Software Training: Make the Case

If you use software programs at work, you probably feel that there's a lot the programs are capable of – if only you knew exactly how to take advantage of it. Every end user would love to know shortcuts, tips, and the most efficient ways to use their programs. But, the distractions and deadlines of day-to-day work life don't leave much time to be curious or to "play" with software programs.

Yet, many users of enterprise software are left to learn their tools "on the job". That can be incredibly frustrating because when you're on the job you're hardly in a relaxed learning mode – you have deadlines to meet. As a result, you might feel disconnected from the tools available to you. Even tasks that you used to enjoy or be efficient at can become onerous if you aren't confident in using the new tools to accomplish them.

If you relate to this experience, then this article will equip you with facts and rules of thumb that will help you find and recommend the best training for you, for your group, or for your organization.

Does Your Boss Know?

If you've been having difficulty convincing your manager that you and your coworkers would benefit from training, then data from third-party research firms may help. Research by a large analyst firm show, that end users who receive training achieve more with their tools much faster. In fact:

• An untrained end user may require up to 22.5 hours to acquire the same skill level that it takes a trained employee just 5 hours to master – and that's 5 hours including training.
• For every hour of training, end users require 0.5 hours less help from peers and support desks compared to untrained users.
• For every hour of training, end users spend 0.5 hours less time finding and correcting errors versus untrained users.

So, if you received a one-day training course, you would likely be four times more productive with the software tool, and you'd need much less ongoing support from your help desk, manager, or coworkers.

It will also help you make the case for training if you have done some research into what kind of training is available and which options would be best for you and for the team you work in. Consider the styles of training available, who is providing the training, how many people at your company will need the training, and whether your company's training budget is generous or modest.

What Will You Need?

In addition to knowing the software and subject areas that you most need training for, you'll need to assess the style of training that will work best. Every person learns differently, so when you research the training options available to you it's important to take your learning preferences into account.

Here are some handy rules of thumb for how to choose the right training for you:

If you are looking at training for a group of end users, then you'll need to consider what will work for the majority, as well as what will work best within the organization's culture.

Here are some rules of thumb to help you make the right recommendation:

Who Are the Trainers?

You may have heard the expression that a class is only as good as the teacher. When evaluating the value of software training, you want to consider who is providing the training. Ideally, training will be provided by a dedicated training group that is part of the vendor's company. If the vendor out sources the training to training partners, find out if the partner is expert in that company's software, and ensure that they can show up-to-date vendor certification on the software.

Avoid training sessions taught by product managers or product developers and opt instead for seasoned and certified technical trainers. A good trainer knows the product well but is first and foremost a good teacher who understands how you as a user need to interact with the product and get results from it. Trainers will be willing to provide you with the straight goods on using the product, such as showing you work-arounds to product idiosyncrasies.

Find out what training the trainers receive – are they certified by the product vendor and if so, to what level? How frequently do they retrain? And, what training qualifications do they have?

What's the Budget?

A final consideration when it comes to selecting the right training will be budget. Your organization may already have purchased training when it bought the software, so the first step is to find out what training tools (such as pre-paid training) are already available to be leveraged by users. Your Cognos administrator should be able to direct you to the training options associated with Cognos software. Contact your help desk or IT department for specifics.

When considering the cost of training, be aware that the right fit can be as important as the dollar value of the training. For example, while E-Learning provides a cost-effective method of training, it will be wasted if the user is not self-directed, or is not given the time to spend on self-directed learning.

Role-based training is the ideal place to begin training on a new product. It is typically the most cost-effective way to start using a new piece of software because it focuses on getting users up and running quickly by learning skills specific to the day-to-day use of the product. Cognos offers Role-based Training curricula based on virtually any user role, whether you are part of the initial project team, a Cognos administrator, or an end-user.

You can also find out whether the software vendor offers any convenient training packages or programs. For example, Cognos makes Classroom Training accessible and affordable with the Cognos Education Advantage Card. The card enables any employee in a company to take Cognos training when it's needed, where it's needed. It can be purchased in 25, 50, 100, or 250 days of discounted classroom training and is valid for a full year. If you think your team or organization will need ongoing training on a variety of topics, the Education Advantage Card may be a great suggestion to make to your manager.

How to Get Connected

A wide range of comprehensive, expert-led training is available for your Cognos software products. Start by finding out if your organization already has pre-paid training options. To do so, you can contact the Cognos administrator at your organization, your help desk, or IT department.

• In North America, you may also contact Cognos Education Registration directly to find out what prepaid training options your company may already have. Cognos Education Registration can be reached at: ed_registration@cognos.com; or, 1 800 426-4667 ext. 2263.
• In Europe and other parts of the world, click here to find your country and the contact information for Cognos training in your area.
• Evaluate the quality of Cognos training by viewing more than 10 e-learning demonstrations.
• Find out how Role-based Curricula connects you to your Cognos software.
• Full Cognos training catalogs and schedules.
• Contact a Cognos Education Manager near you.