Tips for Successful ERP Training

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Imagine this scenario: a company decides they’ve had enough of using systems that are outdated, slow, and inefficient. They embark on a project to implement a new Enterprise Resource Planning (ERP) system to replace their legacy tools. The company spends months, maybe even years, working with consultants and employees to define new processes and customize the systems. Come launch time, they don’t provide adequate training and the employees don’t know how to use the new systems effectively. This leads to costly mistakes, wasted time, lost revenue, and many stressed out employees.

ERP implementations are typically large-scale projects with many stakeholders and moving parts; creating training for these projects comes with their own set of unique challenges. Planning for these challenges up front can help ensure you have a successful training program that plays a crucial role in the smooth rollout of a new system. Here are some important things to consider before you embark on your next ERP implementation training project.

Plan and prioritize training

Implementing and customizing an ERP system tends to be a huge financial investment, and as such, detailed proposals and plans are created to cover all aspects of the project. However, training for the new system is often listed as a vague deliverable that provides no specifics about how training will be designed or delivered. Not planning for training from the get-go is a costly mistake because the investment in a new system is wasted if the employees can’t properly use it. Include the training team in the project planning phase and allocate the appropriate budget, resources, and timelines for end-user training.

Identify training methods

You’re going to want to think about training methods up-front, during the planning phase. One of the most effective way to give learners a real world experience without risking costly mistakes in a real ERP system is through software simulations. They give employees the power to explore and use all the features of the ERP software they’ll use in the workplace. You’re probably going to want to consider at least some software simulations for ERP systems training. You might mix this with some instructor led training and live Q&A sessions to create a blended learning program.

Create curriculum by role

You’re not going to dump all the lessons on every employee; the employees who work in Engineering don’t need to take Accounting lessons on how to process an invoice. Instead, you’re going to tailor the curriculum by user roles. While you may have some core basic lessons that apply to everyone (logging in and out of the system, setting up your user profile, etc.), there should also be user-specific lessons that are pertinent to each role.

Work with the business

Training teams working on ERP implementations often find they have to work alongside the implementation team. You might find it useful to work with the business process analysts, as they create and test the new system processes (these are often called Standard Operating Procedures, or SOPs). Consider using test scripts as a starting point for training development.  

Designate power users

For each role you identify, consider having one or two power users. These are (hopefully) helpful, quality employees who can help with the training and answer employee questions on-the-job. If there are employees who are already involved in the implementation, for example working as subject matter experts, these are great candidates for power users.

Incorporate real-life scenarios

Integrating real world examples and stories into your processes will make the training more practical and relevant. Instead of jumping into a step-by-step process without providing any context, introduce the process with a scenario that has realistic background information and details. Training that incorporates realistic scenarios helps learners know when and how to apply the tasks covered in the training in the real world.

Use change management techniques

Incorporating some basic change management techniques will go a long way to getting your learners on board. Be clear in explaining the benefits of the training, why it’s happening, and the impact of not completing it. Don’t assume end users will move seamlessly from one system to another, without detailing the specific reasons and benefits.

Following these tips will help ensure you have a successful ERP training program in place. Do you have any tips of your own for designing or developing training for ERP implementations? Let me know in the comments, and follow me on Twitter for more e-learning tips and tricks.

 

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How to Organize, Analyze, and Prioritize Tasks for E-Learning

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The One Thing You Need To Do To Organize Training Content: Task Analysis

Are you dealing with a huge pile of raw materials that need to be converted into an e-learning course or training programme? If so, you’re likely wondering how best to organize the content and filter out the need-to-know from the nice-to-know. If this sounds familiar to you, you need to acquaint yourself with the process of task analysis. Discover how a proper task analysis can organize your content so it focuses on what learners need to know on-the-job.

Read full article.

How to do a Task Analysis Like a Pro

As I explain in this article, task analysis is one of the cornerstones of instructional design. Why is task analysis so important? The purpose of training is to teach learners how TO DO something; they should walk away from the training with new knowledge and skills they can apply on-the-job. When you focus on tasks, you’re more likely to accomplish this goal, as you’re focusing on the actual processes the learners will do on the job.  A task analysis is the process of systematically breaking down a task into a documented step-by-step process. This article explains how to first identify tasks, then break them down into sub-tasks, and finally, parse them into steps. It also contains some helpful task analysis dos and don’ts.

Read full article.

Instructional Designers: Remember These Factors When Prioritizing Tasks

Once you’ve completed your task analysis, you’re going to need to organize and prioritize all the tasks you’ve analyzed. How should you order your tasks? This depends on a variety of factors: task importance, task frequency, task difficulty, and learner experience. Learn about these four factors and what you need to know to ensure your content focuses on the right tasks.

Read full article.

Have you ever done a task analysis before? If so, how did it go? Do you have any tips or tricks to share with others? If so, please leave me a comment below, I love to hear feedback.

 

How to Use the PAF Model to Improve Training and e-Learning (Infographic)

Last weekend I posted a new infographic (Gagne’s 9 Events of Instruction) and I got some really good feedback about it.  One piece of feedback that I received from several people was to incorporate more graphics/icons into my infographic designs. Of course I think we can all agree that using visuals is only a good thing if it adds value by providing an instructional purpose. This weekend when I decided to make another graphic, I was careful to choose a few icons that I thought were really representative of the elements of PAF. I  created this infographic in Adobe Photoshop.

I’d also like to add a disclaimer that the PAF Methods listed in the infographic for presentation and application are only three examples, but there are a lot more methods available to you. Those are just a few examples!

Instructional Design Infographic

Instructional Design Model: Gagné’s 9 Events of Instruction (Infographic)

This weekend I decided it was about time I created a new instructional design themed infographic. I’ve created a few in the past, which I’ve shared on my blog (here, here and here), and they’ve proven to be some of my most popular postings.

How did I go about creating this infographic? For starters, I browsed online through some instructional design sites to get ideas for what I wanted my subject to be. In the past I’ve designed an infographic illustrating the ADDIE model and Kirkpatrick’s Levels of Evaluations so when I stumbled across an article mentioning Gagne’s 9 Events of Instruction I was intrigued. Of course I had heard about Gagne and his nine events, but I wasn’t too familiar with them. In fact, I couldn’t even name one event! Since I like to use my infographic development process to learn something new about instructional design, I thought this would be a good topic. The next step in my process was to do a Google Images search for some infographic design ideas, to help me get inspired. Then I created the infographic in Adobe Photoshop, starting with the design of the heading/title of the infographic. Once I had the title narrowed down, I used those same fonts and colours throughout the rest of the graphic. I’d say it took about an hour, maybe an hour and a half, to complete. I got to be creative and learn something new about instructional design, so I think it’s a success!

Gagne Nine Events of Instruction

Got any suggestions for an e-learning, instructional design or training themed infographic you’d like to see? If you have any ideas for me please leave  a comment.

Audio and Narration in e-Learning: Pros and Cons

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First things first, I’m glad to be writing a new post because it’s been over a month! October was pretty hectic for me because I attended DevLearn 2012 in Las Vegas. It was my first time attending a conference and my first time public speaking/presenting; it was a great experience and a lot of new lessons learned for me.

That being said, I was recently inspired to write this latest blog post from something that occurred at work! I’m working on an e-learning project now and I was recently looking into the pros and cons of adding audio to the e-learning course I’ve developed. I decided to compile a bit of my research and write about it!

I’ve come to find out that adding audio to an e-learning project is not a decision that should be taken lightly. There is a lot involved in the process, there is lot to know before you get started and finally there is a lot of room for error! So how do you decide if you need narration/audio in your project? As with all media in your e-learning projects, you should only use narration IF there is a clear instructional purpose behind it (and not “just because”). From what I can gather, there are three types of audio used in e-learning:

  • Narration (which has four “subtypes”)
    • Elaborative  (on-screen text summarizes the audio)
    • Paraphrasing (audio summarizes the on-screen text)
    • Verbatim (reading exact words on-screen)
    • Descriptive (audio describes image on-screen)
  • Music
  • Sound effects

After doing a bit of research on the topic I’ve discovered that there is much debate surrounding which “type” of narration is best for learning. The kind of narration you should use in your projects seems to depend greatly on the specifics of the project (time, talent, budget) as well as what the subject matter is. So which content should you narrate? There are a couple of scenarios where it might be more worthwhile to use narration. For example, when you need to explain a complex definition or process, or when demonstrating situations such as interview skills or emotional interactions between individuals.

The pros and cons of using audio:

PROS CONS
  • Good quality audio might appeal to auditory learners (although there is much debate as to whether learning styles even exist…)
  • Audio might help reinforce certain points and may help some learners retain more information
  • Audio can add some personality and a more personal touch to the e-learning
  • Reduces the reading load, less on screen text when there is audio/narration
  • Might add “authenticity” to on-screen characters
  • Adding audio files (which even when compressed can be quite large) will add to the bandwidth, loading time, etc.
  • Bad quality audio will be more distracting and detrimental than useful
  • Writing and practicing a script and recording the audio are time intensive tasks
  • Synching audio with on-screen text and images can also be labor intensive – and if the audio/on-screen are not harmonious it will be distracting to learners
  • If your course needs to be updated often (once a year, maybe more) then it can be difficult and time-consuming to record and add updated audio.
  • If your course will be localized (translated) it can be challenging to write scripts and narrate your course in multiple languages
  • If your course is available in different countries, unfamiliar accents and cultural references can lead to confusion
  • Having exact same audio and text on-screen can be redundant and boring
  • Some research suggests that learners dislike word-for-word narration, because quick readers can often read the whole text before the narrator is done talking

Let’s say you have decided there is indeed an instructional purpose for audio or narration, and you’ve narrowed down which type of narration you will use. The next question you might ask yourself is, who will narrate this course? Three ways to narrate your course include:

  • A professional narrator
  • An employee narrator
  • Text-to-voice software

In addition to “the voice” you will likely need a couple of additional people to be involved in the audio recording process, likely:

  • A scriptwriter
  • A producer (this depends on the technical skill your narrator possesses, and if he/she can do the actual sound recording themselves)

Of course there are both pros and cons to using any type of narration in your project.

PROS CONS
Professional Narration
  • High quality sound recordings done in a professional, sound proof studio
  • Has knowledge about compression rates, “clean audio”
  • Has a variety of consistent voicing styles, pitch, intonation
  • More expensive (they typically use a pay-per-minute model)
Amateur Narration
  • Less expensive than going to a professional
  • Adds realism and a personal-touch (especially if the narrator is an employee the learners know)
  • Lower quality (there may be breathing, lip smacking, background noises, etc.)
  • Inconsistent voice styles
  • Can be very difficult to match audio quality and have the same voice talent if updates are required in the future
Text-to-voice
  • Likely the least expensive route
  • Consistent quality
  • Consistent voicing style/intonation
  • Over the last few years quality has improved and it is now more common alternative
  • May sound robotic, unemotional and fake
  • Less personal
Here are some additional general audio and narration tips and best practices:
  • Narration rule of thumb: 1 minute of talk time = 100 words
  • Try to keep audio clips to 20-30 seconds (to retain learner attention)
  • Find a balance between what learners should read vs. what they should listen to
  • Allow users to have control over volume settings
  • Have an instructional reason for using the narration or audio (not just because)
  • Include a list of hardware and software requirements for learners to know ahead of time if they need speakers or a headset for audio
  • Keep in mind that if your e-learning course requires audio, people who do not have audio capabilities will not be able to take the course
  • Audio might slow down some learners since they have to go at the pace of narration
  • Adding narration will impact on the amount of time it takes to complete your e-learning course

Finally, here are a few links to good articles about narration in e-learning that helped me write this post:

Another Sample Storyboard for eLearning

I’ve noticed that the e-learning storyboard samples I posted a few weeks back were very popular. Since it’s a resource that a lot of instructional designers and e-learning developers are looking for online (or so my stats would indicate, in any case) I’ve decided to add another template/sample.

As I’ve mentioned in previous posts, what you include in your storyboard will depend on the specifics of your project. If you’re going to develop the course yourself, you may not need to include notes for the developer. If your project doesn’t use audio, you won’t need a box for narration text or the space to list audio files. It all depends on the project and what your client wants to see in the storyboard. As you can see, in my sample I’ve included a detailed preview of the completed slide. When someone else will be developing the content, I like to show a detailed preview of exactly what I’d like the slide to look like in it’s completed state, so there’s less room for confusion or misunderstandings. I hope these examples serve as inspiration for someone out there who needs to start storyboarding!

15+ eLearning Storyboard Templates

If you’re creating a storyboard for e-learning, odds are you’ve come to the web to browse around and get ideas on what should be included in it.

To make that easier for you I’ve compiled a gallery of 15+ e-learning storyboard templates and samples available on the web. Hopefully going over these examples will help you narrow down what you should include in your own storyboard document.

http://http://www.agileid.com/sites/agileid.drupalgardens.com/files/styles/media_gallery_large/public/STORYBOARD-Client-HAC-sample-page11.png

http://minutebio.com/blog/wp-content/uploads/2009/01/storyboard.gif

http://www.learningsolutionsmag.com/assets/images/learningsolutions/061305/061305mgt-h_1.jpg

http://articulate-downloads.s3.amazonaws.com/storyboards/SimpleStoryboard-590.png

http://writersgateway.files.wordpress.com/2007/03/windowslivewriterstoryboardtemplatesininstructionaldesign-dd7ctemplate10.gif

http://blog.commlabindia.com/wp-content/uploads/2011/06/storyboards1.jpg

http://articulate-downloads.s3.amazonaws.com/storyboards/TemplatedStoryboard-590.png

 http://scottandbecky.net/blog/uploaded_images/Rapid-E-learning-715224.gif

http://www.learningsolutionsmag.com/assets/images/learningsolutions/2012/120315/sme_storyboard_example_600.jpg

http://intercom.stc.org/wp-content/uploads/2010/08/story_fig1-600×480.jpg

http://blogs.adobe.com/captivate/files/2012/03/Introduction.png

Got any tips of your own about storyboarding for e-learning? Anything you think needs to be included in a Storyboard? Please feel free to leave a comment below.