Computer Training for Your Staff

How to make sure your staff is as productive as possible with the software they use

By Brian Brown, Owner, Pajama Market

As a former training manager and instructor of a computer learning center, I've seen the results of computer software training first-hand. Most students immediately become more productive employees.

While most employees believe they are proficient with the software they use every day, in my experience very few students leave a classroom without being amazed at the parts of a program they didn't know about.

What you must know about computer training for your staff:

1) Actively training your staff on the software your office uses will dramatically improve their performance.

2) Training includes learning keyboard shortcuts, multiple ways to do the same task, and new parts of the program you never knew existed.

3) Training can be as cheap as buying a text book, or may be very expensive if you hire an instructor to visit your office to teach a specialized program.

Follow these steps for training your staff:

Find out what programs your employees use

The 80/20 rule applies here. Most people spend 80% of their computer time with 20% or fewer of their programs. If your employees became "experts" at the programs they use the most, they would dramatically improve their productivity.
Try: Create a spreadsheet with your employees names and computer programs they use most frequently. Also, create a column for programs they would use more if they knew more about the program.

At the computer learning center I worked at, the most popular courses (by far) were: Excel, Word, Windows, Photoshop, and Outlook. Some companies may have a specialized program most employees use (AutoCAD in an architect's office, for example).

A great series of beginning books (that I've used in classrooms) is the "in easy steps" series. They are published by Barnes & Noble Books and are available at Barnes and Noble for $10-$15 each, a real bargain for the quality of instruction.

Aim for certification

The value of training is often difficult to measure, but many common software programs offer certification exams from their manufacturer. These exams are typically difficult to pass, and indicate a high level of knowledge in a software program.
Try: The two major software companies in most offices will be Microsoft and Adobe. Each company offers certification exams for many of their products. Exams can range from about $55 to $200, so be sure your employees are well-prepared before they sign up to take an exam.

Encouraging your staff to reach certification is a great goal, because these companies don't just hand them out. You really have to earn them, and your employees will have to obtain a high level of skill to pass the exams.

Every training program needs a goal, and I can't think of a better one than certification. Some employees will learn better than others during training, but certification is tangible evidence that each employee has reached a high level of skill with the software.

Choose your training method

There are three ways to teach software: 1) from a book, 2) on the computer (CD or streaming video), and 3) from a live instructor.
Try: As a former Photoshop master class instructor, I can say that my students could ask me obscure questions and get answers immediately, where they would never get the answer from a book or CD that just taught the basics.

However, in most classes, everything I taught could be learned from a book or CD at a fraction of the cost. Classes can run $150-$400 per day (per person) while a book costs $60 at most. If you bring an instructor into your office to teach a specialized program, you could easily be looking at $1,000 per day.

Some people are terrible book-learners though, and do great in a classroom setting. In this case, look for classes with a "certification track." Many learning centers guarantee their students will pass the exam, or they will pay for retakes until the employee passes.

If it were my company, I would start out with books designed to get my employees ready for a certification exam. Adobe's Classroom in a Book or the Excel 2003 Study Guide are great choices.

Schedule training time

You can have all the software books in the world, but if your employees are too busy to open them, they won't learn anything.
Try: One advantage to instructor-lead training is that your staff is committed to spending time away from their normal work so they can get trained. If you choose the less expensive book- or CD-training route, make sure you give your employees the time it takes to go through the materials.

Most employees can do their training right at their desk as long as you supply them with headphones. Training should be taken seriously, and not "whenever your employee has the time." Entrepreneur Magazine has a good article about training called The Importance of Employee Development.

Don't train without a goal in mind. "Getting better" at a program may not produce noticeable results. Use goals like: complete the exercises in this book, obtain a certificate for a class, or (my favorite) get certified in a program.
If you are learning from an instructor, make sure they are qualified. What is qualified? Ask if the instructor has taught this class at least twice before. Every instructor has to teach a class for the first time, but try not to make it your class when you are spending $150-$400 for the class. By far, the worst classes I taught were the very first time I taught them. They were often 100% better the second time, and by the third time they were about as good as they were going to get.
Choose books that have a good track record. Many software books are written poorly. Use Amazon.com or Barnes and Noble's website to see what user ratings the books have received and read the comments left by readers.
Don't let your staff off the hook. Everyone thinks they are great at the programs they use. I thought I was a Photoshop "expert" until I had to prepare for the exam. I found that I only knew 1/10 of the program and that often times I only knew "the slow way" of doing a task that I performed several times a week. If your employees say they are already experts, take the best of them and see if they can pass a certification test.
Make a toast when someone gets certified. When someone passes a certification exam, it may not be their college graduation, but it's in the same ballpark. It's an example of achieving something most people don't have, and shows a real expertise in a given area. That's worth at least a bottle of champagne or a cake for the office.