As an organisation hires new staff or promotes existing staff or introduces new procedures / systems, there would arise a need for training the users.
Training the users will help the organisation in ensuring better work output and avoidance of errors which might be costly and incur actual financial loss.
Depending upon the size of the organisation the method of training will differ. Small organisations might not be able to impart any training and therefore might prefer experienced personnel.
To train the users the following must be kept in mind:
- Practice a lot and test and re-test, the training material that you have prepared.
- Check and re-check the training material and the PC or laptop, by running the training material for view.
- Check and re-check the CD or floppy. Try to run them on different PCs in your office.
- Your training material should have answers to all “How-to” questions for that process or department or system.
- If the training session is being held in hotel, the hotels will usually allow you to be there a day before to test your and their equipment for presentation.
- You can use software like MS-PowerPoint or Macromedia Flash. And other screen capture utilities.
- Try to include as many images as possible in the training material. On the images put notations for the user.
- Find out what version of OS and other necessary software (like MS-PowerPoint) the users are using, so that you could generate your training material in compatible format.
- In the training material, mandatory inputs or caution items, must be clearly highlighted.
- Take print outs along with you to give to the user.
- Try to leave a soft copy on the PC of the user, so that.
- Do every single step yourself – if feasible or possible – in the case of manufacturing industry this might not be possible. But in the case of other kinds of industries this might be possible.
- Apart from English language if you can speak local language of the user, you could properly convey the message.
- When you are with the user, first give demo slowly and carefully. Pause in between.
- Explain clearly.
- Give opportunity to the user to ask questions.
- Encourage user to take notes.
- Then ask the user to try it out himself and guide him if he makes mistakes.
- Ask the user to file hard copy of the training material and any further additions that may follow, at a place from where they can easily retrieve.
- After training if the users communicate with you for clarification, provide the same and ask them to file a hard copy for easy reference.
- Inform user as to what question has to be directed to which department.
- When you are satisfied with user progress, you could give your nod for the user to use the “live system”.
It is a wonderful and responsible job to train users. In the process of training others, even you may learn a few things.
And if the geographic area of your organisation extends far beyond your country of job, then you get chance to meet users from different countries with different levels of understandings and different customs and traditions.