Getting the Most Outof Your e-Learning Budget - 65 TIPS for
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65 Tips for Getting the Most out of Your e-Learning Budget | 2 Copyright © 2009 by The eLearning Guild Published by The eLearning Guild 375 E Street, Suite 200 Santa Rosa, CA 95404 www.elearningguild.com You may download, display, print, and reproduce this material in unaltered form only (retaining this notice) for your personal, non-commercial use, or use within your organization. All other rights are reserved. This is a FREE Digital eBook. No one is authorized to charge a fee for it, or to use it to collect data. Attribution notice for information from this publication must be given, must credit the individ- ual contributor in any citation, and should take the following form: The eLearning Guild's 65 Tips for Getting the Most Out of Your e-Learning Budget Readers should be aware that Internet Web sites, offered as citations or sources for further infor- mation, may have disappeared, or been changed, between the date this book was published and the date it is read. Other FREE Digital eBooks by The eLearning Guild include: 144 Tips on Synchronous e-Learning Strategy + Research 239 Tips for Producing and Managing Flash-based e-Learning Content 162 Tips and Tricks for Working with e-Learning Tools The eLearning Guild's Handbook of e-Learning Strategy The eLearning Guild's Handbook on Synchronous e-Learning 382 Tips on the SELECTION of an LMS or LCMS 339 Tips on the IMPLEMENTATION of an LMS or LCMS 311 Tips on the MANAGEMENT of an LMS or LCMS 834 Tips for Successful Online Instruction Publisher: David Holcombe Editorial Director: Heidi Fisk Contributing Editor: Marcia L. Conner Editor: Bill Brandon Copy Editor: Charles Holcombe Design Director: Nancy Marland Wolinski The eLearning Guild™ Advisory Board Ruth Clark, Lance Dublin, Conrad Gottfredson, Bill Horton, Bob Mosher, Marc Rosenberg, Allison Rossett.
65 Tips for Getting the Most out of Your e-Learning Budget | 3 Table of Contents Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 65 Tips for Getting the Most out of Your e-Learning Budget . . . . . . . . . . . . . . . . . . . . . . . . . . .5 Do More With Less . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29 The e-Learning Department of One . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
65 Tips for Getting the Most out of Your e-Learning Budget | 4 Introduction Dear Colleagues, Last year I began being asked frequently how education departments could thrive amid declining budgets and halted sales. It was an easy topic for me to address, because over the years I have led organizations trying to do their part to bolster the corporate bottom line. Committed to helping people learn no matter the dollars available to us, I became a specialist in doing more with less. I never imagined the time would come when everyone was in a similar situation and our resourcefulness would be needed across the field. Many of us seek solutions that are both innovative and thrifty. This eBook on maximizing your e-Learning development budget demonstrates the ingenuity of our industry and our commitment to learn all-ways. You will find here tips on enduring themes such as where to begin your e-Learning programs, getting the most from subject matter experts, lending your skills to other departments, and les- sons learned the hard way, to more timely themes like leveraging social media, using open source tools, and where to find free content on the net. Some of my personal tips, which were not already offered by survey participants are also included here, to extend the budget-stretch- ing beyond e-Learning into all facets of education-focused cost cutting and revenue making. We will each need as much information as possible in the months and years ahead, not just to get through the economic downturn but also to support organizations interested in sustainabili- ty and strengthening their market position to make the most change. I believe this is a great time to be learning while short on cash, to be doing more with less. Never before in modern history has it been so easy to run a training department (or be account- able for people's learning when you are in another department yet still focused on knowledge transfer) without large budgets, blocks of free time, or even an organization to help marshal your resources. It requires lateral thinking, deep digging, and never losing sight that we each have the capacity for limitless discovery. In learning, — Marcia Marcia L. Conner Managing Director, Ageless Learner
65 Tips for Getting the Most out of Your e-Learning Budget | 5 65 Tips for Getting the Most out of Your e-Learning Budget Develop the courses Begin by asking the right questions. Answers to these questions ensure you create the right that meet your budget: greatest needs first. 1. Short-term and long-term, what is your goal or objective to go online? 2. Will your programs be fully online, hybrid, or blended? For example, devel- 3. Who will manage the LMS,WBT, or CBT? op the courses that 4. Will the administration of the hardware, software, content, and course development be managed in-house or outsourced? take the most train- — Coleman Walker, Vice President, Spectrum Pacific Learning Company, LLC er time, most total learner time, or are Focus on what is most important to the business. Rather than spending your limited dollars on numerous courses that learners will click their way through, identify what behavior could make the most expensive the difference for your company. Ask yourself, "What does the learner need to be doing differently to change performance," rather than what do they need to know. Knowing will get you nowhere to hold in the class- if there is no behavior change. Mind your budgets wisely to deliver quality solutions that align room, rather than with key business drivers. focusing on courses — Lisa Stortz, Strategic Relationship Manager, Allen Interactions that are the easiest The first question when I begin a project is whether we should build or buy. I always look at our to create. own resources: tools, talent, time cycles, etc. and whether it fits in the project timeline. I have pro- vided significant savings by pushing back on delivery times to build internally rather than buying Denise Link, Vice President, externally. Development time increases due to available resources; however we then own the con- Phasient Learning tent for future revisions. If the project needs external development, we get the most of what we Technologies have to work with by starting with $0. — Kevin Thorn, LMS Administrator, e-Learning Development, AutoZone, Inc. Start with a pilot project. This gives you a strong background to build support and minimize risk. —Dr. Jasir Alherbish, e-Learning Consultant Develop the courses that meet your greatest needs first. For example, develop the courses that take the most trainer time, most total learner time, or are the most expensive to hold in the class- room, rather than focusing on courses that are the easiest to create. Develop good courses from the start. Do not develop courses to get by. Ineffective courses will not be successful, and will cost you more in the long run. Finally, match training needs and content with appropriate methods. For material with a short shelf life and high level of interest, such as next year’s benefits options, consider rapid e-Learning or a page on your Intranet. If the training consists of introducing a new product or process, spend more money on interactive training that accomplishes results. — Denise Link, Vice President, Phasient Learning Technologies
65 Tips for Getting the Most out of Your e-Learning Budget | 6 65 Tips continued Understand your target learners to help determine and prioritize your project requirements. Assign the different learner groups priorities in the project. • Who are your learners (primary, secondary tertiary)? What are their demographics and current knowledge? • Where are they (level in organization, geographic barriers, how to communicate)? • What are their needs (blended vs. e-Learning, work balance, priorities for learning, value in the marketplace, desire to learn, technology infrastructure)? • What are their issues (for or against change, union agreements, mandatory vs. volunteer learn- ing, time restraints, access issues)? By identifying learners in detail, you foresee problems and issues that could add costs to your budget, and you are able to account for them in the initial planning phase and budgeting process. —Kelly Juhasz, President, JUHASZ Development Group Helping someone understand how to do something, and why they need to do it, is not the answer to everything. Sometimes the business solution can be found by changing a process or hiring the right per- son. If you determine training is the answer and e-Learning is the best mode to use, pro- ceed with speed. Instructional designers sometimes spend too much time on minu- tia and theory rather than focusing on straightforward, clearly communicated con- tent. Your learner has a need to do some- thing now, not after you have spent weeks crafting learning objectives as if they were literary wonders or built complex simula- tions. Spend your ISD time creating a clear presentation of what you are trying to com- municate, and your technical time on those few pieces that need to be refined. Then use a tool for the mundane tasks like navigation, searching, and glossaries, and then aggre- gate it all. — Charles McGinnis, Technology Director, Abundance Software, LLC
65 Tips for Getting the Most out of Your e-Learning Budget | 7 65 Tips continued Be sure you fully understand the learning objectives, and design a program to clearly present and measure those objectives. Gather information, analyze need, propose ideas, clarify objectives, design storyboard content with objectives, clarify content again, get sign off, inform all stakehold- ers, design program. This will save time so you can produce what is desired the first time around. —Cheryl Lisker, E-Learning Development Specialist, ISD, Take Charge America Research what is already in place in your organization or agency. Also research what organizations like your own, in your field, have developed, so, if possible, you can reuse documentation and con- tent. —Carol Stoil, Learning Development Specialist, Bureau of Engraving & Printing 1. Create a communication plan from the initial kick-off meeting. Who is the project lead on both sides? Who is developing what: interface design, content, assessment? In some cases, one or two individuals do all the development, whereas in other cases a team of people works on a project and never touches the other pieces. 2. Establish major milestones in the scope document. 3. Identify smaller milestones in the production document. We recently began using a storyboard With more than fifteen approach that details the entire project. In that document the smaller milestones are estab- years of experience, Allen lished and checked off prior to continuing. It requires a bit more project management skills, but Interactions has an unrivaled it prevents discovering a major error too far in the project that may result in redesign. track record in delivering 4. Take advantage of Web 2.0 technology to share documents or collaborative space. Web confer- dynamic enterprise custom ence tools like WebEx work great for everyone on the project to see, and with many of these e-learning solutions that tools you can use the whiteboard and mark on the screen to explain edits or changes. serve employees, partners 5. Test, Test, Test. How an e-Learning module works on a testing environment may not work on a and customers at many of production environment. So many variables depend on the audience and delivery method. the world’s leading compa- These are all key before signing off and releasing the provider from the contract. nies. Allen Interactions has designed and developed —Kevin Thorn, LMS Administrator, e-Learning Development, AutoZone, Inc. the highest impact custom e-learning and blended Clearly define which information needs to be part of training and which is informational. Effective learning available for lead- learning is always coupled with actionable items or situations. Theory and ideas are extremely ing organizations like Apple, important, but not best learned within a training environment. You cannot learn to ride a bike by Essilor, HSBC and Motorola. reading about it, but you can learn how a bike is built. If you then offer real-time interaction about Blending best practices with why you build a bike and what might be better ways to build it, you have hit gold. Theory, dis- technology, content and ser- cussed in person, combined with training on how something works, coupled with practice, is the vice, Allen Interactions assists trifecta of successful learning. these companies that need to execute business change, —Paul Pinkman, owner, Paul Pinkman Creative Design, LLC drive and improve perform- ance, accelerate speed to profit and improve people effectiveness. For more information visit us at www.alleninteractions.com.
65 Tips for Getting the Most out of Your e-Learning Budget | 8 65 Tips continued Rapid prototyping is one of the best things a group can do early in a project to keep budgets in check. Prototyping will allow buy-in from the user experience group, content sponsor, and even Now is not the the end users. If the prototype also incorporates all the technical aspects of the final deliverable (coding, runtime versioning like Flash, LMS reporting, video, audio, graphics) the amount of rework time for glitz and and testing at the end of the development process will be greatly minimized. This also will allow glamour. Instead for better overall acceptance of the content from end users and IT. of gratuitous 3-D —Jeff Gray, CTO, NovoLogic, Inc. animations and Now is not the time for glitz and glamour. Instead of gratuitous 3-D animations and complex complex Flash Flash interactions, focus on the basics: design courseware that will build the knowledge and skills of the employee workforce. Our senior-level clients want performance, not bells and whistles. Eye interactions, focus candy sometimes gets us in the door of organizations, but in tough economic times we may want on the basics. to be serving up meat and potatoes that have a measurable impact on job performance and orga- nizational success. Susan McDonald Osborn, Partner, Laurus Design, LLC — Susan McDonald Osborn, Partner, Laurus Design, LLC
65 Tips for Getting the Most out of Your e-Learning Budget | 9 65 Tips continued Research what is Harness the knowledge of your on-staff SMEs to rely less on outside vendors and consultants. If you have one or two employees who are very familiar with rapid design tools, pair these individu- already in place in als up with your SMEs to pass the rapid design knowledge on to them. Then, your rapid design gurus will not become the bottleneck, and can serve more as experts for the SMEs when publish- your organization ing e-Learning modules to your LMS. or agency. Also re- —Andy Riley, E-Learning and Technology Mgr., Wachovia / Wells Fargo search what org- Plan, plan, plan. Do not talk to SMEs without having your plan of action together first. Without a anizations like plan, you waste their valuable time and yours. Find people who want to learn more about what your own, in your you are doing in their spare time. Begin by giving them small parts of a project at first, so that when the economy does turn around, you have a possible hire ready. field, have devel- oped, so, if possi- — Fredia Fuller Dillard, Instructional Designer/Coordinator, The University of Alabama at Birmingham (UAB) ble, you can reuse Assuming SMEs are allocated sufficient time, here are four tips for working with them: documentation 1. Communication 101: Identify with SMEs the key messages, desired impacts, and job performanc- and content. es, keeping the big picture in their minds. 2. Learning Content Templates: Structure content development forms resembling the final output Carol Stoil, that enables easy capture and conversion of their vast knowledge into learning. This is manda- Learning Development tory before recording any simulation or other online content. Coach them on visualization. Specialist, Bureau of 3. Learner Empathy: Discuss with SMEs the intended audience's general learning skills and online Engraving & Printing habits (and tolerances). While teaching the use of rapid tools, offset hyped features and repur- pose others. Engender practical creativity. 4. Ownership: SMEs own content, but you own the learning and results. Plan on reviewing and editing every output, some more than others. If you want the content mass to sing, you are the conductor. SME content can often be too lengthy or deep and must be simplified. It takes time. Be sure to plan for it. — Stephanie Fillman, Sr. Instructional Designer/e-Learning Consultant, Independent Contractor Use tools that can be pushed to SMEs so you can reduce e-Learning development time. For instance, we use Articulate because our SMEs are familiar with PowerPoint. This enables at least rough drafts to be done without many meetings, and encourages others to participate in course development. The instructional designer creates various templates along with guidelines to assist with the development efforts. —Elizabeth Israel, Instructional Designer, F5 Share budgets with marketing to produce animations that are multi-purpose. Also use multiple delivery platforms such as the Web, handhelds, and mobile. — Stephen Colucci, CEO, Interact Medical
65 Tips for Getting the Most out of Your e-Learning Budget | 10 65 Tips continued Use tools that can be pushed to SMEs Skip expensive, time-consuming video production and professional voiceovers. With a little coach- ing, your content SME can be your voiceover talent and will provide context to the training as the so you can reduce voice of the expert. In place of video, take photos and persuade co-workers to be your models. e-Learning devel- Connect the photos together in a photo montage and use special effects such as fading in and out. Display a photo for a few seconds and then move on to the next photo. Add a voiceover and opment time. For you have a simulated video. instance, we use —Maria Leggett, Manager, Legal Business Analysis, Textron Inc. Articulate because To get nice sound quality for a reasonable price, purchase a good inexpensive USB microphone like our SMEs are fami- one from Blue Snowball, which for around a hundred dollars can handle all of your audio record- ing needs. liar with Power- Point. This enables — Mark Temple, Multimedia Developer, Newmarket International Inc. at least rough Produce short Podcast from your top sales people on tips and case studies. drafts to be done — Cindy Xiao, Instructional Designer, IBM without many Keep active with your professional memberships, learning organizations, and communities of meetings, and practice. You may learn valuable tips and treasures of the trade to leverage throughout your pro- encourages others fessional career. to participate in — Linda Nelson, e-Learning Instructional Designer, Iron Mountain course develop- Do not overlook universities. If you have a development project that requires a variety of external ment. The instruc- resources, take a look at resources you may be able to attain through the college student popula- tion. This is especially easy to accomplish during summer months when highly capable and enthu- tional designer siastic students are looking to get a job in their field. There are also universities that make intern- ships, co-ops, or experiential learning part of their program, so some students spend as much as 18 creates various months in the workplace instead of the classroom. That means you can get low-cost external help templates along for much longer durations than just during the summer. This helps you get your projects complet- ed within or under budget, and is also a great gesture of goodwill toward our future generations with guidelines of workers. to assist with the — Mark Simon, Sr. Training Specialist, Eliassen Group development Develop a local community of practice that shares ideas, resources and tools, donates staff time, efforts. and develops projects collaboratively. We even developed a Web site to help state agencies get started, better understand how e-Learning can be used, and provide examples of work. Elizabeth Israel, Instructional Designer, F5 —Michael Baker, Information Resource Consultant, SC Department of Social Services
65 Tips for Getting the Most out of Your e-Learning Budget | 11 65 Tips continued My best advice is to network. Many of us are in little departments with only one staff member, so I have found it invaluable to connect and network with as many other e-Learning professionals as I can. My peers have now become people I can go to for advice, examples, brainstorming, and men- toring for my own projects. Ask questions of others and answer questions when you can. This lit- tle gesture goes such a long way and costs nothing. — Tracy Hamilton, Education Technology Specialist, Southlake Regional Health • Encourage the use of everything the social Web has to offer. • Reach out and utilize resources, including but not limited to industry and conference groups on LinkedIn, Facebook, and more. • On microblogs such as Twitter and Yammer, follow strategic individuals who will aid your learn- ing business goals. • If you want to build a physical library for employees, ask for donations of audio books, videos, hardcover books online. (I obtained over 500 resources for line-level to executive employees.) • Cut all travel related to learning and training, and use an online meeting tool instead. • Use job rotational programs instead of hiring external trainers. • Tie all courses to business results. Cut out all your "nice to haves" and improve your "need to haves." • Hire consultants who will aid you in cutting costs, increasing efficiency, and showing positive reports. 25% OFF 1 custom — Faith Legendre, Sr. Global Consultant, Cisco Systems, Inc. e-Learning course Shop around before buying a big name tool with a big price tag. Most tools allow a 30-day trial. We will offer 25% off 1 This offers a great test, because if you are not able to create something that looks good within a custom e-Learning course couple hours, move on. that includes: Design, Graphics, Animation, — Ron Sanders, Training Manager, U.S. Cost, Inc. Programming, Develop- ment (in Flash or Capti- Get creative. New Web-authoring tools will make life easier in some ways, but you might be sur- vate), Project management, prised how little effort and money it takes to turn a PowerPoint into a simulation without a Web- Voice-over narration. Deployment on a website authoring tool. or your Learning Manage- ment System (LMS) or our — Joe Dunlap, Manager, Operations Learning and Performance, LMS. These courses normal- Blue Cross and Blue Shield of Louisiana ly cost $17,000 to $25,000 per course hour, and cours- Are you having trouble getting your manager to approve the purchase of a screen capture tool like es are often 4 hours, so SnagIt? MS Paint, the rudimentary tool that comes with all versions of Windows, can do almost this offer could save you everything a screen capture tool will do. $25,000 or more. Visit 1. Open the window that you need to capture. www.ame-learning.com/ 2. Press Alt-PrintScrn. elgoffer/ to learn about our 3. From within MS Paint, press Ctrl-V to paste what is now on the clipboard, and then save the file courses, how we've helped as a .bmp, .jpg, .gif, .png, or .tiff file. other companies, and how With different keystrokes, you can also capture the whole screen, and even a window with a menu. we can help you, and claim this recession-busting, 25%- OFF special offer. —Mark Simon, Sr. Training Specialist, Eliassen Group
65 Tips for Getting the Most out of Your e-Learning Budget | 13 Keep active with 65 Tips continued your professional memberships, learn- Use PowerPoint to quickly illustrate and present branching scenarios. Just use hyperlinks to hid- den pages so the end user will see only the active, pertinent pages. ing organizations, —Jamye Sagan, Technical Writer, HEB Grocery Company and communities of practice. You may Take advantage of free Webinars provided throughout the year by different vendors. You gain knowledge and training at no cost, and you may also learn about new technologies you may want learn valuable tips to purchase in the future. and treasures of the —Garin Hess, CEO, Rapid Intake trade to leverage Take advantage of freeware and open source applications. There are open source apps ranging throughout your from scheduling systems to Web conferencing systems. Many have blogs and user support. Take professional career. time to try them out and play around with them. When using theses products, though, have a technically savvy person on hand, and always make certain you can restore technology to its previ- Linda Nelson, e-Learning ous configuration should something not work out. Instructional Designer, Iron Mountain —Sheri Schmeckpeper, Director of Distance Learning, Central Arizona College
65 Tips for Getting the Most out of Your e-Learning Budget | 14 Clearly define which 65 Tips continued information needs to be part of train- Use online free learning objects such as those from Merlot (www.merlot.org), iTunesU (http:// www.apple.com/education/mobile-learning/, YouTube (www.youtube.com), TeacherTube (www. ing and which is teachertube.com), and Intellicom (http://www.intellicom.com). informational. —Harry Lord, Title V Web 2.0 Activities Director, East Los Angeles College Effective learning is always coupled Look for free stuff in the Internet and on your desk: • Design: Research already developed content before beginning your design of new courses. Look with actionable at online repositories such as MIT Open Courseware (http://ocw.mit.edu), or learning objects sites such as SlideShare (www.slideshare.org). items or situa- • Development: Instead of buying new software to develop Web-based training, look at the soft- tions. Theory and ware already on your desktop for e-Learning development. PowerPoint, for instance, can be used to create HTML or CD-ROM self-paced learning, incorporating hyperlinks, digital audio, digital ideas are extreme- video, etc. ly important, but • Delivery: Cannot afford a virtual classroom or Webinar? Use Skype (www.skype.com) for free online chatting and one-to-one video calls. Incorporate the free Skype plug-in Yugma Team not best learned Collaboration software (https://extras.skype.com/1003/view) that turns Skype into a virtual within a training classroom: complete with whiteboard, application sharing, and file sharing. environment. You —Steven R Yacovelli, Ed.D., Owner & Principal, TopDog Learning Group, LLC cannot learn to If you have a training need that is not specific to just your own organization, there may be a ride a bike by course already available out there — and it may even be free! My department was asked to pro- reading about it, vide a financial education course. It did not require content specific to my company. After very lit- tle searching, we were able to find that FDIC offered a very thorough financial education course but you can learn that had free, open access. Instead of developing a tutorial from scratch we were able to link directly to FDIC’s course through our LMS. We were able to deliver the course to our staff without how a bike is built. a single cost, and because they log in to our LMS to access the link, we were able to track partici- If you then offer pation. Many U.S. government agencies offer copyright-free content, classroom training guides and online courses. If you are in a situation where one of their courses is applicable, use them. real-time interac- tion about why —Jeffery Goldman, e-Learning Designer, Provident Bank you build a bike Look at open source and freeware products like Moodle for your LMS, Audacity for audio produc- and what might tion, Udutu for simple e-Learning SCORM-based modules, or Camstudio for application show and tells. Use blogs, wikis and forums to foster informal learning, while capturing the knowledge that be better ways to takes place from it. And look for outside professionals to help you expedite the development build it, you have process of training programs. If the programs are being put in place to make or save the company money, then delaying them is costing the company every day it is not in place. hit gold. —Burke Allen, CEO, NovoLogic, Inc. Paul Pinkman, owner, Paul Pinkman Creative Design, LLC
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65 Tips for Getting the Most out of Your e-Learning Budget | 16 Shop around before 65 Tips continued buying a big name tool with a big price For rapid e-Learning with scenario-playing effectiveness, use photos or clipart with carefully syn- chronized scripted voiceover and animation within Articulate. tag. Most tools al- low a 30-day trial. —Kuldeep Surana, e-Learning Designer, LexisNexis This offers a great Technology tools like Hot Potatoes, Jing, Merlot, HippoCampus, Ning, and Rubistar are priceless test, because if you tools in today's economy. are not able to cre- —Linda Kingston, Dean of Academic Affairs, Minnesota State College, Southeast Technical ate something that Use CourseLab to develop your modules which can be hosted through Moodle in SCORM format. looks good within a —Bob Price, Learning Development Consultant, Yell couple hours, move on. Ron Sanders, Training Manager, U.S. Cost, Inc.
65 Tips for Getting the Most out of Your e-Learning Budget | 17 65 Tips continued Always consider open source or freely available tools that can allow you to create images, audio, simulations, etc. for use in your e-Learning course development. Examples of such tools include: Audacity, an audio tool (http://audacity.sourceforge.net), paint.NET, for image manipulation (http://www.getpaint.net), eXe, an XHTML editor (http://exelearning.org), and Microsoft Office clipart resources (http://office.microsoft.com/en-us/clipart/). When creating a resource calls for expertise above yours, search for tutorials. For example, Smashing Magazine (http://www.smash- ingmagazine.com) and Six Revisions (http://sixrevisions.com/) have many resources you can use. —Bruce Richards, Research and Instructional Design Coordinator, Missouri State University Use Dimdim for Web conferencing (http://www.dimdim.com). It is an open source application that will allow you to hold virtual meetings of up to 20 people for free, and it is Web based so there is nothing to install on your computer. —Brian Young, Instructional Designer, State of South Carolina Become an active part of the Moodle community (http://www.moodle.org) as a teacher, develop- er and programmer. It may take time and effort, but the future of this phenomenal movement is promising. Stretch your —John Allan, educator, College of the North Atlantic eLearning budget Subscribe to a few blogs that provide infinite resources. Some of my favorites include The Bamboo How do you stretch an Project Blog (http://michelemartin.typepad.com), Tom Kuhlman's The Rapid E-Learning Blog (http; eLearning budget? You have //www.articulate.com/rapid-elearning/), Tony Karrer's e-Learning Technology Blog (http://elearn- to make every minute you ingtech.blogspot.com), and Cathy Moore's Making Change: Ideas for Lively e-Learning Blog (http: spend on eLearning pro- //blog.cathy-moore.com). grams work for your organi- zation.Why worry about —Linnaea Mallette, Training Coordinator, UCLA Office of Research Administration the hassle of hiring actors, editors, or animators when Use iSpring (http://ispringsolutions.com) products to convert PowerPoint presentations to Flash our software does the work for you? CodeBaby® gives for better Web viewing. Their free version preserves PowerPoint narration, animations, timing, you the tools you need to transitions and notes, and reasonably priced versions do much more. I love the new tree menu in enhance your courseware the Table of Contents, not to mention the ease with which I can edit page titles in the TOC with- quickly and easily.With a out having to mess with any of the text on the actual slides. For those fortunate enough to have diverse selection of digital access to a SCORM 2004 compliant LMS, the iSpring SCORM output is also an exciting option. characters, over 400 realis- tic drag-and-drop anima- —Becky Kinney, Multimedia Developer, University of Delaware tions, and automatic lip synch that accommodates Think Green: Not green as in more money (although that is always nice), but green as in less fluff and recordings in any language, flutter.There is no need for a shelf full of printed material, which, most likely, will sit collecting dust. we make producing media- Rather, use materials such as .mp3 sound files, .pdf written files, and colorful PowerPoint presentations rich eLearning a snap. Need which get your message across in diverse ways, while remaining light on the environment.Your clients multiple characters for role will love you for your variety and eclectic approach. Nature will love you for loving it! play scenarios? We?ve got you covered. Learn more at www.CodeBaby.com/stretch —Patrick Gould, M.A., J.D., Founder and Director, Gould's Learning Boot-camps
65 Tips for Getting the Most out of Your e-Learning Budget | 19 For rapid e-Learn- ing with scenario- 65 Tips continued playing effective- Reuse your previous work as a template to facilitate faster development. ness, use photos or —Kevin Yeoman, Instructional Designer, Collabera clipart with care- In these tightening times we all feel the pinch of diminishing resources. Bartering is the word of fully synchronized the day. We cannot do it all alone. Networking is key. Partnering is essential. Open a course to scripted voiceover people outside your organization in exchange for training someone else has. Offer to co-train in exchange for an open seat in a crucial skill-development session. Offer your training site in and animation exchange for free seats in a course or for free training material. Give as much as you receive. within Articulate. —Marie Ortega deOrtiz, CPM, Ed.D. (ABD), Director of Training, Kansas Juvenile Justice Authority Kuldeep Surana, e-Learning Provide all technical requirements, template demands, and so on for your LMS before actually Designer, LexisNexis developing new modules. For instance, the last thing you want is to receive too large of a file from a vendor, which could take a long time to load for your end-users. —Andy Riley, E-Learning and Technology Mgr., Wachovia/Wells Fargo
65 Tips for Getting the Most out of Your e-Learning Budget | 20 65 Tips continued Save development time by reusing graphics from prior courses that relate to the instruction and have learning value. I keep a library of images from all the courses I have created and they add up. I also use characters in my courses, and instead of continually creating new characters I change a few features, the color of their clothes, and voilà, a new character. Occasionally, I place one of my more unique characters in a new course for a cameo appearance, no changes needed. It gets some learners’ attention when they recognize the character, which is good. When you have courses on related topics, you can use the same characters to provide some uniformity. —Jeffery Goldman, e-Learning Designer, Provident Bank • Repurpose. Everything you do can be used for multiple clients or projects. Might need some mas- saging, but the general concepts may work for different projects. • Use software to its fullest extent. Most people do not know all of what PowerPoint can do or that it has the makings of early Flash development. Work faster, work • Find software that offers free trials. Sometimes this is enough to see if the software works for smarter, Word the project or future ones. Why spend the money if the software does not fit the need? transformed... —Michele Largman, Sr. Instructional Designer, Maxine Enterprises LLC LeaderGuide Pro™ PLUS is a smart Word template that When narrating a course, have the SME first do a recording in a very casual way. Have that record- interacts with PowerPoint ing transcribed and edited for brevity and conciseness. Then do the final recording with the edited to build professional, con- script. The result is a narration that sounds natural, not stilted. It captures the personality and sistent training documents style of the presenter, and the way people talk in general. The beauty of this is that the SME is not with a logical structure. so nervous trying to be perfect the first time around, and is much more comfortable when doing LGPro handles page layout with point & click icon-driv- the real thing, working from a polished script based on his or her own dialog. en blocks that chunk and format content; imports —Linnaea Mallette, Training Coordinator, UCLA Office of Research Administration and exports content bet- ween Word and Power- • Be clear in your goals. What is it that you want your staff to learn from the course? Point; provides templates • Verify the presentation. Will this work? Does it meet our goals? within the main template • Design a test that evaluates the staff's proficiency after taking the course. This not only insures for assessments, cases, that they take the course, but that they paid attention, tried out the areas, and understood what handouts and participant was presented. guides. • Before rolling out the course to everyone, have the person who will benefit most from the Includes the new LIBRAR- e-Learning take the course and then share their knowledge with the rest of the staff in the IAN function, which auto- department. This saves you money and increases the attendees proficiency in what was learned. mates archiving of mod- ules and lessons for reuse —Ilo Gassoway, Subject Matter Expert, Newmarket International and sharing, builds an interactive library of all your training materials AND populates an auto- mated Excel workbook that catalogs, sorts and summarizes all of your archived record data. www.leaderguidepro.com
65 Tips for Getting the Most out of Your e-Learning Budget | 21 Use Dimdim for 65 Tips continued Web conferencing (dimdim.com). It is When you choose a development tool, consider that modules you create may need to be translat- ed into different languages. Not all tools are equal when it comes to being able to translate con- an open source ap- tents later on. At the least, the tool should allow for easy export and re-import of all of the text in plication that will the module, including text on elements such as buttons, menus, icons, and hyperlinks. At best, the export format should allow translators to use tools, such as translation memories, spellchecking, allow you to hold and change tracking, that translators rely on to ensure translation quality and consistency. Export- virtual meetings of ed content that can be worked with using a standard word processing program like Microsoft Word is best. Lectora, for instance, allows you export and re-import a .rtf file which retains the up to 20 people for proper formatting. free, and it is Web Many e-Learning development tools result in Flash files. In those cases, the text content can be exported to XML files that savvy translators can work with. Keep in mind text that is part of a based so there is graphic will always require special handling. A graphic with English text will have to be edited in nothing to install the application in which it was created, or in another graphic program and replaced in the mod- ule. Failure to take these considerations into account from the beginning can lead to extra time on your computer. and expense in the future when you need to adapt e-Learning modules for an international audi- ence. It is worth your time to talk with a tech-savvy language service provider before you choose a Brian Young, Instructional development tool. Designer, State of South Carolina —Myriam Siftar, President, MTM LinguaSoft
65 Tips for Getting the Most out of Your e-Learning Budget | 22 65 Tips continued When narrating a course, have the If you are converting instructor-led training materials, make sure the instructor notes are ready to work with. Often times, companies decide to convert ILT material, yet the developers find that the SME first do a re- ILT course lacks substance and content because the instructor had delivered that content verbally during class. Ask the instructors to write or script the information prior to conversion. cording in a very casual way. Have —Deborah Thomas, President, SillyMonkey LLC that recording transcribed and edited for brevity and conciseness. The eLearning Guild’s Then do the final recording with the edited script. The Regionals result is a narra- tion that sounds natural, not stilt- Midwest New England July 9 & 10, 2009 July 23 & 24, 2009 ed. Chicago, IL Boston, MA Linnaea Mallette, Training Coordinator, UCLA Office Serious Instructional Design for of Research Administration Serious e-Learning Professionals Work with your peers to explore the latest and most practical design strategies and solutions. Opening Keynote Mastering e-Learning Instructional Design in the 21st Century Brent Schlenker Emerging Technologies Analyst, The eLearning Guild Register Today: +1.707.566.8990 Produced by www.eLearningGuild.com
65 Tips for Getting the Most out of Your e-Learning Budget | 23 Save development 65 Tips continued time by reusing graphics from prior Use your Web conferencing platform to create rapid learning sessions. Most Web conferencing software allows you to record sessions, edit them, and then convert them to a Flash or Windows courses that relate Movie file. When pushed for time, edit the session to leave the good parts in, and post on your LMS or intranet site if you need repeatable training right away. Then insert snippets of the record- to the instruction ed Web conference into your course to give it variety and credibility. and have learning —Phillip Weiss, Principal Training and Development Specialist, value. I keep a Lawrence Berkeley National Laboratory library of images Someone with e-Learning development skills can provide more value to an organization than just from all the courses training. Our communications team frequently needs our help providing engaging media to sup- port their messages. We provide short video clips from leadership, commercials for a new service I have created and or product, and logo development for new initiatives. Our ability to create and maintain Web sites they add up. I also has been used by our Web team for large updates and external training. Our use of SharePoint for training blogs and wikis has expanded to support many operational changes and team sites. All of use characters in this extra support came at no cost for the organization, and used all the same skills and technolo- gy that we use for our e-Learning courses. A win-win for all. my courses, and in- stead of continually —Rory Frey, Consultant Technical Training, Catalyst360° creating new char- Get the most from your e-Learning development budget with a reusable learning object (RLO) strategy, and have a process to share courses, learning objects, etc. among business units. acters I change a few features, the —Laura Darr, Human Performance Technologist, American Express color of their Modularize content. Keep it simple. Keep it focused. Maintain core content that is easily cus- clothes, and voilà, tomized. Use your subject matter experts to draft the fundamental content. Use a tool that is affordable and easy enough for anyone on staff to use.I have used Ignite 4 (http://www.scateignite.com) a new character. for years and I am continuously impressed at the variety of ways it can be used for capturing and sharing knowledge by different departments ranging from IT to training to HR. Jeffery Goldman, e-Learning —M.J. Moncher, Application Process Consultant, Siemens PLM Software Designer, Provident Bank I have been using Ignite (http://www.ignitecast.com), for 3 years and I use it more often than Powerpoint now. In my work I have to quickly transfer knowledge, and Ignite is my tool of choice. The Web presentations are quick and easy to put together, and the audio ability is a bonus. — Gary Jolley, Infrastructure Specialist, EDS (an HP Company) • Rapid development: This will reduce the overall development life-cycle and the cost. • Content availability: Prepare the required subject content before getting into the e-Learning project. This will help to reduce the delays, discussion time with SMEs. • Less Customization: Customization eats up most of the budget and development time, so look at simple courses. Content is power. —Madhanaraj Kubenderan, Developer, dsigns
65 Tips for Getting the Most out of Your e-Learning Budget | 24 65 Tips continued Consider how to reuse information. There are often modules or generic information that can be used from course to course. When creating your course, consider multiple shareable content objects (SCO) so you can reuse the content easily for future courses. Also take advantage of tem- plates that contain all the basics to save development time. You will save editing time by creating and faithfully using a style guide, also a great time saver when working with other vendors. —Jan Watrous-McCabe, E-Learning Consultant, Allina Hospitals & Clinics Use affordable high-definition video acquisition to capture outstanding performers demonstrat- ing tasks. This simultaneously creates a visual record for performance analysis, a video model of the desired performance, and 29 high-resolution stills per second you can select from to illustrate step-by-step procedures online or in print. Having so many detailed still images to choose from makes it easier to be more economical in text descriptions, which reduces translation costs. —Eric Kammerer, Instructional Design Specialist, Domino's Pizza Evaluate the process and format all developers use to store files. Is there a consistent file structure and method to name files? Is every developer using the method? Have developers who are work- ing on files stored on their hard drive copy them to shared drives each night? Developers can waste time looking for images and documents if they are not stored away properly. If one devel- Now Course oper needs to work on another developer's files, consistent file structure saves time. If a team Authoring Is member is suddenly ill or changes jobs, their work will still be accessible to other team members. Available to Save enough time and your budget will be stretched. Anyone: myUDUTU —Sabrina Curry, Instructional Designer, The Nielsen Company Our myUDUTU course authoring tool is the most Determine if there are widgets or items of code that would benefit other e-Learning developers. versatile and easy to use These can then be packaged and sold. You will not become rich, but you can offset some develop- authoring tool available ... and it’s free! Using the ment cost with an incremental revenue stream. These widgets would otherwise have sat in your myUDUTU tool, our clients code stream collecting dust. can “get their hands dirty” while knowing UDUTU is —Jay Krupp, Director, Educational and Custom Services, Newmarket International there to help with course development, design and Manage review cycles carefully: Schedule them, and ensure reviewers know how to prepare to management if needed; make the most of the review. Include all stakeholders. Let visuals and concrete examples help plus graphics, animations, ensure reviewers understand the suggestions put forward in the design phase. Document the video, sound recording, required changes. If gathered in a meeting, send the list of changes back to stakeholders to check scriptwriting and custom for misunderstandings. Store the list alongside the related version. Insist upon formal sign-offs programming. What you after implementation of the changes need is up to you. The deci- sion is yours and so is the —Esther Bergman, Consultant, Benchmark Performance Inc. power, flexibility and value you get from UDUTU. UDUTU eliminates the bar- riers and makes your elearning vision a reality. No one makes it easier!
Application Brief Shifting Training to Online Learning: Extending Reach, Improving Productivity, and Keeping Learners Involved Many businesses have harnessed the unique capabilities of web conferencing to move formal and informal training to the World Wide Web. Web conferencing extends reach, increases productivity, involves learners and subject matter experts not otherwise available, and helps an organization package training in bite size chunks. But do the benefits go deeper? What are the best approaches to using web conferencing for training? Are there particular tricks of the trade that can be replicated? “Being able to take the talent we have in select offices and extend it across To find out exactly how web conferencing can work in country without having to fly across is a big deal for me and others. I have a practice for training and other applications, how one best lot of certifications and specializations. I used to need to travel at a moment's implements, and what to expect for results, Wainhouse notice to train customers, which made it difficult to do other things.” Research conducted a number of in-depth interviews with – Director of Technology Services, Consulting Firm companies that use web conferencing every day. The findings provide direction to any business seeking to improve its “We have a huge training issue for our software; web conferencing has solved that.” training activities through best practices. – Software Architect, Financial Services Firm “Web conferencing reduces not just our travel costs, but the costs to our customers for training. “ – VP Technology, Consulting Firm “Over the course of a day I can be in four different time zones without jet lag, it's fantastic.” – Sr. Business Development Specialist, Financial Services Firm
In-Person Training Online Training In-Person vs. Online Training Exponential Knowledge Transfer Prepare Create Training Materials Create Training Materials Trainers and anyone responsible for knowledge transfer to Schedule / Pay for Customer Schedule Online Training Event internal and external audiences are all too familiar with the Schedule & Employee Travel (web and voice) usual methods of delivering training: travel to one or more locations, ship equipment and/or training materials; hold a Local / Remote Web Class / Seminar Deliver training event; test learners; and, if time permits, conduct “brick-and-mortar” event follow-up after the class has ended. Traditional training Demonstrations / Simulations Demonstrations / Simulations frequently requires someone to travel, whether it is customer, Learner Workbooks Application Sharing / employee, and/or trainer. The traditional approach to training Practice Breakout Rooms requires a large investment of time and personnel and is not very scaleable. Brick-and-mortar events call for physical Test Paper or Software Test Online Test space, an extended training team, and significant loss of E-mail or E-mail / Phone / Archived productivity based on travel time. Many companies find it a Follow-Up Phone Contact Material Review /Web Session burden to deliver in terms of expense, and in fact may stint Review on training as a result. Ultimately the costs, challenges of measurement, and ability to get customers and employees up Satisfaction Survey Online Sat Survey Measure and running can be severely impacted. Online training completely changes the mix in terms of training delivery. Online training takes a different approach by enabling the multi-tasker extraordinaire. It lets a business be wherever it needs to be. It “Our training and help desk costs would be greater without web conferencing. For hard-to-use allows just-in-time and scheduled delivery — by the subject matter experts who know applications and complex subjects, we could lose best — of whatever a service or product needs to be effectively learned and the entire cost of a year of web conferencing in understood. Some of the benefits of online training are obvious; the top three are saving terms of our added overhead for training. We travel costs, the ability to involve those who otherwise could not attend, and increased probably fly people less often now for major releases.” productivity through saving time away from the office. Other benefits uncovered in our – Software Architect, Financial Services Firm interviews are more subtle. Greater sustained interactivity with learners over time, better service to customers, increased geographic reach are all benefits of using web “We have 70 partners who resell our products. conferencing for training. For many the benefits are so profound that the technology About 5,000 people use our website, such as now plays a critical role in their overall workflow, touching not just training but also insurance agents who use our products. We have sales, marketing, and operations. once-a-month trainings and do webinars with expert guests every month.” – President, Financial Services Firm “We set up customers for sales presentations and training. In Trainers can cover only so much physical territory by our profession, it's unique. None of my competitors offer that car (red) or by plane (blue) in one day ... same hands-on experience that I know of.” – Sr. Business Development Specialist, Financial Services Firm “For any consulting engagement that is remote, NY or China, one of the first things we will do is use GoToMeeting for the kickoff. Then we schedule training sessions, all using GoToMeeting. It is the ONLY way we touch the customer. “ – VP of Technology, Consulting Firm “We conduct internal training; it started with our software group doing custom in-house training on new releases. We conduct lots of 1-1 sessions.” – Software Architect, Financial Services Firm … but one office can cover the entire country using web conferencing. 2
Making the Transition Tips from Those Who Have When it comes to making the transition, our interviews pointing and annotation to emphasize key points. revealed that there are two different strands of behavior Ask poll questions and encourage questions via text as represented by two types of organizations. One chat to engage the audience. Always maintain group, which we call “Planners,” takes pre-determined interactivity — the most essential ingredient to working steps, both large and small, such as holding with remote learners. demonstrations and “train-the-trainer” sessions to ensure success. The other group, the “Divers,” “Be aware - know what you want to say and keep it fearlessly dive in to applying the technology, quickly short (30-45 min max); learn the hints that indicate integrating it into the workflow by using it aggressively when they've become disengaged.” – VP Operations, Software Development Firm (and typically needing to get burned once before understanding the importance of practice). We believe “I appreciate webinars where there is some sort of neither approach is right for all situations, but that interaction to the keep the audience engaged. We those involved in formal training roles will gravitate open up phone lines so people can ask questions. towards the “Planner’ approach, while those who have Normally people (are) in listen-only mode, but we have had to change to add a panelist number so informal roles conducting knowledge transfer will people can speak to us. That's important.” gravitate towards the “Diver” approach. – Marketing Specialist, Consulting Firm Most companies start small by obtaining a few licenses Mastering the technology is the easy part. Appreciate with the goal of gaining an understanding of how web that web seminars are “showtime.” Just like a physical conferencing will fit into their processes - and whether event, practice is critical. Script who will play what role, being a “Planner” or a “Diver” works for them. Early run through what they will present, and rehearse any success is then built upon. Many users buy sufficient presenter hand-offs. licenses to accommodate demand; you may need to purchase each trainer a unique license, if for no other reason because sessions often will be ad hoc as well “I should have practiced once or twice, but I didn't. Fumbling on practice time, not real-time is as scheduled. Trainers need to be able to respond ad important.” hoc to learners in need. – President, Consulting Firm Work with your teams to encourage them to use web “We were training 1600 users of our software who conferencing as a tool, and follow up. Web conferences are not technically advanced. It was a huge challenge are part of a larger interaction process with as we used to go and visit them! We had to hire more clients — they are a means to an end. people, travel more. Then we created on online university, with monthly topics, plus orientation classes for first time users.” “It’s nice to reach out to a client and help, but I – Director of Business Development, Software encourage our team to have a client share the key- Development Firm board and mouse, and for us to show clients how to do steps, and make the client go through the motions to learn it. Passing control back and forth is impor- It is important to appreciate that web conferencing is a tant to teach clients how to fish on their own.” different communication medium. Know your audience: – Director of Technology Services, Consulting Firm they are busy adult learners who are bringing you into their offices - thus they are in control. You may face “Using web conferencing for training is an art and there is always room for improvement. Be sure to “competition” from the phone, email, IM messages, and close the loop and, in the process, gather feedback. people dropping in. Thus it is essential to retain their After every webinar we survey our attendees; we attention by keeping lessons short, briskly paced, have them rank it, then ask for comments for improvement. For those who weren't satisfied, we try engaging, and to the point. Paying attention to the to dig in to see what we could do to improve. We also following details will also help: slide design (keep make sure it's valuable to our members, we survey simple, use graphics instead of text bullets, do not read to find out what they want help with.” the slides – tell the story “behind” them) and use of – Marketing Specialist, Consulting Firm 3
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