There's a big difference between showing someone what to do and helping them understand why they're doing it. On campuses transitioning to new systems, that difference is what separates overwhelmed teams from empowered ones.

The vendor timeline covers milestones and deliverables, but there's a whole layer of work it doesn't account for. It's the work that connects system decisions to campus impact, and when it goes unaddressed, teams feel the consequences long after go live.

When Workday feels harder to use than it should, the culprit usually isn't the software or the staff. It's a navigation design decision made early in implementation and quietly left behind. Here's why that matters and what to do about it.

Here are four zero-cost, fast improvements that make Workday far more intuitive and easier to use.

AI can turn “the expert who knows everything” into documentation everyone can use—without adding hours to their workload. Using a simple Capture-Create-Check method, teams can build accurate, user-friendly job aids in a fraction of the time. And yes, you already have the tools to get started.

Struggling to find the right tasks in Workday? Learn why searching the smallest word — not the full phrase — gives you faster, more accurate results and reduces guesswork across your team.

Go-Live may indicate that the system is operational, but true operational readiness means that all components, including people, processes, and technology, are aligned and functioning together effectively.

Many educational institutions invest in modern cloud systems for HR, Finance, Student management, or CRM with a common belief: “This will automate work away.” The reality? Workloads don’t disappear, they shift.

I have to admit, I'm a fan of checklists. There’s something satisfying about crossing off completed tasks. However, when it comes to implementation projects—especially Workday Student—I’ve learned to shift my mindset. Go-live is not the finish line. It’s a significant milestone, yes, but the adventure is just beginning.

Make sure your documentation/job aids include those other activities that need to be done after a configuration is complete. Read this post to review the critical tasks that follow creating a Program of Study.

Configure your Workday Student to create user-friendly dashboards and processes and your end-users will thank you.

As an institution, your goal isn’t just to get through go-live—it’s to build a team that can run the system with confidence and clarity.

Job aids are certainly essential, but they are not enough for a smooth go-live.

Creating training documentation for Workday presents unique challenges. One big reason is the product’s interface design.

Job-aids are the perfect combination of function and design. And having the right tools make a huge difference and save a ton of time.

This is my journey through the crowded landscape of knowledge base solutions available for higher education institutions.

So, learning is hard. And sometimes job-aids make it even harder.

I believe that your functional users are the best resources for creating content for training guides.