Sometimes, the problem with an ERP system isn’t the software—it’s how it’s been set up compared to how people actually work. You can have a great platform in place and still run into roadblocks that slow everything down. That usually happens when the ERP software setup doesn't reflect the way teams really move through their tasks.
By late September, planning tends to shift gears. There’s a bit more urgency to get unfinished items sorted before the year-end work hits all at once. It’s a good window to step back and take a clearer look at how things are functioning across departments. Gaps between software and real-life workflow tend to become more obvious around this time. When people are busy, they stop trying to fight the system and start working around it. If that starts happening regularly, it’s worth paying attention.
What a Workflow Mismatch Looks Like
There are a few common signs that an ERP isn’t lining up with daily work.
- Employees skip system steps or use email or chat to pass updates instead of going through the platform.
- Teams rely on messy workarounds like copy-pasting between systems, or they double-enter data just to fit the software rules.
- New roles or responsibilities have been added, but they don’t match the current permissions or structure inside the ERP.
These problems don’t always throw up major errors, but they can drag time and morale down over weeks and months. When a task that should take two minutes ends up taking ten because the system wasn’t built that way, the friction adds up. Systems are meant to support the work, not layer extra hurdles on top of it.
Why Mismatches Happen During ERP Software Setup
There are a few reasons mismatches show up, even when the original plan seemed solid.
In many cases, systems get designed by people who aren’t the ones using them every day. They build based on how things are supposed to work on paper. But when you watch how people do the job in real life, the needs are often different. Details get lost between meetings and technical documents.
Another factor is time. During ERP software setup, there’s often pressure to go live fast. To stay on schedule, many companies build just the basics to get things moving. They say they’ll adjust after launch when things calm down, but often that adjustment doesn’t happen.
Then, there’s change over time. Businesses grow. Teams shift. What made sense a year ago might be falling apart now. If the ERP hasn’t moved along with the people using it, you're going to see more problems.
Signs It’s Time to Revisit How Your ERP Is Aligned
Not every mismatch stands out right away, but there are warning signs that point to trouble.
- Staff rely too much on spreadsheets to manage something the ERP was supposed to handle.
- Menus, roles, or permissions are cluttered or haven’t been updated in a while.
- Work keeps getting stuck at the same stage, or support keeps logging the same tickets tied to the same issue again and again.
When these kinds of issues repeat, they point to a deeper problem. People aren’t ignoring the system to be difficult. They're likely just doing what they need to stay productive. That’s a sign the tools are misaligned.
Fix the System, Not the People
It’s easy to assume workflow problems are training issues. But the better approach is to pause and ask how people actually get their work done, not how they’re supposed to do it according to the system.
One of the simplest ways to find the truth is to talk directly to the people doing the job. Watch how they move through their day. Ask where things slow down or feel confusing. Give them space to explain what makes sense to them and what doesn’t.
You can also use small surveys or walk-throughs to look at patterns. Are people using the same workarounds? Are they avoiding certain screens or steps because they don’t help? That kind of feedback forms the base of good adjustments.
Once that picture is clearer, changes come easier. The goal here isn’t to force the team to work a certain way. It’s to find the parts of the ERP that can swing slightly to meet them where they are, then smooth things forward from there.
Planning Small Fixes Before Year-End Rush
Once October rolls in, time becomes tighter. Teams prep for deadlines, finance runs start, and staffing changes show up. September is one of the rare breathing points where it’s possible to slow down just enough to think clearly.
That doesn’t mean planning big rebuilds. You can start with small updates that take the pressure off fast. For example, maybe a set of required fields needs to be reordered to match how the team thinks. Or maybe a common approval step can be automated with a basic rule.
It doesn’t take much to chip away at friction. Fixing two to three of the most frustrating tasks now can ease up enough daylight for teams to focus better when things pick up again.
Sometimes it’s as simple as reworking a screen layout to show the most-used fields first. Other times, it might mean connecting two steps that have always been handled manually. These aren’t dramatic changes, but the breathing room they create shows up quickly.
Kodershop’s approach to ERP software setup includes process shadowing, menu redesign, and ongoing configuration tweaks to keep systems in sync as company workflows change over fall and winter.
Build a Tighter Fit for Smoother Work
When tools reflect the way people actually work, the effort drops fast. You don’t have to retrain all the time because the system already makes sense. Teams stop guessing, and the job flows more naturally.
A good ERP setup shouldn’t feel like a to-do list taped onto someone’s job. It should feel like a map they already follow. That doesn’t come from adding more features. It comes from trimming what isn’t useful and rearranging what is.
Fixing mismatches doesn’t mean starting over. In many cases, the bones of the system are there. They just need a few thoughtful adjustments to line up with how the team really moves through their day. And when it fits, work tends to flow better without anyone needing to force it.
Ready to clear up those repeated slowdowns and make your software work the way your team already does? We can help adjust your ERP software setup to support your workflow without getting in the way. At Kodershop, we work with what you have, fix what’s off track, and fine-tune the system so everything runs smoother across the board.