Create training materials in no time: a best-practice guide to follow

Step by step to creating multimedia employee training materials: MaxBrain’s secret tips for effective learning units

In times of increasingly rapid change, knowledge management in companies is the navigation system for dynamic times: Like a GPS system, it helps employees find the right path, master challenges and discover new places of innovation.

Good knowledge management with high-quality training material provides clear instructions in this regard. For example, how certain digital processes work, how to use a new ERP system or which steps users have to take in which order.

But this does not only work internally. But this does not only work internally. Training materials for customers and partners outside the company are also worth their weight in gold. They help users of software, for example, to use a product comprehensively and correctly, to discover all functions or to remember the contents of training courses.

Creating training materials for employees takes time and resources

But before such a navigation system can do its job, there is a lot of work to be done. Creating training materials often takes a lot of time – and nerves. After all, the content and instructions should not only be comprehensive, but also of high quality.

Establishing such comprehensive and good knowledge management is a major challenge for companies. In our case study with MaxBrain AG, we spoke with Customer Success Manager Ziad Fathallah. He managed to create 50 pieces of multimedia training material in just one week, with no prior experience – but with a precise plan and the right methodology.

Create comprehensive training content – quick start for your knowledge management

In this article, we share Ziad Fathallah’s step-by-step guide to help you achieve the same success. Even if you have never documented software in your life – and if you don’t even know where to start.

1. Define your goals and success criteria

Before you begin, take a step back. At the very beginning, it is important to be clear about the purpose and added value you want your training material to fulfill.

• Is it about…
  • making complex processes understandable?
  • explaining new software features clearly?
  • closing knowledge gaps in the team?

• Which target group do you want to address?
• Should the teaching content be a supplement to training courses or stand on its own?

This first step lays the foundation for everything else.

Also define the success criteria: What is your reason for creating the training material? Where do you want to go and when do you consider your knowledge management a success? Learning content, for example, can be a way to reduce your customer support or the number and scope of training sessions. At the same time, they can be a way to maximize your team productivity.

2. Create a list of concrete workflows

A large project is best broken down into manageable units.

By defining topic blocks or specific tasks, you get a clear roadmap for creating your training materials. When doing so, try to see the content from the perspective of your target audience. In addition, you should prioritize the content that is most important to your users. Only then will you create truly effective training for your users.

3. Decide on the format of your training materials

While text instructions may be sufficient for some topics, illustrated instructions or videos can enrich the learning process enormously. Although optional, they provide a dynamic way to convey information.

The important thing to remember about the format of your training material is that it should be specific to your target audience. Ask yourself: What language can you use to best address your target group?

• Figurative language?
• Simple and clear language?
• Precise and factual language?

In addition, do you speak in I, or you form?

Deciding on the desired format also includes the location of the training material and the file format. For example, should it be classic PDF, Word or PowerPoint instructions that are uploaded to a helpdesk like Confluence? Are there templates for this that you can always use? Do you want interactive HTML guides? Or is there a digital learning platform?

4. Select the suitable tools

The right tool for documenting and creating training materials can make the difference between success and failure.

For detailed step-by-step instructions FlowShare has proven to be particularly efficient. However, there are many other tools to document software – with various advantages and disadvantages.

If you’re considering video, you’ll need powerful screen recording software. For multimedia learning content, we recommend starting with the step-by-step tutorial rather than the video, because it is the conceptual groundwork for the video.

“The FlowShare documentation was not only useful for our customers, but also served as solid preparation for video recording – a real win-win.”
_{Ziad Fathallah, Customer Success Manager at MaxBrain AG}

5. Prepare conceptually

Proper preparation is the key. When documenting, determine the exact procedure and define which steps should be presented and in what order. This is especially important when you create screencasts.

6. Get feedback

A second or third look can work wonders. Once you have created the first 3-5 pieces of content, have colleagues or other stakeholders review your training material. This will ensure that everything is clear and understandable.

Here, it is especially helpful to have the materials reviewed by “non-initiates.” Do users who do not yet know the content still understand the instructions? Only then are they understandable and enable good learning results.

7. Optimize by iteration

Your first training materials may not be perfect. But by constantly revising and adapting, you can make sure it gets steadily better. This includes keeping the materials up to date and creating new versions of the instructions as changes are made.

8. Integrate and disseminate the training material

Tools like Nugget Creator help you present your material in an appealing and multimedia way. Because only attractive and clear learning content is used by users.

Integration into existing knowledge databases or learning platforms also ensures that it is found by your target group.

Conclusion: The right strategy for creating comprehensive training materials

Creating effective training materials can be challenging, but with the right strategy and tools, it’s entirely doable, even for the inexperienced.

Ziad’s tips provide you with a blueprint to follow for your own success and training material with a high quality. So the next time you’re faced with the task of creating multimedia training materials, you’ll know exactly where to start.

Your first step? Try FlowShare. This tool has helped Ziad tremendously and you can reap the benefits too. Try FlowShare free for 7 days and see for yourself the possibilities for creating training materials.