Accelerated Learning Technique for Learning a New Process Quickly: A Real-World Example from a Software Upgrade

Background: In 2016, as part of a project for the State of New York, we transitioned employees from a DOS-based Loans and Retirement System (LRS) to a new PeopleSoft platform. Now, for the younger folks reading this and thinking, “What in the world is DOS?”—picture this: the DOS system was like driving a car without a GPS or even a dashboard (well, you might have gotten a speedometer, but not much else). It was all about typing in commands using a keyboard—no fancy screens, no mouse clicks. CTRL+C is a legacy DOS command for example and in those days, you would use your keyboard to generate frustration instead of the mouse. If you wanted to see a retirement balance, you typed out a command, hit “Enter,” and hoped for the best. No pop-up windows, no drop-down menus, and definitely no icons to click. It was like navigating a jungle with just a machete and a map written in hieroglyphics and ... perhaps blindfolded.

On the flip side, PeopleSoft was a whole new ball game. It had a Graphical User Interface (GUI), which means you could click on things. Fancy, right? People had to now click buttons, select from drop-down menus, and check boxes to get the information they needed. No more typing a command like a wizard casting a spell—you had to click your way through the magic.

The transition was challenging, especially for these employees who had spent decades navigating the old DOS system and pretty much had a dictionary of commands stored in their head. The interface looked completely different, and it felt like asking them to switch from their TV clicker to using their phone to change the channel. You could almost hear the collective groan.

But beyond just the software change, there was a personal factor involved—many of these employees were nearing the end of their careers. With only a few years left until retirement, they were not excited about the idea of struggling through a confusing new system over the next two years. Some of them even considered retiring early and losing a larger pension payout. As their consultant, my goal was to help them learn the new system comfortably, quickly and effectively, so they wouldn’t feel the urge to retire early and miss out on the full pension benefits they had earned over decades of service. The last thing I wanted was for them to decide, "You know what? Forget it—I’m retiring early before I have to deal with this mess."

To help them, and show I could teach an old dog new tricks, I applied an Accelerated Learning Technique to make sure they could transition smoothly to the new system without feeling overwhelmed or demoralized.

Here's how I did it:

Step 1: Identify Key Tasks or Features

What I Did: My manager to be honest was initially frustrated by my approach as he felt strongly that they just needed a deep dive into each of the the hundreds of screens that they would encounter over the day. I knew that if we did that, we would potentially melt their brains. Instead, I agrgued that the first step was to focus on what employees were already doing every day in the DOS-based Loans and Retirement System (LRS). The goal was not to overwhelm them with every possible function in PeopleSoft but to identify the most critical, everyday tasks they needed to accomplish. This would align to Adult Learning Theory as well as a key factor in Adult Learning is their need for relevancy to what they are learning. So, I discovered that some of their initial and most common tasks included checking account balances, processing retirement applications, and generating reports.

How This Works in the Accelerated Learning Technique:

• I broke down the software’s tasks into manageable chunks. I didn’t want to teach them how to click on every button in the GUI—just the ones they needed to get their job done.

• I created simple lists of key tasks, like: “How to check loan balances,” “How to approve a retirement request,” and “How to generate reports.”

Why It's Useful: By focusing on the tasks that employees used most frequently, I made sure they felt more confident and less overwhelmed. They could immediately see the value in learning the system because it directly tied into what they were already doing. No one wanted to feel like they were losing valuable time, and this approach helped them feel capable of continuing their work without the panic of "I don't know how to do this" creeping in.

Step 2: Explain the Process as If Teaching a Beginner

What I Did: Let’s be real here: If I had simply stood in front of the group and started clicking through every window and explaining every single GUI item, their eyes would’ve glazed over faster than a donut at a bakery. No one wants to hear about every drop-down menu or check box when they just need to get the job done. Instead, I focused on teaching them how to complete their most common tasks. For example, I’d say, “First, click the ‘Employee Services’ tab. Then, from the drop-down menu, select ‘Loan Information.’ Finally, click ‘Search’ to find the employee’s account details.”

I also created step-by-step visual guides with screenshots. These guides showed the exact buttons to click and the options to select—no mystery, just clarity. They were also very useful during my presentations because the employees could refer to earlier screens on their own in case they got lost which helped reduce their embarassment.

How This Works in the Accelerated Learning Technique:

• I taught the process like I was explaining it to someone who had never seen a computer before. I avoided jargon and kept the language simple.

• I used plenty of visuals—screenshots, flowcharts, and other aids—to help learners follow the steps.

Why It's Useful: This approach kept everyone engaged and ensured that they could immediately apply what they were learning. When you show people exactly what to do, they don’t feel like they’re drowning in information. And since they didn’t want to struggle or feel left behind, this method kept their confidence up—allowing them to stay focused on their careers and not start thinking about packing it in early.

Step 3: Identify Knowledge Gaps or Confusing Steps

What I Did: As I worked with the employees, I noticed some consistent signs of confusion. They were used to typing commands in the old DOS system, so the idea of clicking through a GUI was strange for them. To be honest, I could almost hear them thinking, "Why do I need a mouse to do something I could do faster with a few keystrokes?"

Some employees were confused about how to access certain sections of the system or where to find specific information. It became clear that simply explaining the steps once wouldn’t cut it, so I created additional resources and revisited those tricky areas.

How This Works in the Accelerated Learning Technique:

• I actively observed their reactions and took notes on where they seemed to stumble. If someone had trouble with a task, I made sure to focus on it in more detail.

• I re-explained the tricky parts, simplified the instructions, and provided more visual aids to help clarify any confusion.

Why It's Useful: By identifying and addressing knowledge gaps early, you ensure that no one is left behind. People can learn faster and more effectively if you tackle the areas where they struggle the most. Plus, as these employees were so close to retirement, I wanted them to feel ready and capable in the new system. If they got frustrated, they might have seriously considered calling it quits early—and I wasn’t having any of that!

Step 4: Refine Your Explanation and Test

What I Did: After identifying the tricky spots, I refined my approach. I had employees work with workflows—printouts of software tasks with unfilled screenshots. I handed these out and had them put the steps in order. Then, I encouraged them to teach their partner how to complete the task using the appropriate language and terminology.

This “teachback” method worked wonders. When they had to teach their partner what they had learned, they really solidified their understanding. Plus, they felt more confident when explaining it out loud.

How This Works in the Accelerated Learning Technique:

• I refined my approach based on feedback. Once I noticed the employees had a better grasp on the tasks, I asked them to explain it to someone else.

• The teachback method helped solidify their understanding and allowed them to reinforce their learning by teaching others.

Why It's Useful: The best way to know if someone truly understands something is by having them teach it. This method reinforces learning and builds confidence. Plus, it’s way more engaging than sitting through another lecture on how to click checkboxes. By using teachbacks, I helped these employees gain a sense of control over the new system, which kept their retirement dreams right where they belonged—on track, without any unnecessary early exits.

Why This Accelerated Learning Approach Works

This method of upskilling employees was effective for several reasons:

• Active Engagement: Employees weren’t just sitting there, passively watching someone click through a demo. They were actively involved in the learning process by performing the tasks themselves.

• Simplification: I didn’t waste time going over every single detail of the PeopleSoft interface. I focused only on what they needed to know to do their jobs. There’s no need to teach someone how to bake a cake when they only need to know how to eat a slice.

• Tailored Support: I was quick to address knowledge gaps, ensuring no one got stuck. The teachback method helped employees become confident in their skills by teaching them to their peers.

• Confidence Building: The employees learned to use the new software with confidence because they weren’t just memorizing steps—they were actively practicing and teaching others.

Ultimately, this method allowed the team to transition successfully from a DOS-based Loans and Retirement System (LRS) to PeopleSoft. And while it wasn’t always easy (it never is when you’re making a huge tech leap), we made sure that everyone could move forward confidently, ready to navigate the new system like a pro. After all, we didn’t just teach them how to click a button; we taught them how to rock a new interface, one drop-down menu at a time. No one had to retire early just to avoid the software, and that was the real win.