Training documentation software is a modern repository of everything around training. Be it training manuals, employee handbooks, guidebooks, presentations, video documentation, or anything else, it’s one true knowledge base for the whole organization.
Take a look back to the past few years and compare the way you studied back in that time with the way today’s kids are studying. The educational system has transformed to digital and everyone is more used to an online format over the classic physical format. Due to this, the widespread adoption of digital tools for educational needs has increased.
The world is moving towards remote learning and virtual classrooms. Not just this, organizations have started using digital training for their employees. Let’s look at exactly what it means and then figure out why you need it and which tools will be best for you.
In layman's language, training documentation software is a modern repository of everything around training. Be it training manuals, employee handbooks, guidebooks, presentations, video documentation, or anything else, it’s one true knowledge base for the whole organization.
These tools also allow the creation, editing, and distribution of training documentation to employees. Doesn’t matter if you have worked on an onboarding manual or a feature guide, all the training docs can be found and updated on this tool, as and when needed. When everything is in a centralized location, it’s easier for all employees (especially new hires) to grasp what everyone is up to and ensure they all are on the same page and don’t feel lost.
Overall, training documentation software is the foundation of a strong company knowledge base which aligns their employees and keeps them on the right track to achieve the organization’s goals.
First of all, high five on the decision to adopt training documentation software in your organization. We’ll make your tool hunting a lot easier if you just keep on reading.
With so many options available in the market, it’s easier to get confused, and finding the right fit can feel like searching for a needle in a haystack. To make it all easier, we’ve got just the right playbook for you. Let’s look at what you need to consider and the questions you need to ask before choosing a software solution.
Before anything else, start with a simple question - “What do I REALLY need from this software?”
If you don’t have an answer ready, try asking more questions - “Do I want to create, distribute, or both?”, “Do I want to craft solutions (authoring tool) or distribute solutions (knowledge management software)?”
Think of it as ordering a pizza and then deciding if you want just a pizza or a full meal deal. Accordingly, you can choose either specialized tools or comprehensive programs.
Also, have a vision of the tool you are going to use. Is it sleek and simple or a full-on interactive training experience? When you have these answers ready, you will have better eyes while shortlisting a tool from the available options in the market.
Think about where will you place your training manuals and who will be the creators of them. Will a team of training experts work on it or just regular employees (non-IT wizards)?
When you ask these questions, you will know if a complex solution is worth the investment or if simpler solutions are your best bet. Sometimes a user-friendly tool is just what an organization needs but some of them cannot benefit from it and would require an A to Z detailed training tool.
Take a look at your books and list down the tools that you are currently using. Do you already have a learning management system (LMS), knowledge base, or wiki software?
If yes, then the new tools you use should go well with your current software. If you miss out on reflecting on this point and go ahead with choosing your tools, you might be in for a bumpy ride. When you understand that integration is key, your new software can help you boost your training plethora.
Here comes the most important part - what can your organization afford? There are plenty of options available in the market but you can take a call when you choose a tool in terms of what will NOT make your wallet cry. As they say, ‘Don’t spend more than you have to’.
Like in regular life, we balance our needs, same thing has to be done when choosing a tool. So, take some time, research well, do your homework, and then make a plan of which tool to purchase that can make your training process a cakewalk.
Now that you know the questions you have to ask yourself before searching for a tool, let us take you through what to look for when you are searching for a tool. In the fast-paced world, staying ahead of the curve is a challenge and to beat or right, you need to invest in a tool that gives you maximum output.
One by one, we’ll list down the main features that you can look for in training documentation software that can help you get a competitive edge in the market.
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The most basic requirement of anyone using a training documentation software is that it can host all docs in one place which ensures consistency throughout the organization. This way, no one in the organization will go through confused messaging, mixed-up details, etc. when they use the training docs. In short, rather than having multiple places filled with multiple docs, it's better to have one centralized training repository that is updated from time to time.
Remember the old-school technique of spending time and money on endless printed handouts and in-person sessions? The tool you choose will let your team access everything online which will cut down on costs and free up time that can be productively used for more strategic requirements. Sounds great, isn’t it?
When you look for a training tool, ensure that the tool that you choose can give you more than just a place to store documents. It should also be able to tell you every employee’s progress, completion rates, performance, etc. This can be possible if the tool has the necessary analytics and reporting tools. Once you have access to the analytics of the training repository, you’ll be able to make data-driven decisions more confidently.
You can bid adieu to the monotonous process of going through tons of files and emails, finding the right folder, and renaming it in a sequence. The tool you choose will be the centralized hub for all your materials in an easy-to-access spot. It’s like a cabinet that’s always clean, organized, and just a click away.
Training documentation software should be enabled to grow the way your business wants to grow in the future. What seems fine right now might not suffice your business as the organization grows older. Your tool should be able to accommodate the needs of the evolving market and your new hires, hence should be top-notch so that it fits your needs no matter how big you grow.
We know you must have already covered it but choose a software that is modern enough to cut the feeling of those old & long boring sessions. This includes interactive content such as videos, quizzes, virtual labs, etc that can turn a learning experience into an engaging activity. After all, “All work and no play makes Jack a dull boy!”
Every person is different, hence every learner is different. Like they say, ‘You can’t teach a lesson to two different students in the same way.’ This is exactly why training tools need to adopt AI-driven adaptive learning that can help personalize training material for each learner. This technology adjusts to each learner’s needs, ensuring everyone learns best out of the training material.
Nowadays, people spend way more time on their phones than on their desktops. Given that smartphones have already transformed the world of education, keeping training docs handy on a mobile can be a total game-changer. Whether your employees are in a coffee shop or a plane, they can access training docs from anywhere in the world.
Imagine a teacher coming in and just blabbering information to the students and leaving. Compare it with a second teacher who interacts with the students, does a Q&A session, gives instant feedback, and makes learning a fun experience overall. Your training experience on the tool has to be like that second teacher who motivates learners to stay on track.
In today’s world, it’s not just smart, but also essential to invest in training documentation tools. When an organization is equipped with the right tools, they are already on its way to outpace competitors who are still stuck on the old ways of training.
With so many training documentation tools in the market, finding the right one can feel like a daunting task to do. Fear not! We’ll take you through a roundup of the best options to create, manage, and distribute training docs like a pro.
Documentations.ai is a tool that can help you create super easy tutorials, guidebooks, & video tutorials and even help you choose voiceover for the same. Not just this, it also helps you host, manage, and edit your training documents as and when needed. These features collectively enable simplified onboarding, documenting processes, enhanced team collaboration, etc., and transform your training workflow.
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Trainual allows you to create a streamlined Learning Management System (LMS). Think of it as your personal training assistant who keeps track of who’s completed what and when. It’s like having a training GPS in the system that shows a graph of every employee on their learning journey.
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Imagine an assistant that whips us step-by-step guides in a flash and simplifies the creation process by 10x. The only difference is that this assistant is digital and better, as it uses AI to simplify your creation and updation and even enables you to add custom branding and redact sensitive information with intelligent blurs.
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TalentLMS ensures your trending documents are as sharp as a tack! It offers an intuitive interface that keeps employees engaged and simplifies onboarding with multilingual options, making it apt for global teams. Over and above this, you can also roll out surveys to gauge how your training material is received.
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This is your secret weapon, especially when it comes to onboarding new employees. You can start by setting up personalized training paths and keeping track of progress in real-time. iSpring Learn ensures all new hires start with a strong foundation and confidence.
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Note: Select plans available for freelancers and academic users as well.
Formerly EdApp, this tool is your armor to fight ineffective courses and bumpy learning tracking. With over 80 templates and power analytics tools, Safety Culture makes training courses as easy as pie.
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If your priority is just to create engaging training material for your employees, this is the tool for you. With their WYSIWYG editor, your manuals can start to look like an interactive craft book that everyone wants to open and read.
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Ah! Long list, isn’t it?
To summarize, if you're looking for just the right features for your organization, first of all, list down your needs and then start tool hunting. Doing so will help with the first round of shortlisting training documentation software tools. Then sit with your team, read through customer reviews, and look for actual people who have used the tools and use their inputs in your evaluation.
Whatever you choose, ensure it aligns with your long-term goals and not just short-term solutions. Choose wisely!
If you are still unsure, let us take you through a couple of reasons to feel confident enough before investing in training documentation software.
This training software will be the ultimate playbook that helps you tackle any product-related challenge. Think of it as a cheat sheet for your products and services. This can be utilized for training employees and even when they want to just skim through it for quick information, it’s right there with everything you need to know.
When you don’t have training tools with elaborate training content, you end up spending a lot of time on endless training sessions. In fact, you don’t deliver compressed information to your people and probably bombard them with a lot of information in a non-systematic manner.
With a training tool, you can easily turn a mountain of information into a manageable molehill- quick and easy!
Think of one central library that has everything around training you’ll ever need. This hub hosts valuable resources, technical documentation, cheat sheets, guidebooks, video tutorials, performance analytics, and whatnot! It will not just provide ease of operation but also save time that you spend by tapping the colleagues whenever you need important information.
If you have directly scrolled till here, we’ll cut it short. Training documentation software helps your team understand your organization’s goals, objectives, pain points, tools, products, etc. at a deeper level. It’s a win-win for efficiency and effectiveness!
We’ll not conclude that an organization can’t survive without training documentation software. But in today’s world, do you really want to run an organization that just manages to survive and not thrive for more?
Think again!
It’s all about who stands out in the market with a fire to do more!
1. Can training documentation software be used for remote or distributed teams?
Yes, it can and should especially be used for remote or distributed teams. You can simply host your training material on the tool, track employees’ progress, and keep updating it as and when needed.
2. What are some common integrations for training documentation software?
Some common integrations are Google Analytics, Google Search Console, YouTube, Vimeo, Gravatar, Salesforce and more, depending on the organization’s needs.
3. How does AI enhance the functionality of training documentation software?
AI can help you spot the skill gaps in the organization and help you fill them.
4. What are the long-term benefits of investing in training documentation software?
Improved training efficiency, skill-level consistency, easier updates, and rollout operations, enhanced onboarding experience, etc. are just some of the long-term benefits of training documentation software.