training solutions

These no-cost to low-cost employee training solutions will amp up your employees’ knowledge and boost performance

Every employee gets stuck at some point. Maybe they’re assigned to a project that needs specific documentation and they’re not turning in those documents on schedule because they’re not sure how to do it correctly. Or, there’s a software program they need to use to complete a task, but they aren’t familiar with the software.

The first step is to train them, right? It’s the best way to make sure they have the knowledge they need. Employee training boosts skills so employees can grow and eliminate the frustration associated with a new task.

Yet, many companies think they don’t have the funds to purchase software and training tools for employees. And now, we have the added challenge of remote work. Remote employees may have varying levels of access to company systems and documentation, as well as limited bandwidth, depending on their home internet subscription.

Here are some no-cost to low-cost employee training solutions you can put in place. Some of these you already have through licensed software like Microsoft 365. You can give employees the knowledge they need to complete their work, improve their skills, or learn key information so they can improve their performance in the workplace.

1. Create a “cheat sheet” with screen-captured images

Programs: Microsoft Word, most web browsers, ShareX, Nimble Screenshots, Screen Shot Pro

Let’s say you’re trying to show an employee how to add an image into a document, but you’re not able to show them in person. And, the information is something that other employees may need to know, too. Creating a one to two-page “cheat sheet” will provide a fast reference for anyone who needs to learn how to do this task.

Typing up a step-by-step cheat sheet of instructions is as old as, well, typewriters. Today, grabbing screenshots of each step in the process and adding those images to the cheat sheet is easily done with just a few keystrokes.

To capture what you’re seeing on your computer screen, hit Ctrl+PrtScr on a PC or Shift+Command+4 on a Mac.

You can use these keystrokes for almost anything you’re documenting. But, there are a variety of browser add-ons that make it easier if you’re documenting something on a web browser. Nimble Screenshots, ShareX, or Screen Shot Pro (an app for smartphones) are all integrations that will take a screenshot when you click on their icon at the top of the browser (in the menu bar). You can explore these and learn how to integrate them by Googling their names and going to their websites to view all the details.

Once you have grabbed a screenshot of what you want to add to the cheat sheet, paste it into the document next to or underneath the written instructions. Use the program’s image editing function to crop and resize the screenshot to exactly the size you want.

2. Video Capture Your On-Screen Training

Programs: Microsoft Teams, Zoom, OBS Studio, Flashback Express, ShareX, Camtasia, SnagIt

In some cases, a static image screen capture doesn’t do the best job of explaining a process. Video capture allows you to record the process on your screen in real time and save it for employees to play back when they need to reference that task.

Free or low-cost video capture services make this process easy and affordable.

If your organization has an Office 365 enterprise subscription, you likely have access to Microsoft Teams, a collaborative app that combines messaging and video conferencing. If you’re not using Teams, but are using a third-party video conferencing app like Zoom, you can still capture that live training. These apps have a “record” button and you can record a training session. For best results, start recording after all the introductions have been made and just before you begin the training.

Now, not every company uses Zoom due to security concerns. A better option, in that case, would be to record the training session using video and screen capture software like Camtasia or SnagIt. These are high-quality video capture and editing tools and involve a small investment of $100 to $300.

3. Look for Ready-to-Use LMS Tools

Programs: iTunesU, Forma LMS, Moodle

iTunesU really raised the bar in the learning management system (LMS) space and it’s a great resource for organizations. Trainers can create presentations using images or video and distribute them through the platform to anyone who needs the information, whether they use a PC or a Mac. Depending on the system your organization is using, iTunesU may already be installed.

A number of open-source LMS offerings are out there too, and organizations can create training courses for little to no cost.

4. Create a Central, Accessible Repository of Training Information

I regularly recommend that my clients create a central location to save their training documentation. Whether that’s a folder on the organization’s shared server, or a complete LMS based in the cloud. it doesn’t matter where you host this documentation, as long as employees are able to find and access training materials when they’re needed.

Having a central knowledge bank is a key element of employee training resources for many companies. There’s even a marketing term for it: knowledge-centered service (KCS). A surprising number of companies do not have a central location for their training documentation. Instructions, handbooks and training videos may be scattered around the company on individual hard drives, hidden away on defunct servers, or just plain don’t exist.

If your organization is just getting started with creating training courses or documentation for employees, make it a priority to document tasks so they can be quickly referenced by employees who either need to learn how to perform those tasks or need a refresher.

Creating a central training repository is not difficult. Designate someone to create and manage the location. Call in all training documentation held by every person in the company. Then, start filling in those knowledge gaps — using the software that your organization has already licensed.