Month: August 2014

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Adobe Captivate: Rescale Imported or Pasted Slides

by Kevin Siegel Follow us on Twitter View our profile on LinkedIn View our videos on YouTube

If you have created a Captivate project and need to reuse a slide in another project, all you need to do is right-click the slide on the Filmstrip, choose the Copy menu item, switch to another (or new) Captivate project, and paste.

Copying slides between projects gets a bit complicated if the two projects are not the same size. For instance, the original project size is 1024×768. The other project is 825×675. When copying and pasting the slides between projects, larger slides pasted into smaller projects will likely get cropped; smaller slides pasted into larger projects will "float" on the larger slide.

There is an easy way to ensure that slides rescale when pasted between projects. First, open the project that will receive the pasted slide. Open Captivate's Preferences dialog box (Windows users, choose Edit > Preferences; Mac users, choose Adobe Captivate > Preferences). From the list of Categories at the left of the dialog box, choose General Settings. Select Rescale Imported/Pasted Slide (the option is deselected by default) and then click the OK button.

Adobe Captivate: Rescale Imported/Pasted Slide

With Rescale Imported/Pasted Slide selected, the slide you copied will rescale to fit the proportions of the active project after you paste. Keep in mind that if the two projects are not proportional to each other, copying and pasting slides between projects will likely yield poor results. For instance, if there are graphics on a copied slide that was sized to 2000×900 and you paste it into a project that is 700×500, the images will scale way out of proportion. When possible, copy and paste slides between proportionally-sized projects (for instance, copying a slide in a project that is 1024×768 into a project that is 800×600 would work well).
 
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Looking for instructor-led training on Adobe Captivate? Check out our live, online, instructor-led Captivate classes.
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Writing & Grammar: Answers to Confusing Words for 100

by Jennie Ruby View our profile on LinkedIn
 
Answers to my Confusing Words for 100 challenge are brought to you by Cathy A. Mackie:
  1. What will the effect/affect of the new restrictions be?(noun)
  2. The new director will effect/affect some changes in the current policy. (verb – exception when effect can mean to bring about or accomplish)
  3. The revisions to the software will effect/affect how we use it. (verb)
  4. How will the new functions effect/affect our template?(verb)
  5. What effect/affect will the new interface have on our compliance initiative? (noun)
  6. The change is to/too difficult to explain over the phone.
  7. I want to upgrade the operating system, to/too.
  8. The file is to/too large to fit on my flash drive.
  9. The goal is to/too enhance functionality without increasing costs.
  10. To/too encourage use, we will offer to/too/two new incentives.
Other correct answers came in from Tara Allen, Gail Kelleher, Geri Moran, Ginny Supranowitz, and Kay Honaker. To the many, many respondents who missed number 2, note Cathy's comment: Effect can sometimes be used as a verb meaning to put into effect. If you think of the verb affect as meaningchange, it becomes clear that The new director will change some changes in the current policy doesn't quite work.
 
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Confusing Words for 200
  
Let's tackle two more sets of confusing words: than/then and adept/adapt/adopt.
  
Than is for comparisons, then is for sequence.
  
Adept means skilled, adapt means to alter for a particular use, and adopt means to take as your own.

  1. The Washington Monument is taller than/then the Capitol dome.
  2. Lunch was later than/then we thought.
  3. The paddleboard is much longer than/then most surf boards.
  4. First we paddled up the creek, than/then we paddled down.
  5. The mouth of the Magothy River is much wider than/then the mouth of the Severn.
  6. The instructors were much more adept/adapt/adopt at maneuvering than/then the beginners were.
  7. We wanted to adept/adapt/adopt the puppy, but first it needed some shots.
  8. How adept/adapt/adopt are you at balancing on a floating board?
  9. You have to adept/adapt/adopt your stance to the circumstances.
  10. Is there some way we can adept/adapt/adopt this oar, which is much too long, for use with a canoe?

Feel free to post your answers as comments below.

***
If you love Jennie's articles, you'll love her classes. Check out some of Jennie's mini courses.
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PowerPoint & eLearning: Create Your Own Characters

by AJ Walther Follow us on Twitter View our profile on LinkedIn

In my three-hour mini session on Optimizing PowerPoint for eLearning and Design, I discuss how to create your own eLearning characters using PowerPoint. Generally I get a few excited students who seem up to the challenge, but most students decide that it's a neat trick that they're going to go ahead and skip. I was happy to see that Tom Kuhlmann recently posted a couple of how-to videos over on the Articulate blog about how to create your own eLearning characters in PowerPoint. I was not alone in creating my own PowerPoint eLearning characters! The how-to videos are good, so I'd encourage you to go check them out. Additionally, I'd like to add some of my own tips about how I create my characters.

Start with a photo. This isn't a terribly difficult task, but you will need to ensure you won't get into any hot water with regard to copyright. Do you remember the Shepard Fairey Obama poster incident? You probably are not creating eLearning characters that will be as high profile as Fairey's Obama, but with so many ways to avoid getting into the copyright soup, why risk it? Here are some options:

In the steps below, I'll create an eLearning character based on this image:

   

  1. Insert the photo on a PowerPoint slide as large as you can. This will help with creating details.
  2. Look at the photo as if it is comprised of layers. Start drawing whatever layer is furthest back. In this photo, for example, if I am leaving out the background wall, the face would be furthest back. The shirt, tie, suit, hair, and facial features would all be layered on top of that
  3. Don't waste time trying to guess skin tones…use a color picker instead to speed up your workflow. Yes, nearly all skin colors will vary from pixel to pixel, but pick your color from a mid-range color of the face. Remember, this is a simplified illustration, not a photo-realistic reproduction. I use Color Cop, but a simple Google search will pull up lots of suitable free options.
      
  4. Use the Curve tool to draw your shapes by tracing over the object in the photo. The Scribble tool will work as well, but will likely lead to more work, as shapes will typically be bumpier and will require more point editing.
      
  5. Don't worry about perfection–you can always go in and edit points (right-click the shape and choose Edit Points).
      
  6. Every time you draw a shape, make sure to name it on the Selection Pane. (To view the Selection Pane, select Home > Arrange > Selection Pane. To rename items on the selection pane, click to select and then click again. Naming items will help you keep them straight.)
  7. Remember, you are working backward starting with the shape that is furthest from you. This means that every time you draw a shape it will be covering the next shape you want to draw. This is where the Selection Pane becomes very useful. Click the eyeball next to your named item on the selection pane to hide the shape. You'll be able to see the photo again, trace your next shape, and then view the shape that was in your way again to check your progress.
      
  8. Group small details as you go. Eyes, for example, have many small details that could easily get "lost." After you have drawn all of the eye's elements, group them together to fix this.
     
      
  9. Speaking of small details, zoom in when working with these tiny details to give you more control and make your life easier.
  10. Use textured fills, gradients, transparencies, and effects where appropriate. For my example I added a textured fill (with an altered color) for the tie, a gradient effect to the nose, shapes of varying transparency to add subtle face contours, and small shadows to the shirt collar and suit lapels.
     
     
      
  11. When you're finished, select all of the shapes, group them ([Ctrl] [G]), and save the group as a picture (right-click > Save As Picture).

Here is my finished product:

 

Character Challenge

It's your turn! Create your own character in PowerPoint and send it to me. It could be a self-portrait or that of a friend, colleague, or loved one. Even better–send me the original photo as well for a fun before and after. We'll feature your creations here next week.

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If you love AJ's articles, you'll love her Optimizing PowerPoint Design for eLearning & Presentations mini course.

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Localization: Training and Development in India

by Jen Weaver Follow us on Twitter View our profile on LinkedIn
 
While it failed to be renewed for another season, the 2010 NBC show "Outsourced" shed a comical light on some of the cultural nuances to doing business in India. Miss the show? Never fear. In this article we'll explore some common cultural facts about Indians and their expectations when it comes to training and development.
 
Test your Knowledge of Indian Culture
  1. Match the old westernized city name with its present replacement.
    Colonial Name
    Current Name
    Calcutta
    Bombay
    Madras
    Mumbai
    Chennai
    Kolkata
  2. What two world religions were born in India?
Quick Tips for Training & Development in India1:
  • Resist the urge to change "Indian" to "Native American" out of political correctness. Aboriginal tribes in North America are Native Americans, and individuals from India are Indians.
  • Hindi is the national language, although English is extremely common especially given the high volume of U.S. jobs outsourced to India presently. Depending on your audience, it's likely you won't need to translate training materials, but pay close attention to learner retention and quiz scores. Students learn best in their own language. If your trainees aren't scoring as well as their native English-speaking counterparts, you may want to pilot translated materials to see if results improve.
  • Most Indians are Hindu, a religion that supports their social caste system. Many Hindus are vegetarians and won't wear leather, as cows are regarded as sacred. A smaller percentage of Indians are Muslim and do not eat pork. Keep this in mind when selecting meals, attire, and images or examples in your training materials.
  • If you're training on location in India, be sure to drink bottled water and avoid eating raw produce that is at risk of being contaminated. Many travelers face digestive issues from overindulgence in spicy food, so come prepared with necessary medications. The last thing you want is to search for a pharmacy in the middle of the night in an unfamiliar country.
  • When it comes to decision-making, objective facts are less persuasive than appealing to individual feelings and religious beliefs.
  • Relationships are more important than vocational experience; however, higher levels of education are still highly valued.
  • Another common cultural norm is fatalism–the belief that all events are predetermined and, therefore, inevitable. This contributes to passivity in decision-making and a casual approach to time and schedules.
  • Male chauvinism abounds, and women do not have equal privileges. If your training team includes female instructors, be mindful that this may impact learner receptivity. Also, orthodox Muslim men will not touch women. To be safe, it's ideal to wait for the Indian representative to offer his hand to shake. The word "Namaste" is also an acceptable greeting as a replacement for shaking hands.
  • Standing with your hands on your hips is seen as angry and aggressive. Pointing with your finger is also rude, and you may notice many Indians pointing with their chin instead.
  • Never point your feet at someone, as feet are considered unclean. If your shoes or feet happen to touch another person, be sure to apologize.
  • Black and white are deemed unlucky colors, while green, red, and yellow are considered lucky. These are good perspectives to keep in mind when branding training materials or selecting gifts for Indian counterparts.
 Trivia Answers:
  1. Mumbai is the present name for what was once Bombay. Chennai is the present name for Madras, and Kolkata is the present name for Calcutta.
  2. Hinduism and Buddhism.
 References:
 
1Morrison, Terri, & Conaway, Wayne A. (2006). Kiss, bow, or shake hands (2nd ed.). Avon: Adams Media.
 
***
Developing international training and development materials? Contact Jen at Carmazzi Global Solutions.
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Adobe RoboHelp: Get the New Responsive Layout

by Willam Van Weelden Follow us on Twitter View our profile on LinkedIn
 
One of the hottest new features introduced in Adobe RoboHelp 11 is Responsive HTML5 layouts. The Responsive HTML5 output dynamically changes the way the content is presented based on the device the reader is using. For example, while a reader on a desktop might see a traditional table of contents on the right side of the page, someone using a smart phone will see a table of contents that is optimized for touch: 
 
Adobe RoboHelp: Two responsive layouts.  
 
Responsive HTML5 output uses Screen Layouts, the skins for HTML5 output. With these skins you can control how your output will look for your users.
 
If you have used Responsive HTML5 before, you may have seen the following layout in the gallery:
 
Adobe RoboHelp: Old Gallery  
 
The image above shows the Responsive Layout as it was delivered when RoboHelp 11 was released. You'll be happy to know that Adobe released an update of this layout with the RoboHelp 11.0.1 patch.However, even if you have installed the patch you may still be using the old layout.
 
While Adobe provided instructions on how to manually install the new Responsive HTML5 layout, they are hidden away in the release notes and you likely missed them. If so, here they are:
  1. Close RoboHelp.
  2. Using Windows Explorer, search for%appdata%\Adobe\RoboHTML. 
    (The RoboHTML folder hidden within your AppData folder opens.)
    Adobe RoboHelp: Searching for the RoboHTML folder within AppData.
  3. Rename the folder 11.00 to 11.00_old.
    (A new 11.00 folder will be created when you restart RoboHelp.)
  4. Start RoboHelp.
You can now use the improved Responsive Layout for your output:
  
Adobe RoboHelp: New Responsive Layout.
 
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Looking to learn RoboHelp? We offer a live, two-day online RoboHelp class once a month. Feel free to contact us to learn other ways to meet your RoboHelp training requirements.
 
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Writing & Grammar: Answers to Interruptions

by Jennie Ruby View our profile on LinkedIn
 
Answers to my interruptions challenge are brought to you by me. I found that there was no consensus on number 2, that many people wanted to put parentheses in number 3, that many people just wanted to rewrite number 5, but that everyone agreed that on number 6, (see Appendix B) belonged inside parentheses.
 
My answers follow the Gregg Reference Manual, but unless you put any punctuation in number 4, I can't bring myself to call any of the other answers out and out wrong, given that so many writers use parentheses more widely than grammar calls for, and that whether something deserves emphasis or de-emphasis is a matter of opinion.

Thank you to the winners: Anna Todd, Karyn Highet, Lisa Stumpf, Susan Czubiak, Bobbi J. Stonskas, and Geri Moran. 

  1. It is very tedious, in my opinion, to type on a flat screen. 
    [independent comment-commas]
  2. The blog–even after the extensive upgrade we purchased last quarter– was still slow to load on mobile devices. 
    [emphatic, dramatic, long, and on a slightly different topic-em dashes]
  3. The most widely accessible option, according to the magazine, is still the print version.
    [independent comment-commas]
  4. The company that provides the fastest downloads is still XYZ.
    [relative clause essential to the meaning-no punctuation]
  5. Norman, who arrived at the classroom before the computers were turned on, noticed the change in temperature right away.
    [relative clause nonessential to the meaning-commas]
  6. A more extended listing (see Appendix B) has been compiled by XYZ Press.
    [reference material-parentheses]

Confusing Words for 100

 
The words affect and effect are commonly used incorrectly. See if you can avoid the confusion and select the correct usage. When ready, send your answers directly to me.

  1. What will the effect/affect of the new restrictions be?
  2. The new director will effect/affect some changes in the current policy.
  3. The revisions to the software will effect/affect how we use it.
  4. How will the new functions effect/affect our template?
  5. What effect/affect will the new interface have on our compliance initiative?
  6. The change is to/too difficult to explain over the phone.
  7. I want to upgrade the operating system, to/too.
  8. The file is to/too large to fit on my flash drive.
  9. The goal is to/too enhance functionality without increasing costs.
  10. To/too encourage use, we will offer to/too/two new incentives.

***

If you love Jennie's grammar articles, you'll love her classes. Check out some of Jennie's mini courses.

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Technical Communications: Small Steps to a Giant Leap…

by Tony Self Follow us on Twitter View our profile on LinkedIn
 
Neil Armstrong, the first person to walk on the Moon, was born just twenty-eight years after Charles Lindbergh, who was the first person to fly non-stop across the Atlantic Ocean. In just one human generation, technology had progressed from fabric covered craft (with a speed of 130 mph and a range of 4,000 miles) to a liquid oxygen powered rocket ship that traveled at speeds of up to 25,000 mph (on a trip that covered 500,000 miles).

Technological change is not new, but the pace of change in some fields is breathtaking. Battery technology is one example, and photo-voltaics is another. And of course, technology associated with reading is experiencing a dramatic rate of change.

How do people cope with rapid change in their fields? Neil Armstrong learned to fly in 1945… a time when the sound barrier was considered to be an impenetrable barrier. By the time of Armstrong's first posting as a US Navy pilot in 1950, the sound barrier had been broken, and the first jet fighter squadrons had been formed. In 1957, Armstrong flew a rocket-powered aircraft for the first time. By 1960 he had flown at close to 4,000 mph (six times the speed of sound) to heights of 120,000 feet. Armstrong managed this transition as a pilot by continually learning. Over 10 years, he progressed from subsonic jets, to transonic jets, to supersonic jets, to rocket aircraft. Each step was relatively small, but overall it was a giant leap (to quote a phrase Armstrong later used when he stepped from Apollo 11).

How does Neil Armstrong's journey into space relate to technical communication? Consider that it only took 10 years for us to move from typewriters (1980) to laser printers (1990), from text-only Web browsers (1993) to websites with embedded movies (2003).

The Apollo 11 story can provide another lesson for technical communicators. As the name implies, Armstrong's Apollo 11 mission was the eleventh in a program of 20 missions. The program objective was landing a man on the Moon and returning him safely to the Earth. Each mission was part of a broad strategy… part of a far-sighted plan.

Big projects only reach their goals if they come with a comprehensive plan. Like many projects, there can be hurdles and disasters. The Apollo 1 spacecraft exploded on the launch pad, killing the three astronauts. The next three missions were unmanned flights to test systems. Each mission validated a different system. The unmanned Apollo 5 orbited the earth. Apollo 6 tested the Saturn V propulsion. Apollo 7 was a manned orbit. Apollo 8 circumnavigated the moon. Apollo 9 tested the lunar module, and 10 was a dress rehearsal. In documentation, this might be called iterative development. Unit testing is another IT term that might apply.

For large documentation or training projects, an Apollo approach is a good model. Here are some small steps to success:

  • Meticulously plan
  • Set achievable budgets and deadlines
  • Clearly state business goals
  • Develop a content strategy
  • Create prototypes and proof-of-concepts
  • Test and choose the right tools
  • Keep learning
  • Encourage your team
  • Continually check progress against the plan

and… most important…

  • Think big

Looking back, you'll see how those small steps became a giant leap.

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eLearning: Creating Fresh, New eLearning–Backward!

by Jennie Ruby View our profile on LinkedIn

So you've been asked to create a snazzy, new eLearning lesson, but the raw material you receive from your subject matter expert (SME) is not ideal. Maybe you are given content that's just not ready to be used for eLearning. Perhaps your subject matter expert has provided content that's so technical that the intended audience won't be able to understand it. Maybe the audio you've been given is an exact match for the slides in the PowerPoint deck (something that's an absolute no-no).

In these situations, moving forward and creating eLearning may be exactly the wrong direction to go. To create meaningful, effective eLearning, you may need to go backward and start with some basic instructional design.

Every course that you create should start with this basic question: Who are you training to do what, under what circumstances, and how well?

When we ask a SME, who is an expert on the subject, but not a professional trainer nor a writer, to write training objectives, we are likely to get something like this:

Going forward, ABC Company has a need to enhance the development points and key measurables supporting full implementation of our widget fulfillment mode operationals.

Reading this tells me just one thing: It's going to be a long afternoon.

Here's an idea for getting the training objectives from the SME: have the SME write the quiz. Make sure the SME knows to include only the most important points from the lesson. Ask for something on the order of 10 questions for a 5- or 6-minute unit. (A quiz of no more than 10 questions is an ideal length for an eLearning lesson that plays for approximately 5 minutes.) Once you receive the quiz from the SME, review it with the SME to make sure it contains the most important points of the lesson, that you understand all the points, and that no major points were missed.

Then shamelessly design the training to teach to the quiz. Teaching to the quiz is considered bad form in the world of K12 education. But in the workplace, it may just be the best way to get the learners from point A to point Z.

As you now review that PowerPoint deck the SME provided, or chug through the 2-hour webinar, grab those slides and chunks of phrasing that address the quiz points. And put your eLearning together from there.

Ironically, instead of taking the SME's materials and moving forward, we are now actually starting at the very end–the quiz–and building from there.

Try this on one of your up-coming projects, and let me know how it goes!

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If you love Jennie's articles, you'll love her classes. Check out some of Jennie's mini courses.

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Localization: Training and Development in Greece

by Jen Weaver Follow us on Twitter View our profile on LinkedIn

Ah, Greece. Financial troubles aside, this country is known for fantastic food and beautiful Mediterranean beaches. Kick back at your desk with some fresh olives and feta as we explore common cultural facts about the Greeks and their expectations when it comes to training and development.

Test Your Knowledge of Greek Culture

  1. What board game is considered a national pastime?
  2. True or False. Aristotle was Plato's teacher.

Quick Tips for Training & Development in Greece1:

  • Greeks tend to be physically and emotionally demonstrative. It's customary to hug, kiss, or show other signs of physical affection to friends and loved ones in public. Don't be surprised if your Greek counterparts breech your personal space bubble.
  • Surprise, surprise, Greek is the official language in Greece and is written in the Greek alphabet. Romanian, not English, is the second most commonly spoken language, so be sure to come prepared with translated materials–and likely an interpreter–when training in this culture.
  • For business meetings, it's ideal to have your business card translated, English on the front, Greek on the back, and present it to your counterpart with the Greek side facing up.
  • Objective facts will not take precedence over subjective feelings or ideological beliefs. As such, it's important to establish relationships before attempting any negotiations or drastic changes within an organization. Group consensus is huge in this culture.
  • An individual's social position gives security and structure to the individual, so be mindful of social cues in public interactions or business meetings. For example, the senior members of a group are typically afforded higher levels of respect and are served first at meals.
  • It is not necessary to set an ending time for appointments as it's considered more important to complete the objective or build a good connection than to end the meeting promptly. Always arrive on time for meetings, but your Greek counterparts will likely have a more relaxed view of punctuality.
  • Older generations of Greeks signify "no" with an upward head nod. This can be confusing as many members of the younger generations have started using the American head movements to indicate "yes" and "no." When in doubt, clarify their response.

Answers to the Questions from Above:

  1. Backgammon.
  2. False. Plato was Aristotle's teacher.

References:

 1Morrison, Terri, & Conaway, Wayne A. (2006). Kiss, bow, or shake hands (2nd ed.). Avon: Adams Media.
 
***

Developing international training and development materials? Contact Jen at Carmazzi Global Solutions.