Is Bad Content Management White Collar Crime?

In the last few weeks, four different people have asked me about content or knowledge management systems. This made we wonder why all the interest in content or knowledge management system when they have been around for many years. I listened to the various stories and motivations to developing a better system. The reason ranged from:

• People leave the company and the next person is not able to find previously created work.
• There is a need to rapidly develop training and adapting already existing material is quicker if they could only find the material.
• People are trying to find the latest media (especially logos) created by various people and they are not sure where to locate them.
• Companies want to change something in one location and it be changed everywhere, but do not have the tools to accomplish this task.

These problems have always been around for lots of years. Back in 2001 when I first helped build a knowledge management system for a hosptial, we had to use folders and a SQL database, because we could not afford an enterprise content management system. In 2004 when work for an aviation company we purchased a LMS/LMCS that was cutting edge at the time, but is outdated now. Many companies did the same thing. Now those systems are outdated and new trends like social media, collaborative learning, and the cloud are making content or knowledge management more challenging. Now working for a Fortune 500 company the need is even greater. Let's explore what has have occurred in the last 10 years to make content management systems essential. Now there are:

• Fewer people doing the work and with layoffs poor content management makes locating material worst.
• Less people, doing the work which makes it more important to repurpose material when possible.
• Collaboration or social media is popular, but this can make locating content more difficult. 
• Storage space is cheap and companies want to go paperless, so people tend to keep everything digitally.
• When content management is poor people want to keep assets on their computer hard drives (so they can find them), which makes content management impossible.
• Companies have several content management systems, which do not talk to each other. For example some companies have:
• Content management systems for their websites (ex. WordPress)
• Documents management systems (ex SharePoint)
• Learning content management systems (ex. OnPoint)
• Enterprise content management systems (ex Alfresco)
• Training authoring systems (ex Lectora)

As I thought about  content managment I knew why people were struggling and thinking if I could help them find the right tool things would be great. I knew having a content management tools without the 3 P’s (people, procedures and process) does not work.

In Part 2 - we will talk about how to implement the 3 P’s (Processes, Procedures and People) to develop a content or knowledge management system that works.

PowerPoint Virtual Training Secret Weapon

Many people feel that using PowerPoint (PPT) to develop training is so behind the times. But I think we need to look at this tool with new eyes. Many of the new authoring tools either use PPT as their backbone or offer the ability to import slides into their software. I think that starting with PPT to begin virtual training is a smart idea that blends speed, ease-of-use, and cost savings, which are some of the things I want.
I asked myself am I the only person who thinks this, so I decided to do a little research. I came across one article written by Tom Kuhlmann on October 3, 2007 called What Everybody Ought to Know about Using PowerPoint for e-Learning and another Called Authoring & Delivering E-learning by Using PowerPoint Files written on March 8^th, 2011 by the Advanced Distributed Learning Initiative that assured me a few people hold my opinion.

Let me explain how you can take one PPT presentation and repurpose into a least five different types of training. Make sure your PPT (usually 10-15 slides) has navigation at the top for mobile devices. Also do not use high resolution graphics that will slow downloading. Additionally, be aware of the font size and graphic detail when they get converted to 10 inch or smaller screen.

Here are the five different types of training from one PowerPoint:

1.    Virtual training class that you deliver in a webinar format

a.    Make sure you record the session, so you can put it on your LMS as a course

b.    Keep the session to around 20 to 30 minutes. I wish the webinar’s I attend would permanently kill the 60 minute webinars. I digress.

c.    See what questions you get during the webinar, because you might need to clarify your content.

d.    Correct any information that you discovered might be incorrect or confusing.

2.    Collaborative learning material that you can now post to a social business site like Jive, Yammer or SharePoint. Now you can continue discussion after the webinar.

a.    Invite discussion by asking SME and others to come and comment on the content.

b.    This also allows people who could not attend the webinar to learn about the topic from others through discussion.

3.    On-line training for desktop or laptop

a.    Take your PowerPoint and import it into an e-learning tool like Captivate, Lectora or Articulate (to name a few) and convert it to a course that can be deployed to a desktop or laptop through a LMS.

b.    Add knowledge checks, games, or widgets to make it more engaging.

4.    Convert to the PPT to a mobile course by using many times the same software used to develop the desktop or laptop course.

a.    We have not decided what mobile authoring tool we are going to purchase. Lectora and dominKnow have released a mobile HTML5 tool and Storyline and Adobe Edge have beta version out.

b.    Creating a PPT allows us to have content/courses developed, so when we decide we can import and quickly develop the courses.

5.    Instructor led training for a workshop or seminar

a.    Now this presentation will have games, widgets and other assets if presented after the OLT version.

A few other advantages of using PPT to begin the development process are:

1.    This application is easily available on most computers whether Mac or Windows.

2.    Giving a template to a SME saves time and money, because they can populate the content easily.

3.    When it is time to maintain the content you can give the PPT to a SME for them update the content.

4.    If you decide to change authoring tools you do not have to start completely over, since you have a proprietary source file.

a.    With the cost and complexity of e-learning authoring tools you tend to not want to change software, because you have to start from scratch to develop the course.

b.    You would not have to purchase so many expensive e-learning authoring licenses, since some people could just import the PPT, create the interactivity and voice.

Tell me what you think in the comment section. Do you think there other ways to use PPT with virtual training or scrap the tool?