training – Page 11 – The Logical Blog

December 4, 2013

Adobe Announces a New Solution for Smarter Procedures

Adobe recently announced that they have been working on how to reduce human performance issues, specifically when people are "working through procedures and tasks related to maintenance, operations, servicing, etc."

According to Kapil Verma,Sr. Product Manager, Adobe Technical Communication Products, "Currently, organizations are executing various kinds of step-by-step procedures for doing maintenance, repair or to simply operate equipment. There organizations may be in different kinds of industries e.g. manufacturing, nuclear, telecomm, electronics, just to name a few. However, the execution is done mainly in a paper-based environment and hence, is prone to errors. Sometimes, these errors can be quite costly to the organization."

Verma said that there is a need for a "smarter" procedure execution in many of these organizations and Adobe is taking the lead.

More information.

December 4, 2013

Adobe Captivate 7.01: A True Star

by Kevin Siegel

Smart Shapes were introduced with Adobe Captivate 6. At that time, one of the most often-requested shapes that needed to be added was a Star shape.

When Adobe Captivate 7 was introduced, many developers were disappointed that there still wasn't a Star Smart Shape. Oh the heart-ache… oh the drama. Well, you'll be happy to learn that the drama and the heart-ache are over… and you didn't have to wait for Captivate 8.

Adobe recently released a service patch for Captivate 7 (to 7.01). Last week I wrote about the enhanced lock feature found in the patch. This week, let's explore the Star Smart Shape.

To add a Star, choose Insert > Standard Objects > Smart Shape. The Smart Shapes window will open and you'll find the Star grouped with the Basic shapes (shown in the image below).

Once you've drawn the Star, you can use the Properties panel to change the look of the Star, just like any other slide object. In particular, you'll find a Spikes area on the Fill & Stroke group (shown in the image below) allowing you to change the number of points contained within the Star.

And as with all Smart Shapes, always look for the yellow box (shown at the top of the Star in the image below). Dragging the yellow box further modifies the look and feel of the shape.

If you'd like to see a demonstration of how the new Star Smart Shape works in Adobe Captivate 7.01, check out this video on the IconLogic YouTube channel.

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Looking for training on Adobe Captivate? IconLogic offers multiple live, online Adobe Captivate classes each month including Introduction to Adobe Captivate and Advanced Adobe Captivate.

November 26, 2013

Adobe Captivate 7.01: Twice the Locking Power

by Kevin Siegel

Adobe recently announced a patch for Adobe Captivate 7. The patch offers support for the new Macintosh and Windows operating systems and fixes several bugs. As patches go, bug fixes and expanded support for operating systems is typical fare. However, if you've spent the few minutes that it takes to install the free upgrade, you might have missed some enhancements that are a pleasant surprise (and above and beyond what one might expect to find in a simple patch).

For instance, the ability to lock slide objects has been around for years. All you needed to do was select a slide object and, on the Timeline, click the white dot in the lock column. In the image below, I've added a Text Caption to a slide. The white dot indicates that the object is not locked. I can drag the unlocked object around the slide, resize it, and use any of the groups on the Properties panel.

Adobe Captivate: Object Lock Tool

Prior to the patch for Captivate 7, clicking the white dot simply locked the object and the white dot changed into a lock icon (shown in the image below). While locked, you couldn't move or resize the object nor change any of the object's Properties without first unlocking the object.

Adobe Captivate: Object locked

After installing the Captivate 7.01 patch, there are now two lock modes: fully locked and semi-locked. After an initial click on the white dot, the lock icon is noticeably different from what was seen in older versions of Captivate. In the image below, notice that instead of the standard lock icon that was shown in the image above, the lock icon now includes arrows.

Adobe Captivate: Object semi locked.

The arrows not only appear on the lock icon on the Timeline; the locked object on the slide also displays the semi-locked icon (shown below).

When an object is semi-locked, you cannot change its size or slide position. However, you can make other changes to the object. For instance, in the image below, notice that while the Transform group options aren't available, the options in the General group (Caption and Callout) are both available. In addition to the General group, all of the remaining groups remain available with a semi-locked object.

Adobe Captivate: Properties panel showing semi-locked options.

If you'd like to fully lock an object (just like in the old days), it's a simple matter of clicking the white dot on the Timeline a second time (the first click semi-locks the object; a second click fully locks the object).

If you'd like to see a demonstration of how the new lock feature works in Adobe Captivate 7.01, check out this video on the IconLogic YouTube channel.

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Looking for training on Adobe Captivate? IconLogic offers multiple live, online Adobe Captivate classes each month including Introduction to Adobe Captivate and Advanced Adobe Captivate.

November 17, 2013

Technical Communications: Writer Challenges in Agile and Traditional Development Teams

by Alyssa Fox

Technical communicators have historically faced several challenges when working on development teams. From not receiving the information needed to do their jobs, to ensuring their work estimates are included in the overall team's estimates, to showing their value to stakeholders, writers on project teams can feel like they are facing an uphill battle to create good documentation. A number of factors can influence how these challenges manifest during product development, including organizational culture and various business needs, and the agile development approach can help.

Agile is an increasingly popular development method primarily used by software companies. Its iterative nature and focus on the self-directed team support writers in recognizing and learning to rise to the challenges common to most development teams.

This three-part series discusses those challenges, and shows why agile can be the better approach for technical communicators.

Being an Equal Part of the Team

Most technical writers with more than a few years' experience under their belts can empathize with the struggle to be included as an equal member of the project team. The business case for this model is simple and common sense: Being treated as a vital part of the team leads to increased communication with other team members, inclusion in essential meetings, and improved product knowledge-all of which contribute to better, more effective documentation and user support.

Regardless of the type of development environment you are in, to be an equal player, the onus is on you. Take the initiative: speak up in meetings, request invitations to those meetings, and offer feedback. In other words, get involved in all aspects of the product development. This level of involvement tunes you into the project from the beginning, with obvious benefits: knowing the requirements, design, and thought process behind the design of the software. Ask lots of questions–lots and lots of questions–but make them count. If you hear something in a design meeting that doesn't make sense to you, or you think there's a better approach, say so. Don't be intimidated by the fact that you're not a developer–chances are the product manager and the marketing team know less about code than you do.

Remember, it's the technical communicator's job to look at the product from the user perspective. If you find a user interface is difficult or confusing, so will users. You have an obligation to provide that feedback to the developer who's coding it.

To be an equal partner on the engineering team, you must own the work with the same level of commitment as developers, analysts, or testers. Claim ownership of the technical accuracy of the documentation you write. Don't write just what the developers tell you to write or assume something works a certain way. Work with the builds, ask questions, and gain your own understanding of how the product works. That means speaking up to get access and then maintaining whatever virtual machines or environments you need so you can quickly and easily access the product. If you demonstrate a solid understanding of the product, the team trusts you more when you point out a technical or usability problem and make a suggestion for change.

Agile development focuses heavily on communication. The feature requirements, use cases, and test plans of a waterfall environment translate to user stories, acceptance criteria, and acceptance tests in an agile world. An agile process uses significantly less project documentation, with the idea that the communication going on among the team members is enhanced through several different types of meetings. While the number of meetings might seem overwhelming at first, it quickly becomes apparent how crucial they are for open discussion about the user stories and planning items the team is working on. Become more visible by participating in these meetings and you'll gain both the trust of your team members and more product knowledge. That product knowledge directly feeds in to you producing higher-quality content that provides information that users really want.

Next time, we'll discuss how agile helps you get more thorough and timely reviews of your documentation from the team.

Note: This article was originally published earlier this year on the TechWhirl site.

November 13, 2013

Localization: Training & Development in Belgium

by Jen Weaver

Did you know that Belgium is the European country with the most complex language legislation? But what does complex language legislation mean, and how does it impact training and development?

Belgium is comprised of four linguistic regions but only has three national languages (the Brussels-Capital region is bilingual). Legislation exists to protect individuals in the linguistic minority in each region–laws that may mandate the translation of your training materials, handbooks, and eLearning lessons.

Test your Knowledge of Belgian Culture:

True or False? While English is the language of choice for politicians, it's not one of Belgium's official languages.
Belgium is a:

Democratic Union
Republic
Kingdom

True or False? Given the diversity of the Belgian population, very little ethnic bias is evident in their culture.

Quick Tips for Training & Development in Belgium¹:

When seeking to do business in Europe, Belgium is a frequent test market as they provide an accurate representation of the age, income, and education of the average European Union Member. They also represent a smaller audience to test receptivity to your product and message.
Most Belgians are Roman Catholic. Religious ideals and absolutes play into everyday decision making.
Belgians are highly risk-adverse. Some attribute this to German invasions in the country's history. This lends to rigidity, a high value of structure and stability, and an emphasis on mutual trust. Keep this in mind when crafting your training materials and build rapport early on through consistency and a clearly communicated plan.
Month-long vacations are common and may interrupt ongoing training classes or meetings.
Use high-end graphics in your handbooks and presentations as Belgians appreciate visual examples.
As there are three distinct linguistic groups in Belgium, be mindful of your audience and their unique customs. If you're unsure of what language is best to use, speak English and never discuss a preference towards French, German, or Dutch in particular. Language plays a large role in establishing relationships, so take care to determine if you can meet the linguistic needs of the entire population.
There are several American gestures or postures that hold different meanings in Belgium:
- Standing with your hands in your pockets is offensive.
- The okay sign means zero.
- Pointing with your index finger is rude so be sure to gesture with your full hand.

Knowledge Answers from Above:

True. Belgium's official languages are French, Dutch, and German and the prevailing language will differ per region. While English is widely used, it is not one of the official languages.
Belgium is a Kingdom, a constitutional monarchy where the King is Chief of State.
False. Class distinctions are prevalent and many individuals still hold ethnic bias.

References:

¹Morrison, Terri, and Wayne A. Conaway, Kiss, Bow, Or Shake Hands, 2nd ed. (Avon: Adams Media, 2006).

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Developing training & development materials for in-country use? Contact Jen at Carmazzi Global Solutions.

November 12, 2013

Adobe Captivate: Copying Library Assets from One Library to Another

by Kevin Siegel

I was recently working on a new Captivate project and needed to grab several assets that had been used in an older project. Some of the assets were audio files; others were images. I could have inserted each of the assets into the new project manually (I knew where the original assets were located on my server). I could have also opened the project containing the assets and copied/pasted assets from one project to another. While both of these techniques are fine, I found it easier and faster to utilize the Libraries of both projects. Simply put, I copied the assets I needed from the original project's library into my new project's Library. Here's how:

With the new project open, display the Library (Window menu). Then click the Open Library tool (located near the top of the Library).

When the Open dialog box appears, open the project that contains the Library you need. In the image below, I've positioned the two Libraries side-by-side. The Library at the left contains the assets I needed. The Library at the right is the empty Library in my new project.

Grabbing assets from one Library for use in another project at this point is as simple as selecting, dragging, and dropping. In the image below, I grabbed two files from the Audio folder of the original project and dragged them into the Library in my new project. And… done.

If you'd like to see a demonstration of how to copy assets from one project library into another, check out this video on the IconLogic YouTube channel.

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Looking for training on Adobe Captivate? IconLogic offers multiple live, online Adobe Captivate classes each month including Introduction to Adobe Captivate and Advanced Adobe Captivate.

November 6, 2013

Adobe FrameMaker: Nested Lists

by Barb Binder

A recent FrameMaker student contacted me with a numbering dilemma:

I am working with a two-level list. The first level uses numbers and the second list uses letters. The numbers start out correctly, as do the letters; but when I go back to numbers, things get wacky. What is going on? Here's what my list looks like:

The obvious problem is that the numbers are increasing incorrectly, but why? The numbered list is picking up from where the lettered list left off. The letter "e" is the fifth letter of the alphabet. When FrameMaker sees the <n+> in the next paragraph, it adds one to the counter value and displays a 6.

The trick is to look at the numbers as columns. I'll sketch them out on paper. This one is fairly straightforward and just needs two columns of building blocks along with the series label. Here's how numbering properties should look for each of these paragraph formats:

Adobe FrameMaker: Sketch out your lists.

Series Label. The series label tells FrameMaker that these two paragraph formats are part of the same numbering series. While I used S for a series of steps, any uppercase letter will work as a Series Label.

List 123. The <n+>. building block in the first column will add one to the current counter and display the result as a number followed by a period. The < =0> building block resets the second column counter back to 0 for each new sub-list, but the space says not to show the 0.

Adobe FrameMaker: List 123

List abc. The < > holds the counter value in the first column (it won't increment), but the space says not to display the value. The <a+>. in the second column adds one to the current counter value (which was reset to 0 in the previous paragraph) and displays the result as a letter.

Adobe FrameMaker: List ABC

The result?

Adobe FrameMaker: Nest list working correctly.

Note: Setting up just these two tags assumes you are using another paragraph to restart the numeric counter. For more information on restarting lists, see "Adobe FrameMaker: How to Restart a Numbered List."

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Looking to learn FrameMaker? We offer both beginner and advanced FrameMaker training.

November 5, 2013

Adobe Captivate: Master Slide Placeholder Objects

by Kevin Siegel

When you insert a Standard Object onto a master slide and then apply the master slide to a Filmstrip slide, the Standard Object on the master slide appears on the Filmstrip slide(s). You can see the Standard Object, but you can't select it or edit it. In my Captivate classes, I describe the relationship between objects placed on a master slide and a Filmstrip slide this way: it's as if a piece of plexiglass has been dropped on top of the Filmstrip slide that protects the master slide objects. You can click on the object on the Filmstrip slide, but you can't pass through the plexiglass and select the object.

If you want to move, delete, or otherwise edit an object that has been placed on a master slide, you have to edit the master slide. Once you have edited an object that is on a master slide, the change instantly affects every Filmstrip slide that is using the edited master slide.

The problem with adding objects to a master slide is that pesky plexiglass effect. What if you need to design a master slide for a fellow developer that includes a placeholder for an image? If developers use your master slide, they'll be able to see the placeholder, but they won't be able to select it and replace it with an actual image. Without the ability to select placeholder objects, there's really no value in the placeholder.

But wait… there is actually a placeholder feature in Captivate that you've likely missed. If you're working on a master slide and visit the Insert menu, you'll see a Placeholder Objects menu item. (Many folks miss the Placeholder Objects menu item because it is only visible when you're actively working on a master slide.)

Adobe Captivate: Adding Placeholder Objects

Insert a Placeholder Object on the master slide as you would any Standard Object. Then, on the Filmstrip, apply the master slide to the Filmstrip slide via the Master Slide drop-down menu on the Properties panel.

Adobe Captivate: Applying a Master Slide.

Once you have applied the master slide to the Filmstrip slide, you'll be able to select and edit the Placeholder Object directly on the Filmstrip slide. For instance, I inserted an Image Placeholder Object on my master slide. Then, from the Filmstrip slide, I was able to select the Image Placeholder Object, insert an image, move the object around my slide and re-size it.

Best of all, I was able to reset the slide. After inserting an image into the Placeholder Object, I accidentally re-sized and moved the object from its original master slide position. Instead of re-resizing and dragging the object back to its original position (or using the Undo command multiple times), I simply clicked the Reset Master Slide button (shown in the image above), and the object instantly returned to its master slide size and position–on its own. This is an awesome, often overlooked, feature!

If you'd like to see a demonstration of how to create and use a master slide (and how to use a Placeholder Object), check out this video on the IconLogic YouTube channel.

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Looking for training on Adobe Captivate? IconLogic offers multiple live, online Adobe Captivate classes each month including Introduction to Adobe Captivate and Advanced Adobe Captivate.

November 4, 2013

Online Training: Best Practices for Attending a Live, Online Course

by AJ Walther

Online classes are here to stay. They're easy, they're environmentally friendly, they're economical, and they're extremely effective. But, if you've never taken one, they can also be kind of scary and intimidating. The best way to eliminate your pre-class jitters is to know what you're getting yourself into and be prepared.

Don't Be Afraid To Ask Questions Ahead of Time

Whether your point of contact for training is a registrar, an office assistant, or the actual instructor, you probably have access to someone who can answer all of your questions, so don't be afraid to ask! Also, make sure to check the training company's website for an FAQ page.

Ensure You're Familiar With The Organization's Cancellation and Rescheduling Policies

Speaking of FAQs and asking questions…before you purchase your training, make sure you have read and agreed to the company's cancellation and rescheduling policies. If you can't find them on the company's website, call or email to find out. Things come up. It's always a good idea to make sure you know your options when they do.

Test Your Connection Ahead of Time

Is there anything worse than logging into your online training two minutes before it starts only to find out that your corporate firewall won't let you in at all? Well, probably, but this is pretty high up there on the list of things that are the opposite of fun. While you probably can't predict the future, you CAN prepare for it. Request to do a test of the online meeting space software with the course registrar at least a week prior to the class and then, if necessary, have your IT department look into getting you access. Worst case scenario? Test the connection from your home office and stay home that day (which actually sounds like sort of a best case scenario).

Download or Ensure You've Received All Necessary Training Materials

Some online courses come with materials that will be shipped to your home or office. Find out what, if any, materials are being shipped to you when you sign up for the course. Before confirming your order, ensure you use a shipping address that will accurately route materials to your attention in time for your course. If you're reliant on a corporate mail room, commercial delivery service, or the neighbor's front porch, schedule training to allow time to track down any wayward packages. On receipt of materials, don't just make sure you got something, make sure you got the right thing. It's always possible a mistake was made, but with enough notice almost any mistake can be corrected. Online courses will also often come with digital materials. Make sure you've downloaded or opened all digital materials well in advance to ensure you don't have any issues accessing them.

For Software Classes: Check Your Version

If you're attending an online software and you're hoping to follow-along with the class, it will be impossible if you don't have the correct software. The software on your computer should match the version being taught. And if you're downloading the trial version of a program for class, be aware that most trials expire after 30 days. Since a trial cannot be installed a second time, you'd need to switch to a different computer to use the trial for an additional 30 days.

Login Early

You don't necessarily need to sit glued to your computer screen for an hour before your class starts, but find out how early the instructor will be opening up the meeting space and try to log-in as close to that time as possible. This will give you time to test your audio and get familiar with the training space's features. After you're set-up and ready, you can mute your system and walk away, grab some coffee, or check email until class starts.

Use Dual Monitors

Generally speaking, this isn't an online class requirement. But, if you have access to a second monitor, particularly if you're taking a course that involves interactivity in a new software or operating system, it will certainly make following along much easier. You'll be able to see the application you're learning on one screen and follow what the instructor is doing on the other.

Use a Hands-Free Headset

Free up your hands and improve your audio quality at the same time! Although you can get away with using a microphone and speakers (or your computer's built-in mic and speakers), to get the best online class experience, beg, borrow, or steal a headset. Or, just cough up the dough and buy your own. You can get a decent headset for around $20. That way you will be able to hear the audio and you are most likely to be heard clearly by others. Which brings me to my next point…

Login From a Quiet Place

While a headset with a microphone will help eliminate background noise, nothing will totally block out all noises. Be reasonable about your location while attending your online training. Background noises could distract not only you, but the entire class. Places that should be considered off limits: dog kennels, day cares, cafeterias, and circuses. And if you are in a cubical, be aware that you will be talking to the instructor and other students during the class. Will that disturb those working around you? Another good reason to consider working from home that day.

Close All Personal Desktop Items (For Classes With Screen Sharing)

Some online courses allow for (and benefit from) student screen sharing (showing their screens). The ability to screen share is awesome, but it can quickly turn embarrassing if you have an inappropriate desktop wallpaper image. It can become a security risk if you leave your email or personal information visible. This is easily amendable, of course. Simply close anything you don't want other people to see. And, remember, screen sharing is never a requirement. If you don't want the instructor or other students to see your screen, just say so.

Sign Up Far Enough Ahead of Time So You Have Time to Make Sure All of the Above Can Happen

Be realistic about how much time you'll need to get ready for the course. Ensure that you sign up for your class early enough to allow you to prepare.

Do these steps, and I can just about guarantee you will get the most from your online class experience. And if you have other questions, don't forget the first suggestion above: just ask.

Note: Are you a traditional classroom trainer tasked with taking your act online? Looking for some expert advice on effectively teaching or facilitating an online class (and engaging the online student)? Check out Kevin's upcoming Train the Online Trainer class.

October 30, 2013

Adobe Captivate: Text Entry Boxes Gain More Options

by Lori Smith

Text Entry Boxes are great. I find them particularly handy when creating an eLearning lesson and you need to simulate the process of typing text within a form field. Text Entry Boxes allow learners to type text just as they would in the actual software.

When setting up a Text Entry Box, you can set the Correct entries by selecting Validate User Input from the General group on the Properties panel and then specifying the terms in the Correct Entries dialog box.

Adobe Captivate: Validate User Input

Adobe Captivate: Correct Entries

Like I said at the outset, Text Entry Boxes (TEB) are great, but they're not new (they've been around since day 1). If you've used TEB's over the years, you know that they've changed very little even as Captivate has evolved and grown in both features and power.

If you're a long-time TEB fan like me, you'll be delighted to see that with Captivate 7, TEB's have finally been improved a bit. With a TEB selected on a slide, check out the More Options button in the General group of the Properties panel. The options that appear, thanks to this simple button, solve one of the issues that has frustrated me in the past. There is now a check box where you can specify some general restrictions on what a 'correct' entry may be.

Adobe Captivate: TEB More Options

For instance, if you choose Numbers, your learner will only be permitted to type numbers within the TEB. Select Lowercase and any characters typed will always appear in lowercase letters. Select Uppercase and any typed text will automatically be put into uppercase letters.

If you have specified either Lowercase or Uppercase and your learner tries to type in a number, the box will not accept it. If you specify a Maximum Length, when the learner tries to enter more than the specified number of characters, an error message appears. And even cooler? You can force the text to automatically be submitted after the specified number of characters by choosing Auto Submit (the learner won't need to press any additional keys on the keyboard or click a Submit button).

Adobe Captivate: Max Length

I encourage you to play around with the new TEB options. I'm sure you'll find the perfect settings that will allow you to simulate your computer software like never before.

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Looking for training on Adobe Captivate? IconLogic offers multiple live, online Adobe Captivate classes each month including Introduction to Adobe Captivate and Advanced Adobe Captivate.