Getting the Most Outof Your e-Learning Budget - 65 TIPS for

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Getting the Most Outof Your e-Learning Budget - 65 TIPS for
65 TIPS
    Getting
  for

  the Most
Out of Your
 e-Learning
    Budget
        Contributing Editor,
          Marcia L. Conner
Getting the Most Outof Your e-Learning Budget - 65 TIPS for
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
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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

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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.
Getting the Most Outof Your e-Learning Budget - 65 TIPS for
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
Getting the Most Outof Your e-Learning Budget - 65 TIPS for
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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
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                                 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
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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
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                                   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.
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                              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
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                             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
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                               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
Courses Available

Advanced Grant Writing                   Legal Research
Bankruptcy Law                           Legal Writing
Budgeting Essentials                     Linux for Business Managers
Business Best Practices                  Management Essentials
Business Entity Formation                Management for the IT Environment
Business Plan Development                Marketing Management
Civil Litigation                         Negotiating Strategies
Civil Procedure                          Non-Profit Management and Governance
Collaborative Problem Solving            Organizational Development & Change
Constitutional Law                       Organizational Leadership/Decision
Contracts                                Persuasive Communication
Corporate Document Drafting              Positioning For and Finding Financing
Criminal Law                             Price and Cost Analysis
Drafting Documents                       Principles of Buying and Selling a Business
E-Business Legal Issues                  Private Business Mergers and Acquisitions
E-Business Management Strategies         Probate Law and Estate Planning
E-Business Marketing Strategies          Project Management
Essentials of Entrepreneurship           Real Estate Law
Essentials of Purchasing                 Real Property
Ethics for Paralegals                    Seven Management Disciplines
Financial Accounting Management          Specialized Writing Techniques for Grants
Fundraising Fundamentals                 Strategic Management in Operations
High Performance Organizations           Successful Selection Systems
Human Resources as a Strategic Partner   Supplier Contracting
Intellectual Property Law                Tax Issues
Interviewing Techniques                  Technical Writing
Introduction to Business Law             The Procurement Process
Introduction to Grant Research           The Supply Chain Process
Introduction to Grant Writing            Torts
Introduction to Legal Assistantship      Transactional Drafting
Introduction to the Legal System         Trial Preparation
Legal Aspects of Contracts               Understanding Financial Statements
Legal Issues in Operations               Warning Signs of a Downward Spiral
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

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