Make Workplace Training Easier with Visual How-Tos

Are you responsible for onboarding new staff, getting co-workers up to speed on new processes, or rolling out new software? Creating quick visual how-tos is a great solution to get everyone in the office on the same page—even if you’re not all together in one place.

Better yet, adding images into your training can go a long way in helping others understand the concepts you’re trying to teach. By including images in your how-tos, you’re showing instead of only telling, which means there’s less chance that you’ll be misunderstood. Not only will you help avoid confusion by using images, you’ll also save yourself time! Less explaining equals more time back in your day.

Document any workflows you need to train your coworkers on just once (and only once!) by using Snagit to capture the process. Quickly capture images of each step of the task and mark them up using Snagit’s editing features like the step, arrow, or text tools. Next, you can crop and group your captures to create the perfect how-to images.

I’m going to practice what I’m preaching, and show you how to include images in your training with—you guessed it—some good ol’ images. Let’s pretend you need to train someone on how to schedule a meeting in Microsoft Outlook. Since I know adding images to my training will help both the teaching and learning process, I’ve enlisted the help of Snagit.

Snagit helps you capture your process visually. To create my tutorial, I opened Snagit (download a free trial here), took an image capture of my Outlook window (learn how to capture your screen) each time I performed a new step, and then used Snagit’s step tool to number each action I took. The end result? A handy training on how to schedule a meeting in Microsoft Outlook.

TIP: Another helpful approach to documenting a procedure is to record your process as a video in Snagit and then use the frame to screenshot tool in Snagit to ensure you don’t miss any steps. Watch our tutorial to learn how to use this approach for process documentation.

And without further ado, here’s how to schedule a meeting in Microsoft Outlook…

  1. Open Outlook, and click on New Items.
    Outlook How-To Example 1
  2. Choose Meeting on the dropdown menu.
    Outlook How-To Example 2
  3. Add those you’d like to attend the meeting.
    Outlook How-To Example 3
  4. Add a meeting subject.
    Outlook How-To Example 4
  5. Add a meeting location.
    Outlook How-To Example 5
  6. Choose a starting time, ending time, and duration for the meeting.
    Outlook How-To Example 6
  7. Optional: Add a note about what your meeting will cover.
    Outlook How-To Example 7

You may have noticed that I cropped my screenshots. I did that to highlight the important parts of the image. I also used the blur tool to disguise my meeting attendees names. The blur tool is great for hiding any sensitive material in your captures like names, passwords, or other personal information. And lastly, I used the step tool to number each step.

Now, if someone asks me, “How do I schedule a meeting in Outlook?” I can quickly send them this step-by-step training for reference! And when you’re all set putting your visual how-to together, you can send it to anyone for training on demand, so you can avoid lengthy emails and stop repeating yourself.

more recommended stories

%d bloggers like this: