Chapter 6 – User Training
I guess I am lost in this house! I do not know where to find my stuff!! Which room to be used for what purpose! Where should I get my A/c installed? I am sure all these questions would come up whenever you move to a new house. Have you ever thought upon why this comes up? This is because you have moved to a new place and you are not aware about the different coordinates involved in the same place. Imagine if some interior designer assists with all the stuff mentioned above. Shifting to the new house will surely become easy. Isn’t it??
After putting in all of the effort to choose a new HRMS software solution, painstakingly customizing the system for optimum performance, and switching systems over to use the new system, many companies make the mistake of thinking that the hard part is over. However, without proper training, even the best HRMS system may be doomed from the start. The best options for HRMS training may vary between companies, so managers should review the advantages and disadvantages of several different HRIS training methods and carefully consider what options will fit best with the company culture and structure.
The different ways in which training can be conducted are listed as below –
1. Classroom Training
2. Self-Training
3. Online Training
4. Role Based Training
5. Train the Trainer
Here are seven tips to help you create a comprehensive yet coherent instruction manual.
1. Get out of your own head: When you begin to prepare instructions for processes you know inside out, you will need to consciously take a step back and approach the material from a new angle. Start at square one by assuming the audience will have zero knowledge of the subject matter.
2. Know the objective: Make sure you know exactly what your manual needs to cover in order to avoid information overload or confusion that can come from too many details. This is especially important when the process is complex or has a lot of different parts.
3. Outline it first: Before jumping in and creating steps, create a high-level outline of what the document will cover, including main and subsections. This will help you make sure your process makes sense and that each section of the manual is consistently structured.
4. Make it easy to understand: Lists are a great way to outline steps for doing something because they can help people move item by item in the way you intend. It’s also a good idea to use a table of contents and make your document searchable, if possible, to further support your step-by-step approach.
5. Be brief: It’s tempting to want to explain everything in fine detail since you know it so well, but stick with only what the recipient needs to know. Focus on using only as many words as necessary to get your point across.
6. Use visual aids: Screenshots, diagrams and even videos are a great way to beef up your manual and make it easier to understand. Keep the formatting of these supporting materials consistent and to the point to avoid overwhelming the reader.
7. Give it a test drive: Or better yet, have someone else who has never seen the material before run through the instructions. Take their feedback and use it to fine tune your manual.
Keep in mind that you may need to review and update the manual periodically, especially if it’s something that focuses on an application that will undergo a constant change based on the release plans. Plus, with some material, it may also make sense to offer the client a hands-on walk through to ensure your instructions accomplish what they need to accomplish. And keep in mind that learning styles vary, so one client may be able to run with the same instructions that confuse a different client. Being flexible in your format and delivery can help make sure the instructions work for the recipient.
You can click on the below links for some sample user manuals which can be created and shared with the customer. There can be multiple formats in which the user guide can be created.