On demand video tutorials aren’t only the province of big business.
Xero and integrated cloud software is frequently updated and improved. While a huge benefit to your business, it’s challenging for small businesses to keep their staff training up to date. Writing training manuals is laborious task. So how do you provide custom training on your business?
If you've done the Xero U training, you will have seen how easy and convenient the on-demand videos are. Leveraging Xero U is a great way to on-board new employees in your business, and teach them how to use Xero. But what happens when you have an integration? How do you train them up on that? How do you help your staff use the integration? How do you document the unique processes that only your business has?
By creating your own video training and leveraging Xero U and existing video training.
When adopting a new Xero integration, staff training increases adoption uptake and staff engagement. Whether it's Tidywork or Vend, if staff can't remember how to create a new client then it doesn't save them time, and it doesn't save you money. We've seen experienced project managers struggling to move away from excel and into using Tidywork. They are so busy doing their job, they don’t have time in the office to attend training sessions. They had questions and it was slow going using a printed guide. So we thought - why not create our own version Xero U just for them? Then they have someone to walk them through the software, using their projects, whenever they need it.
At Bramble and Briar, we start with create a master training document. This should cover everything you want done in the integrated system. It's essentially a lot of headings, with links to all the video content.
If it's how they send out statements to customers from Xero, use a link to the appropriate Xero training video. If it's how to create a new customer in Vend, then link to the Vend training. If it's something specific to your business (for example pushing invoices from Tidywork to Xero) then we film that workflow. We use Screen capturing software, and upload the training to a client training area. When it’s uploaded, we provide a link to that client specific training in their Master training document.
The really important part here, is that it’s easy to update. For example, if you added Stripe as a payment gateway to your Xero invoices, you might want to film how to reconcile the stripe payments . So the next time you do the bank reconciliation, record your own screen, and save the document to the training area. Add the link to your master training document and email the updated link to your staff!
By using your business data, your employees understand exactly how they are to do it. And, they can re-watch it if they didn't get it the first time. You can even encourage your employees to create their own videos– which can be invaluable in job handover or leave cover.
So how do you create your own video training? There are many options at different price points, but we’ve found these to be user friendly and all three have free trials. The biggest challenge is overcoming the fear of recording your own voice. Remember, it’s exactly the same as sitting down with an employee and showing them one on one.
If you want to record your screen and edit it, we use ScreenFlow software to easily record the screen and any audio. ScreenFlow (www.telestream.net/screenflow $132AUD) . It's easy to use and export and is available on for Mac.
Another alternative, which is good screen recording software is Camtasia. It has both a Mac and PC version. (https://www.techsmith.com/camtasia.html $299)
If you want to host training live to employees consider running an internal Webinar. Using Zoom, share your screen and have an internal webinar. You can record the webinar and share for later internal use. (https://zoom.us Free plan for local recording, or $14.99USD for cloud recording).
The days of handing a new employee a welcome pack and printed manual are over. Save your time and money by showing every employee how to do their role. Up to date, on demand, online.