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FROM SOFTWARE DEMONSTRATION TO SOFTWARE SIMULATIONOF TRAININGTHE RIGHT FORMAT FOR YOURSOFTWARE TRAINING
UNI-Learning Christophe Jacobs - Project ManagerRoeland Gunst - Instructional Engineer
Say hello to software training
In order to design a software training, it is key to get a view on the information necessary to work with the software and to split this information up into small nuggets. Each nugget focuses on either a technical procedure (e.g. Which buttons do I need to click to create a custom report?) or on a process flow/scenario (e.g. How can a custom report help boost my sales?) in the software. Why chunking this knowledge, you might ask? The reason is obvious: you want to be as modular as possible when making your training available. You want to give your end users the opportunity to either go through all the nuggets back to back or to look for a specific nugget, stemming from a specific learning need.
Software training comes in all forms and sizes and it is sometimes difficult to distinguish the added value of one method from the other. Without getting lost into too much detail, we will present two highly used formats to create a software training:the SOFTWARE DEMONSTRATION andSOFTWARE SIMULATION OF TRAINING.
An important disclaimer here is that there is no overall best approach to software training.You will always need to analyse your specific need and then choose the format that offers the mostappropriate solution.
Since working environments have become more and more digital, we need to rely on software to get our work done. The majority of users is familiar with the most widely used software applications, such as the Microsoft Office programmes, but a professional setting also implies the use of specialised software. How can we help end users to work efficiently and effectively with software?
In this article, you are introduced to two frequently used e-Learning formats for software training. You also get some useful tips when you plan to create your own software training.
Introduction
‘Computer says no’In daily life, software can be both a blessing and a curse. Maybe, the following situations sound familiar to you or your organisation:
y That one colleague who always needs help from another colleague when it is time to create a specific report that is not daily routine.
y The majority of the calls to the helpdesk are all about the same procedures in the software that everybody struggles with.
y New features have been added to your specific CRM tool, but nobody knows they even exist.
y A new piece of software is introduced and you need to train everybody in a short period of time.
These situations show a need to train the organisation’s employees to use software properly.
To know which method is the most appropriate for your specific needs, it is necessary to
understand the advantages of each method.
This format is – what we call – a passive methodof transferring information. A Software Demonstration
is created by using the software, recording the screen, and simultaneouslyexplaining the procedure so that you have a voice that provides information to
the end user. The end result is a software demonstration, about a specificprocedure, that your end users can watch. This video is not interactive, which is
why we label it as a passive approach to software training.
The Software Simulation of Training is an active method of transferring information. The end user looks at a text on the screen that explains the step in the procedure. Clicking on the correct zone on the screen leads the end user to the next stepin the procedure. If the user doesn’t click the correct zone, an additionalhint appears on the screen that points to the correct zone.In other words: the user needs to click the correct zoneto advance and to complete the procedure.We label this as an active approachto software training, because without activeinvolvement of the end user, the proceduredoes not advance.
Software Demonstration
Software Simulation of Training
When do I use which format?
Software Demonstration
In practice, the choice of which format to usedepends on the purpose and how it will be implemented.
The SOFTWARE DEMONSTRATION is perfect when you want to focus onperformance support. Important for this purpose is that the end user has access to the video when he gets stuck in a certain procedure while performing his day-to-day activities. This just-in-time information offers end users a solution to a problem they need fix immediately. In other words: instead of disturbing a colleague or speed-dial ing the helpdesk, this is a different way to solve an issue. Often, this format
is inserted in an existing environment where guidance materials (e.g. manuals, FAQ) are accessible. This could be a SharePoint environment. If this does not exist, there are other options to make it available to end users. On the next page, a specific page has been integrated into existing software. This page is accessible via a ‘help’ button that is always present on the screen. End users can easily search and open the Software Demonstration they need.
What are the main differences between these two approaches?
Following a SOFTWARE DEMONSTRATION is less time-consuming for the end user than following the exact same procedure in a Software Simulation of Training. The logical difference is that in theSoftware Simulation of Training, you are not only processing information, but you also activelyapply this information to interact with thee-Learning module.
The retention of information in the SOFTWARE SIMULATION OF TRAINING is higher, asopposed to following a procedure in theSOFTWARE DEMONSTRATION. Since end users are not only viewing information, but also need to process this information actively in order toadvance, the end users are able to memorise this information better.
Time investment for the end user Retention of information
Up to you!
Software Simulation of Training
Before you can start designing your own software training, there are some questions you need to ask yourself, in order to be sure that you have the right approach to your specific need. Answer the following questions to get a clear view on your software training needs and to select the most appropriate format:
y FOCUS: Do you need a technical explanation on how the software works or do you want to focus on process flows in the software?
y SCOPE: Do you need to explain every single component of the software or do you want to tackle the most important procedures?
y PURPOSE: Will you use the software training as a method for performance support or is it intended as a formal training?
y IMPLEMENTATION: How will you make the software training accessible? Will you use your Learning Management System? Do you add the nuggets to your SharePoint?
y REPORTING: Do you need to track and trace the completion of each nugget, the overall completion of the software training, or is this not relevant?
The SOFTWARE SIMULATION OF TRAINING is mostly used when the software training is part of a formal training course in which the end user has time to get familiar with the software package. This format requires active involvement: the end user has to concentrate on the activity and to spend time to complete each nugget. This format isoften made accessible on the Learning ManagementSystem (LMS) as a SCORM (Sharable Content Object Reference Model) package. The added value of the LMS integration is that the completion of the activities of the end users can be tracked by training managers.
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About UNI-LearningUNI-Learning develops effective, custom-made e-Learning that is based on the latest technologies and is accessible everywhere. Our team works together with companies and organisations on a daily basis to create modern learning solutions. UNI-Learning focusses on your goals. Train new colleagues?Introduce a new code of conduct? Improve safety? We make sure that everybody paysattention. For 25 years, UNI-Learning has provided strategic consultancy andtechnology to help our clients achieve their learning challenges andbusiness objectives. The UNI-Learning group is active in threecities in the heart of Europe: Paris, Ghent and Eindhoven.
