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Introduction: Who is this eBook for? Chapter 1: Show the Destinations Chapter 2: Provide a Road Map Chapter 3: Remove Road Blocks Chapter 4: Final Thoughts Thats it!
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Tell me and I forget, teach me and I may remember, involve me and I learn.
Benjamin Franklin
So if your focus is eective training (instead of fancy training), then a great training program, that is also practical, is denitely attainable.
If your team just watches you navigate through Salesforce, theyre not learning most likely theyre spacing out. They need to be in Salesforce because its only when theyre in Salesforce that they really start to formulate questions and pay attention. Harvard Business School Professor, Clayton Christensen, has a terric insight as to why that is so important: When we ask a question, it is as if we put a Velcro pad in our brain where we need the answer. When the answer is then delivered, it sticks itself to the Velcro right where it is needed. So the keys to eective training (and learning): get your team using Salesforce, get them asking questions, and give them answers.
So go through and show them the awesome things Salesforce can do, and explain why its invaluable to your nonprot organization.
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Live demo
Easy to lose their attention when things dont work out or it takes more than a couple minutes to do
Slide Presentation Gives them something Can be dry, and they can reference later people get tired of and/or handout
on; standardizes your reading slides training for consistency Keeps it lively with the demos, and the slides help you stay focused and consistent
Combination
A combination of both live demos and PowerPoint slides is a great way to go. Take screen shots of the destinations for your slide presentation, and just make sure everything works for the demo. Note: If you want to avoid demos getting out of control, record the demo portion beforehand and then just include the recording in your presentation.
Pragmatic tip:
If you arent always available to personally onboard new users or do ongoing training, dont make your team wait for you
record your computer screen as you do a presentation of your Salesforce destinations. Give your team a resource they can reference other than you.
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Training tip:
Since this part of training is mostly you talking, dont spend too much time showing o the destinations minds are wont to wander after 15 or 20 minutes.
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PowerPoint - $109.99
Prezi - $4.92/month
Word - $109
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Snagit - $49.95
Clarify - $29.99
Skitch - Free
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GoToMeeting - $49/month
Skype - Free
Join Me - Free
SlideShare - $114/annually
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Some tools to record your screen (for demos and/or entire presentations):
Camtasia - $99
Jing - Free
Snagit - $49
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Lets review
Here are the key points for showing the destinations: When introducing Salesforce (or a Salesforce feature/function), show users what it is and why your nonprot uses it. Use screenshots and demos to show what Salesforce does. Make resources like a slide deck and video demos so that your training can be consistent and repeatable. If you can, record your presentation so that users can view it without you having to be involved every time. Explain the big picture and best practices, but do not go into the how of Salesforce tasks.
Action items
1. As an overview for new users, explain what Salesforce is, what it can do, and why you use it, in 3 sentences or less. 2. Identify some of the main destinations users will see in Salesforce. 3. Capture examples of those destinations with screenshots, and put them in PPT, Word, or another application so you can reuse them for future trainings. 4. If youre going to do demos, identify exactly what you are going to show and how you will show it. 5. If you have the resources, record the demos 6. If you have the resources, record your presentation for future trainees.
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1. Your team will learn by doing, not watching so let them learn by
actually going through salesforce, following a road map. 2. They can learn (and continue to learn) even when youre not around. They arent dependent on you personally being there for knowledge transfer, which empowers them to do their job. Your team will not learn how to do something in Salesforce by watching you click a bunch of buttons on an overhead projector. They are the ones who need to be in Salesforce clicking the buttons. But going through the motions one time isnt sucient because we all tend to forget how to do an on-screen process 10 minutes after we do it. So standing over somebodys shoulder and acting like a back seat driver (click here... click there...) isnt going to be very helpful your team needs something to reference later on that will help remind them what to do. And if you dont give them a resource they can use to learn Salesforce, and then remind them when they forget, you limit what they can do.
The purpose of a road map isnt to avoid speaking to your users. Its meant to oer them help when they need it, and empower them to do their job.
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When you type in a destination to Google Maps, you get a series of directions: Turn left on Lombard Street Turn right on Abbey Road Go straight down Wall Street These directions tell you where to turn, but they dont tell you how, because Google assumes that you already know how to do that. It assumes that you already know the mechanics of turning the steering wheel, applying the brakes, pushing the gas, etc. Well, with your Salesforce users, you cant assume they know the mechanics so your road map will be slightly dierent than a Google map. You have to provide directions (turn left, turn right) and mechanics (heres how to turn left, heres how to turn right).
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Prole (which we would call a destination) the checklist would look something like this: Have an Updated Community Prole Update prole and picture Update work and experience Update community notications Update community chatter notications Update answers notications Having this checklist is great if somebody knows the mechanics because it provides a quick rundown of what a user needs to do to have an updated prole it is very straightforward, and it is easy to scan. In another location, Ill provide a visual explanation of each checklist items mechanics for those users who need it.
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When you use pictures for your mechanic articles, they are easier to read and faster to write which means you can create a lot of articles in very little time.
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The road map format of separating the directions from the mechanics works well for three reasons: 1. Its great for teaching 2. Its great for reminding 3. Its task driven And in your nonprot, you need a resource other than you that can eectively teach and remind others how to perform a task.
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Did you know? Over 80 million users play FarmVille (1/4 of which log in everyday), which means that FarmVille farmers outnumber real farmers in the U.S. by a ratio of 80 to 1.
But if its not practical to personally walk through all the steps with your team for each destination, a road map will eectively get the job done. Road maps will help your team navigate through, and learn, Salesforce.
Dont be unnecessary
I once sat through a 4-hour training to learn basic SharePoint (i.e. folder libraries). We had instructors show a class of 40 people the destinations on PowerPoint, and then personally walk us through each step. It took forever to get through the material. If we had instead used road maps, we could have knocked out a 4-hour training in less than 30 minutes. In the end, it was a huge waste of time. Moral of the story: Training doesnt have to be drawn out, long, and boring. If you can show the destinations and help them get through the road maps in under 30 minutes, guess what youre done. Just because its common practice to waste time in live training sessions doesnt mean you have to do it, too. Dont do unnecessary things that are impractical for your nonprot organization.
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Why make an online road map? These are two examples of online road maps. Youll see two checklists: one for having an updated Salesforce Community prole, and another for sending out an email campaign. Click on one of the line items and youll go to a visual mechanic article.
Manage version control Your workows and the Salesforce interface are going to change over time, and your road map will have to be updated if everything is on a webpage then you just have to make updates in one place and all of the links go to the right information. Create links to more detailed documentation Look at the road map examples in the oating blue box above the directions (i.e. checklist) link out to the mechanics. Easy to do and manage online, not so much in a PDF. Put your documentation anywhere Send somebody a link to your documentation in Chatter, or have your webpage show up right in a Salesforce tab. Easy to do with online documentation.
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WordPress - Free
Drupal - Free
ScreenSteps - $29/month
The example road map was made using ScreenSteps I used ScreenSteps to make the example road maps. ScreenSteps has the image capture tools, image annotation tools, text documenting tools, and web publishing tools all rolled into one so it only took about 20 minutes to create an example road map. Sign up for a demo and Ill show you how you can do the same.
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Tips
Use pictures, not video
Videos are great for explaining high level ideas because there arent really how to instructions involved. So for showing o the destinations, video can be great. But for making road maps, video kind of stinks: Doing voice overs and editing is a pain New users have to rewind to see which buttons were clicked When workow or interface changes are made, updates to the video can take forever Besides, pictures accomplish the same goal of showing the howto (actually a little bit better for scanning and skimming) and are easier to work with.
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Be ready to update
Your road map is not static it is always improving and changing. If your users get lost somewhere along the way, it could be that your documentation isnt very clear or its outdated. If thats the case, x it! Your goal is to create a resource that can be used and reused over and over again. If you make your documentation awesome, then you can just bring in new sta, show them the applicable destinations, give them road maps, and they will be successful with little to no involvement from you.
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Lets review
Here are the key points for making a road map: Break out the directions from the mechanics so that your new users have a place to learn and your seasoned users have a place to be reminded. Use pictures instead of text to explain an on-screen action; visual is always better, especially for new users. Have your users go through road map articles during training and be there to answer questions and coach them. Try to avoid using videos in your road map documentation they are time consuming to make and dicult to watch when learning how to do an on-screen task. Keep mechanic articles short. Put your articles online so that you have better version control, can reference other articles with a link, and share your articles easily within Salesforce.
Action items
1. Write down directions for your nonprots destination. 2. Write out mechanic articles for each direction using lots of pictures. 3. Put your articles online each article should be its own webpage with
a unique URL (easier to share and reference via links if they have unique URLs).
4. Test the road maps out with your team. If people are getting confused,
x the road maps. Create a resource that shows your users how to navigate through Salesforce so that you dont always have to get involved.
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If people run into roadblocks in Salesforce and cant nd an answer, often times theyll give up searching and just do it wrong (or not at all).
Me... I said that.
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Use pictures
Answer the question in the title by capturing a screenshot of each step of the answer. That can result in a lot of pictures, but thats okay! Do it right and you only do it once.
Add text
Add a header for each image and include instructional text when necessary.
the best road block remover in the history of Salesforce. As of March 31st, he has answered over 21,000 questions in the Salesforce Answers community. Thats a lot of beers.
Source: ButtonClick Admin, March 31, 2013
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Lets review
Here are the key points for removing roadblocks: Document your answers to common questions so that you can reuse your answers. Use the question as the title of your road block removing article. Use pictures for each step of your answer. Create your answers on an as-needed basis. When somebody has a question, answer it with your documented answer via link or attachment.
Action items
1. Write down the 10 most commonly asked questions. 2. Write a roadblock article for each question. Use the apps shared in
Chapter 1 and Chapter 2 of this eBook or use your own to take and annotate screenshots for each step of the answer.
3. Next time somebody has that question, send them your roadblock
article.
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And remember if people seem resistant to Salesforce, theyre probably not. Theyre just resistant to change in general. But if you can provide great onboarding, and oer continual training resources, using Salesforce wont be as dicult of a change. And I acknowledge that great documentation isnt a silver bullet to user adoption or poor performance, but when your sta can clearly see what you want them to do, and you give them a road map to get there, the change will be much easier. So start showing your users the destinations, give them the road maps, and remove their road blocks so that they can begin successfully using Salesforce to help your nonprots mission succeed.
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Thats it!
I hope you enjoyed the material in this eBook. Check out the ScreenSteps blog and subscribe so you can continue to learn tips and techniques for onboarding and training Salesforce users in your nonprot organization. Questions or comments, email me: ja@screensteps.com.
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