Here Are Some Time Saving Tips for Your Next Software Demo
May 13th, 2008 |
I’ve done a lot of software training. Many times the elearning part of the course is to introduce the software and give an overview of its features or basic uses. I like to call it "show and tell" training.
There are many ways to approach software training. You can make it as complex or simple as you want. It really depends on your needs and the software. I’m not going to go into great detail about how to design software training. However, I will show you some simple tips and tricks that are effective and generally easy to do. Using them has saved me a lot of time.
Some Quick Thoughts on Screencasting
It seems that the default for software training is to do a screencast where you make a movie that shows the mouse movement and walks through the steps. In fact, I’ve used them in previous posts, when I do my own tutorials. For example, here’s one I did for the Word of Mouth blog that shows how to insert web objects.
Click here to view the tutorial.
I love screencasting. It works great when you want to do some of those "over the shoulder" tutorials that have a lot of complex steps like breaking apart clip art.
However, what I don’t love about screencasting is the time it can take to get it right. Anyone who has done them knows that there’s a lot that goes into making a good one. It’s definitely more than just plug and play.
Besides, I’m a little dimwitted so I always start by trying to wing it. That doesn’t work well because I end up stopping and starting over again and again. Some will say, "So what. You can always edit it out later." And that gets to my point. Unless you really plan your screencast well, you end up doing a lot of time-consuming edits later. This is what I don’t want to do. And even if you do plan it well, you still end up doing some edits and tweaking.
So here’s what I do: for the more complex "show and tell" courses, I’ll do a screencast. However, for those where the steps are simple, I’ll avoid a screencast and try a different approach, which I detail below.
The following tips will help you the next time you have to do a "show and tell" elearning course. It’ll save you time and help keep your file size down. And for those of you who don’t own screencasting software, you’ll learn some simple ways to mimic the "show and tell" effect.
Keep it Simple
Typically when we focus on software, we show the entire software application. So we print the entire screen, which might be 1024×768, and then put it on the slide which is only 720×540. Anytime you alter the original image and make it smaller, you’ll get some image degradation and lose the crispness that you started with.
I’ll show some tricks to maintain decent image quality and still effectively teach people to use the software. For this example, I’ll use the task of inserting a picture into a PowerPoint slide.
Don’t discount text and simple graphics. It might not be as cool as a movie, but it can be just as effective and whole lot easier to edit. I don’t need a movie to figure out how to follow the image below. For simple instructions, this is more than adequate and it only took me about 2 minutes to build this.

You don’t need the whole screen. A lot of people capture the entire screen and only focus on one small part of it. You end up with a lot of wasted space and the worst image quality because you have to compress the image to fit it on the slide. Here are two easy ways to avoid focusing on the entire screen to show just part of it.
- Create simple callouts. Start with a full screen image to establish the overall screen layout and then use call outs to draw attention to certain parts of the screen.
- Just focus on the area that you want to show. Your learners aren’t stupid, with a few visual clues (like the numbers in the image above) they can figure out what they’re looking at. You can spice it up with some simple PowerPoint animation. Or if your software has an annotations feature, just use those. They’ll save you a lot of time.
Leverage PowerPoint’s hyperlinking to create a virtual simulation that doesn’t require a screencast. You’ll get a similar feel but need less time and fewer edits.
Here’s a quick demo where I show you the various steps in action. As you can see, they are all viable solutions and can make building your demos a lot easier and take less time.
How Much Motion Do You Need?
When you break down a show and tell course, a lot of the time is spent watching the mouse move around. Recording the mouse movement makes your movie longer and increases the file size. Some people will edit out the unnecessary mouse movement, but that goes back to the issue of extra time spent editing.
I had an IT manager who was always making changes to his software. Then he’d call me and want my team to redo his demos. We didn’t have the resources to support him, so what I did was get him some screencasting software and then showed him how to use it. This way he could make the changes he needed.
While the software worked for him, I was soon getting calls asking how to do this or that with the screencasting software. His problem was similar to what many of you experience: he wasn’t doing screencasts often enough to develop expert skills. So it cost him a lot of time and money to get them right.
Since the screencasting software wasn’t the right solution, I got him a copy of Engage. He was excited because it was easy for him to use and we ended up getting fewer calls. Usually, he just called to show off what he was doing. It saved our organization tens of thousands of dollars because we didn’t have to commit our resources to his projects and he was able to self-serve and get his needs met a lot faster.
So, if you’re using Engage, let me show you a few ways to leverage the tool for software demos. You can use any of the interactions, but I typically use either the labeled graphic or process interactions. They give the most space and seem to be a good logical fit for software training.
In the demo below, I inserted three labels all using slightly different ways to show parts of the software. What’s nice with this approach is that you can use a number of ways to teach. Include only text and images where the steps are simple. And when you need to show more, insert a screencast if you want. You’ll be able to keep them smaller and easier to edit.
As you can see, there are some effective ways to do demos without spending too much time building screencasts. It all depends on what you have to do and how much time you have. I don’t just consider the time it takes to produce. I also consider how much time it takes to maintain or do future edits. I find that for most demos the tips above work. And when they don’t I’ll invest my time in other options.
Feel free to share comments or feedback in the comments section.



















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