Training Methods: How to train your staff to get the most out of your CMS
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How to train your staff to get the most out of your CMS (Content Management System)
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Training Methods: How to train your staff to get the most out of your CMS
- 1. 1 Training Methods: How to train your staff to get the most out of your CMS (Vision Internet)
- 2. About Me Susan Wolak Web Administrator City of Longmont, Colorado 2 @swolak
- 4. Why do organized training? 4
- 5. If they hate to use it (CMS), they won’t use it! 5
- 6. What We Hope The Editors Do 6 50 % - Writing awesome content 20 % - ADA, SEO, Broken Links, Analytics 15 % - News & Events 10 % - Videos & Photos (Galleries) 5 % - Remove Outdated Content
- 7. What a Typical Editor Does 7 60 % - News & Events 25 % - Videos & Photos (Galleries) 10 % - Remove Outdated Content 5 % - Other
- 8. Importance of Training Staff Obvious ▪ Training For Consistency ▪ Develop Specific Skills ▪ Review Policies / Procedures ▪ Establish Content Guidelines ▪ Review Style Guide ▪ Reduce Frustrations 8
- 9. Importance of Training Staff 9 Non-Obvious ▪ Discuss Usability ▪ Accessibility - ADA ▪ Promote Transparency ▪ Demystify The Web ▪ Empower Editors ▪ Promote Ease of CMS Tool ▪ Share other Resources available to them
- 10. CMS Knowledge 10 Almost Never CMS Use Level Almost Always These staff • Primary Job is to work on other things besides updating the website • Rarely Login except when they are told to publish something • Get frustrated because they do not use the CMS enough to remember what to do These staff • Spend most of their day using the CMS or access it frequently in their week • Perform the same tasks over and over with general proficiency • Get frustrated with things that prevent them from doing their job efficiently
- 11. ( Insert horror story here ) 11
- 13. 13
- 14. In Person Training vs Self Paced Video Training In Person Provides: ▪ Ability for trainee to ask questions ▪ Training is tailored to current site ▪ Great to meet new users face-to-face ▪ See in their faces whether they are following along with your training ▪ Likely to find knowledge gaps quickly and determine whether they may need more training ▪ During their hands-on exercises, you can help them if they don’t understand some concept ▪ Hands-on exercises reinforces their learning 14 Self Pace Provides: ▪ Ability for trainee go at their own pace ▪ Not sure if they read or watch all of the require training material ▪ You do not get to meet the users face-to- face ▪ Can not see in their faces whether they are following along ▪ You won’t know if they have knowledge gaps until they call you ▪ Cannot easily ask you questions about the material while they are going thru their exercises ▪ Likely to be forgotten within days
- 15. User Guide to your WCMS Since no two Web Content Management Systems are the same, you will need to write your own web user guide. Unless . . . 15
- 16. User Guide to your WCMS You are using the Vision Internet CMS system. 16
- 17. User Guide to your WCMS ▪ Can be read at their own pace ▪ Relevant to your specific website ▪ Written for their technical level ▪ Can provide links to other online resources and video training ▪ Time consuming and costly to prepare initially ▪ Probably not going to answer all of their questions 17
- 18. What should I include in the training? ▪ Your training should reflect the goals and policies of your organization ▪ How much history of the internet and WWW you want to share is up to you ▪ Background of your website(s) ▪ When was built ▪ How many users are using it? ▪ How many editors are there? 18
- 19. What should I include in the training? ▪ Tour of your public internet website ▪ Showing unique areas of content ▪ Various online services (UB Pay System, Library Catalog, Public Records Portal, Recreation Class Registration Site, etc.) ▪ Other related websites (Municipal Code online, OEM website, etc.) ▪ List of other components, form building tool, analytic software, broken link checking software 19
- 20. It’s not just about the website Teach content editing too, not just how to add content to your website using your CMS 20
- 21. It’s not just about the website ▪ Promoting your site ▪ SEO ▪ Social Media ▪ Google Analytics ▪ Writing persuasively 21
- 22. It’s not just about the website ▪ Telling a story ▪ Making it accessible ▪ Marketing your message through other methods ▪ Understanding images, optimization, resolution ▪ Managing Video files 22
- 23. Learning the CMS - Main Training 23
- 24. What should I include in the training? Designing Web Pages Overview ▪ Plain language for the Web ▪ Separate slideshow presentation ▪ Creating content for the web (handout) ▪ Tips for a successful website (handout) ▪ Jakob Nielsen’s Usability ▪ Ten good deeds in web design (handout) http://www.nngroup.com/articles/ten-good-deeds-in-web-design/ ▪ Useit.com ▪ Review the Website Checklist (handout) ▪ Quick list of the important steps to publishing your content 24
- 25. What should I include in the training? Web Policies ▪ Linking Policy ▪ Accessibility ▪ Style Design / Design Guide ▪ Domain Name Structure (*.gov) ▪ Specific policies of having a Federal TLD ▪ No advertising ▪ Splash page when visitors click links that leave your site ▪ Privacy Policy ▪ Copyright Policy ▪ Ensure they are not breaking it by using someone’s image illegally, etc. 25
- 26. What should I include in the training? ADA Policies What’s the number one disability? ▪ Text (font style, size, color) ▪ Colors (contrast) ▪ Images ▪ Navigation ▪ Links ▪ Screen Readers 26
- 28. Marketing Your Message ▪ 50 Ways to deliver your message ▪ Print ▪ Online ▪ Email (eNotification) ▪ Channel 8 / 16 (Gov channel) ▪ Information Displays ▪ Digital Video System ▪ Social Media Sites 28
- 29. Social Media Sites ▪ Facebook Pages ▪ Flickr Sites ▪ Google+ Pages ▪ Linkedin Page for the City ▪ Twitter ▪ Youtube Account ▪ Vimeo (for intranet videos) ▪ Instagram ▪ Google Business Listings, etc 29
- 30. Social Media Sites ▪ Social Media Guidelines/Policies ▪ Software Tools ▪ Hootsuite ▪ SproutSocial ▪ Archive Social Like buttons can be added to your content pages via CMS options 30
- 31. Images, Optimization & Resolution ▪ File Formats ▪ Jpg (JPEG), GIF, PNG ▪ Optimize images BEFORE you upload them to the image library ▪ Certain dimensions for certain template locations like slide shows ▪ Refer to your user guide ▪ Add custom % settings to make larger images work for mobile devices ▪ Talk about Resolution ▪ Discuss Responsive Template 31
- 32. Working with Video Files ▪ City’s website ▪ All videos are first published to our City’s Youtube account ▪ City’s Intranet ▪ All videos are first published to our City’s Vimeo account ▪ Social Media Sites ▪ Depends if the video is a short video, shot quickly to share an event ▪ If it is a longer produced video production with titles, music, then post it to Youtube ▪ Not everyone is on Facebook and we want to share it with our Youtube subscribers. This also allows us to embed it on our city’s website at a later date. 32
- 33. Archiving Content ▪ City’s Internet / Intranet sites ▪ Do this manually for each page ▪ Or save the HTML code to your computer ▪ PDF the page ▪ Social Media Website ▪ ArchiveSocial.com ▪ Open Records Requests ▪ Keeps a copy of deleted posts 33
- 34. Analytics ▪ Google Analytics ▪ Share the logon information ▪ Show examples of quick reports that they can run ▪ Google Search Appliance ▪ Show the reports that are created for valid searches and empty results ▪ Explain the difference between Google.com and customers searching once on our website ▪ Crazyegg.com ▪ Track a specific page for usability 34
- 35. Broken Links How to deal with and find broken links Siteimprove.com Services ▪ Nightly scan ▪ Monthly reports automatically emailed to staff ▪ Scans for ▪ Broken Links ▪ Misspelled Words ▪ Potential information leakage like credit card numbers, that should not be found on our website 35
- 36. CMS Training How we were trained by Vision Internet ▪ 4 hour session ▪ Rapid fire process of hitting agenda topics ▪ No room for questions ▪ No room for policy decisions (the why are we doing it this way….) ▪ Agenda type handout ▪ Lack of sufficient hands-on time playing with the system 36
- 37. CMS Training How To Improve Your Training We recorded the Vision Internet training sessions ▪ CMS Editor Training ▪ CMS Admin (Super User) Training 37
- 38. What does it include? ▪ Tour / Overview of Website ▪ How to Log In ▪ Dashboard overview ▪ Add/Edit/Approve/Delete Pages ▪ Options Area ▪ Save/Approve Page ▪ Image Library ▪ Document Central Library ▪ News Component ▪ Event Component 38
- 39. What does it include? ▪ FAQ Component ▪ Service Directory Component ▪ Facilities Directory Component ▪ Photo Album ▪ Templates ▪ Content areas ▪ Slideshows ▪ Facebook Content ▪ Mobile Responsive ▪ How content changes when viewed on a mobile device 39
- 40. Vision Internet User Guide – Your first website ▪ Overview ▪ What is Vision Internet CMS ▪ Building your first websites ▪ How to assemble your files ▪ Creating the home page ▪ Content area / HTML Editor ▪ Pasting content from other sources ▪ How to link to various items ▪ Adding Images ▪ How to publish your pages (3 step workflow) 40
- 41. Vision Internet User Guide – Your first website ▪ Knowing how to create additional pages ▪ Building out the rest of the website ▪ Creating a second mini website, with less step-by-step guidelines ▪ Show and Tell 41
- 42. Other Tips ▪ Have an extra knowledgeable person (or two) in the room to help you with students during the hands-on portion ▪ Try to provide the Website overview the day before the training so that they can have something to play with on the first day ▪ Students appreciated the hands-on‘build your own website’exercises ▪ If you don’t have an Intranet site where you can let trainees learn on, see if your vendor will allow you to use their development server 42
- 43. Other Tips ▪ Handouts – Handouts – Handouts ▪ Provide your trainees all of the handouts that you are sharing with them. ▪ Include the slideshow with room for them to take notes ▪ Include the step-by-step user guide ▪ Add your content from the training to your intranet site ▪ Photoshop Elements Training ▪ Provide separate graphic training as necessary ▪ Social Media Training ▪ Provide overview for staff managing your social media accounts 43