Behind the Scenes: Creating IT Systems eLearning

Rapid eLearning Development for Systems Training 🎞🛠

I used six (6) different technologies for a fast, cheap, and good result! (the typically impossible holy trinity of both eLearning design and project management 😂). I produced and published a 40min eLearning module in around 24 hours of working time (with minimal swearing!) 🤩

Step 1: Record the SME using the system

I used MS Teams to record the SME using the system and explaining how it works. I asked loads of questions, as if I was the user. Not knowing the software very well was handy - it meant I asked lots of practical and clarifying and 'what if' questions.

Tip: Record a back-up version at the same time. I used simple screen capture software (Screen Recorder Pro), but other tools (Camtasia etc), would work equally well. In this case, the MS Teams video failed to record all the way through, so the back-up was invaluable!

Step 2: Edit video and Add Instructional Features

I used Camtasia to edit the footage. I started with a system overview, explaining the navigation. I added zoom/pan, annotations (boxes, words, circles) etc to visually show the system and how to use it. I used 'signaling', such as boxes, arrows, circles etc. I used the 'blur' annotation to hide user information (confidentiality) as this system has no sandbox or dummy site. This ultimately resulted in around 15 short 'how to' videos (most range from 50 secs to 3mins).

Tips: Keep the videos short and focused on one key task/function. Match the annotation timings to the voice-over timings, as it's easier for the viewer to follow. Get some feedback on the first couple of videos, to ensure it's fit-for-purpose before creating all of them!

Tool: Camtasia: Screen Recorder & Video Editor (Free Trial) | TechSmith

Step 3: Add Voice Over

I used Speechelo's AI Australian Voice 'Addison' to very quickly produce the voice over. Although a little roboty, it's super-fast to do, very intuitive to use, and the result is good overall. This is much quicker than doing my on voice overs (VOs), plus it's more sustainable - the company won't need me to re-do or update VOs (they are not reliant on my voice), they can get their own access to Speechelo for updates.

Tips: Do the VOs concurrent with Step 2 ie: edit a bit of video, create the voice, load the voice, add/adjust annotations. I don't recommend doing all video, then all voice. It's hard to keep track of and there is a lot of shuffling and moving things around. Also, work with the software, sometimes you need to use creative spelling to get the sound more natural eg: with Addison, saying 'per hour' sounded weird, but 'purr hour' was purrrfect 😂

Tool: Speechelo | Turn Text To Voice With AI Engine

Step 3: eLearning Module Authoring

I used Easy Generator (EG) to produce a mostly video-based eLearning module for this systems training. The tool was super intuitive and fast to use, with a good result. This was my first time using EG and gets 5 stars from me (easy to use and fit-for-purpose).

I did this concurrent with Step 1 and 2 ie: produce vid/voice as above, then load the video to EG, then do next video... This helped me keep track of where I was up to.

Below is the Authoring/Create side - incredibly easy 'drag and drop'. Loved it.

This is the design part, where you can set up templates, change the look etc. Again, really easy to use...

Tool: Create Courses Online | #1 E-learning Software Platform (easygenerator.com)

Step 4: Stakeholder/User Review

I set up an MS Teams site for this project and added key stakeholders and SMEs to the group. I loaded all the videos in 'Files', so that the business has the raw videos for quick review.

Step 5: Publish Test Module

I then produced the rest of the vids and created a preview link of the draft eLearning module extremely quickly through Easy Generator.

Step 6: SME/Stakeholder Review

I created/loaded a very simply-formatted MS Excel file to capture feedback against each section/video and posted the Easy Generator link and Excel file to the MS Teams site asking SMEs for feedback - tagging them in. In the screen shot below, I might have added another column for 'deletion', oopsy.

Tip: Keep it really simple and easy to do, and explain clearly what kind of feedback you want. Review can take ages if your stakeholders are busy! Follow up, follow up, follow up.

Step 7: Implement the Feedback/Changes

Once I have the feedback, I'll update.

If the module requires significant updates or new items/sections, I discuss first with the Project Sponsor/Owner, to ensure it is within budget etc to make the changes.

Tips: No surprises for your 'client' compared to the originally scoped/costed work! Ensure changes are fit-for-purpose and truly required. Consider whether some additional text vs a new video might get the job done (much faster to produce).

Final Output

Below is a short snippet (1 min) to show the video result:

Terrena 😊