Office 2007 Training Reflections

on the job, training

We completed our Office 2007 training (about two weeks ago). It was a smash hit! Here are a few the challenges we faced and our solutions to them.

Challenge #0: I cannot train everybody by myself.
Solution #0: Deploy O07 in advance (two months) to two power users and recruit them for the “training team.” My team was invaluable! Thanks Lorna & Kent! We met about three times and brainstormed the solutions below.

Challenge #1: We have no computer lab in which to train this many users.
Solution #1: Train users at their desk computers.

Challenge #2: I cannot teach users dispersed throughout the building when I can only be in one place at one time.
Solution #2a: Employ users to teach other users. Divide users into groups of three for the experience portion of the training. Employ the “training team” (of power users) to be available to answer questions. Have all three users travel to each user’s desk to accomplish the training exercises. For one iteration, the user is driving at his or her computer. For two iterations, the user is observing/instructing the other users at their computers.
Solution #2b: Use a two-fold teaching method—first, exposure (classroom time); second, experience (user repeating steps seen in classroom).

Here is a rough outline of our schedule:

1. 08:30 – Classroom training on Outlook
   1. Watch “Up to speed with Outlook 2007” video
   2. Walk through the “mission” instructions
2. 09:00 – Outlook Mission (listed below)
3. 10:00 – Classroom training on PowerPoint
   1. Watch “Up to speed with PowerPoint 2007” video
   2. Walk through the “mission” instructions
4. 10:45 – PowerPoint Mission
5. 11:30 – Lunch together
6. 12:30 – Classroom training on Word, Excel, Publisher
   1. Watch “Up to speed with Word 2007” video
   2. Watch “Up to speed with Excel 2007” video
   3. Do a directory format mail merge with Publisher

Without knowing it, we utilized spaced-repetition. The Microsoft training videos are about 7 minutes and each of them touched on “The Ribbon.” By the end of the training time, everyone knew exactly how to add a button to the Quick Access Toolbar! These solutions were brilliant! It provided an opportunity for the user to 1) observe, 2) do, and then 3) instruct.

Outlook Mission
Here is the Outlook Mission. Keep in mind that before releasing users to go do this, I showed them how to do each step in the classroom setting.

You have approximately 45 minutes total for all members of your team to complete the following tasks.

Here is your mission:

1. Change the window color from blue to black (hint: you’ll need to start a new message or open another Office program to do this)
2. Add the Print button to your Quick Access Toolbar
3. Send a message to all of your teammates (yeah, this one is a “gimme”! but, did you click Paste before you clicked Send???)
4. Search for all messages with the word Bethel
5. Schedule a meeting and invite your teammates to it.
6. Have teammate #2 propose a new time for the meeting.
7. Have teammate #3 accept the newly proposed time
8. Post a message to the O07 Public Folder (hint: it’s the same folder as this message)
9. Change your Outlook Reading Pane view to “Right”
10. Add the Office Intranet to your RSS Feed (bonus points for also adding “The Sower”)
    1. Office Intranet Feed: http://office/?feed=rss
    2. The Sower Feed: http://sower.bethel-church.org/?feed=rss
    3. (hint: click on the link and look for the “Subscribe to Feed” link on that page)

Dave Stone @ June 15, 2007