built for music stores. Its simple, intuitive interface makes it easy to learn, and music-specific features for rentals, repairs, and lessons help you provide customers with a great service experience.
Our onboarding team is ready to help you learn the system and train your employees, and if technical difficulties arise, our support staff is available to answer questions and resolve issues.
To see what Music Shop 360 can do for your store, schedule a demo today!
