Spring 2005

Volume 45, Number 4

Creating Multimedia Presentations for Training

by Guy Ball, OCSTC Senior Member
Originally printed in TechniScribe, the Orange County (CA) STC Newsletter

In the last few years, the use of multimedia in instructional documentation has really taken off. Improvements in video and animation tools make it easier for technical "writers" to deliver information visually to an audience that, more and more, often prefers not to read.

For writers that idea might border on the heretical. But the inclusion of media-rich presentations in the world of the printed word falls in line with our common goal of helping users learn the subjects we write about. While I, like many people, prefer books for many purposes, multimedia is often the optimal solution for others.

Creating video and animation components has become simpler and quicker. Writers can create effective multimedia deliverables in less time with less tool training than before. And companies benefit even more if these visual presentations do a better job of explaining the advantages of a product to their users—often through video demonstrations—increasing the perceived value of the product.

In some cases, companies have reduced or eliminated instructor-led training classes in favor of computer-based training (CBT) modules delivered via CD media or online. CBTs can't replace hands-on instructors with all of their personalized training. But in a cost-driven world, a well-designed program can help improve the quality of training while reducing the need for an instructor to only the most difficult or complex lessons.

Your tool choice is wide. Almost three years ago, Kathy Faircloth and I wrote about setting up a team to produce video training (TechniScribe, March 2002, "Stream of the Future? Producing Digital Video"). While straight video is still relevant, there are many options. For instance, Macromedia Flash has become a major player due to its user-friendly improvements. Camtasia by TechSmith has evolved into a simple but powerful tool for software demonstrations. A program called Visual Communicator offers a video solution in a single package. Even Microsoft PowerPoint can be used to create an effective presentation—and it's a tool most of us have on our systems already.

Let's look at a couple of the basic steps in creating multimedia CBT.

Planning your Project

This process mirrors your standard document plans. You'll need to choose what the focus of your deliverable is—installation? Configuration? Servicing? How many different CBT deliverables will you have—one? Two? More? Or can you offer one deliverable with multiple topics? And what are the major sections within the deliverable?

The complexity grows when you ask how you want to deliver the CBT. This decision will hinge on your skills and available tools. It will also depend on how your company wants to deliver the content. For instance, will it be protected behind a firewall on your Intranet? Or delivered on CD or DVD?

Manage your client's expectations. Management (your client) might want the world, but if you can't deliver it—or it will take additional time—discuss the additional costs and time with your client. Get their buy-in before you start the project (and confirm it in writing).

Be very clear on who your audience is—customers? Engineers? Management? How much do you want to overlap?

What format do you want to create? The format will determine the complexity and impact of your schedule. Want live video? That will add shooting and editing days. Want a software demo? Your software will need to be complete enough to demonstrate. Need graphic images? Determine whether you can create them yourself, use canned art, or if you'll need to bring in a graphic artist.

Developing your Content

This step is similar to developing content for a book. However, realize that once you start producing the CBT, it's much tougher and costlier to make changes. You're not just changing text in a Word or help document. Before you start assembling the CBT itself, create whatever content you can—including outlines, scripts, and other breakdowns—and work with some sort of a storyboard. Be sure to have the engineering and management groups sign off on it. While there will probably still be changes later on, this minimizes extra work and resolves conflicts between subject matter experts (SMEs) early in the process.

Creating your eLearning Deliverable

Take your longer tasks and begin them first. If you need to videotape presenters or create animation, start that effort early (when possible). If you need to get photos, drawings, or special graphics, request them early. Don't permanently change any original material—text, artwork, or photos. Save each version because you may need to reuse it. Assume that glitches will cause delays when you can least afford them. Don't immediately agree to project changes that might impact your schedule. However, assume that you will have to agree to a few changes towards the end and try to build some spare time in your schedule. As you create segments of your deliverable, show them to your SMEs and managers so they can see progress and also catch any errors. Try to keep an e-mail approval trail-or send confirmation e-mail messages when your experts approve or offer comments. This helps reduce any confusion over what was said, or not, as a project develops.

Testing your Deliverable

Don't get caught up in how beautiful you think your CBT looks. Make sure the content fits your needs: usability is key. Make sure both content and design meets the needs of your audience. From day one, have access to "regular users" who take a quick look at your mock-ups, early designs, and mid-term proofs. Did you use certain colors on a dark background that make text difficult to read? Does the information flow in a way not intuitive to your viewers?

Keep in mind that it's far easier to change an unreadable font or unclear content early in the process than at the end. Keep your ego out of the design and let your users dictate what will help them. Survey several volunteers and don't prompt them for answers. The more people you ask, the better your input. If you have a user-interface or audience analysis team within your organization, see if it can help you.

Revise or adjust the deliverable when necessary and possible. However, keep your SMEs and management in the loop. Don't surprise them. If your audience analysis points to a change, let the final approvers know what it is and why you will be making it.

Delivering your Deliverable

With your skills, attention to the project details, and a bit of holding the line against last-minute changes, you will deliver on time to the satisfaction of your clients and with the accolades of whomever decides on your next raise or bonus.

As you can well imagine, I've merely scratched the surface here. There is much more involved in creating multimedia training, including how presentations are designed to be effective, what tools to use, and how to manage the project with multiple participants.

I've included a few links to help you. I would advise paying special attention to any future Web seminars or CBTs that you come across. Regardless of their content, sample them and see what works for you and doesn't. Take notes and print screenshots.

Creating effective training materials is a challenge, but helping our users understand their new software or hardware product is why we're technical writers. The tools may change, but the goal remains the same.

www.adobe.com (Premiere and AfterEffects)
www.macromedia.com (Flash and Captivate)
www.techsmith.com (Camtasia Studio)
www.seriousmagic.com (Visual Communicator)
www.microsoft.com/Education/PPT2003Tutorial.aspx (creating enhanced multimedia presentations in PowerPoint)
www.ucalgary.ca/UofC/faculties/EDUC/jdnowlan/home.htm (designing multimedia presentations)

Guy Ball is a senior technical writer and developer of training material. He has helped develop over 70 multimedia presentations. Guy lives in Tustin, CA and can be contacted at guyball@pacbell.net.