Tips and Insights

Our guys-the illustrators-laughed at the notion of drawing with Excel until one of the clients we coach revealed that Excel and Word were her only options for creating in-house work instructions. We had to do some fast learning. Actually, I had to do some fast learning; the illustrators stayed away from it. As it turns out, most simple shapes are possible in Excel, and I learned quickly how to group, align, and rotate objects, as well as add dimension and depth.

As a platform for developing graphic work instructions, especially when compared with a Word file, the Excel spreadsheet format offers some advantages:

• Drawing in Excel is easier than a sophisticated illustration program such as Adobe Illustrator.
• You can scan photos, insert them in Excel, and then trace them into drawings. This allows you to manipulate the shapes as needed.
• Once you develop a library of parts and pieces, you can easily create new instructions. Check out this example...

Of course, Excel also has some limitations:

• You can't import CAD files.
• Isometric/perspective views are limited.
• Using color with customized shapes is tricky.

Sophistication is possible, though, if you want to take the time to practice. Look at what this gal can do. After studying her intricate drawings-including expression in the faces-I was pretty happy our client only asked me to draw machines or parts that I could reduce to combinations of squares and circles.

By the way, you use pretty much the same drawing tools in Word and PowerPoint, so once you've mastered one application in Microsoft Office, you've mastered them all.

Labels: Excel, illustrations, visual work instructions

I can't tell you how many times I've had to answer this question, and I stumble each time trying to explain it. I figured maybe if I clarify it here, the words will find their way to my mouth next time someone asks.

In simplest terms, we explain complex processes, using as many visual techniques as we can. Although the solutions we develop for each client may look different from each other, they do have a common theme: They focus on what the user needs, and they help impact specific, client-chosen results.

So when you come to our website and view our samples, you may not see any that match your exact needs-different industry, user skill level, medium . . . In fact, we can't even post most of our solutions because they're confidential. Know, however, that we have over 25 years of experience coming up with custom solutions, and that they all typically start with a phone call.

What you can expect when you call us:

• When you call, you'll probably notice that we're genuinely interested in your business, your goals, your pain points and the results you hope to impact. We'll answer any questions you may have about what we do, how we do it and why we do it, and probably share some examples of solutions we provided for clients in similar situations or with similar goals.
• After we get to know each other a bit, we will work with you to come up with a next step that makes sense. That could include a visit to your facility to present our capabilities; a pilot project you choose that we research enough to quote; or periodic updates on conferences or presentations that we think might be of interest to you.
• If you choose to partner with us, we'll develop a scope of the work based on our conversations and our research, clarify the results anticipated and provide a quote that addresses your specific budget and time frame.

Here's what happens once we have an agreement in place:

• First, we arrange a way to understand your process. This often includes a research trip to your facility, a transfer of current documentation, and phone conversations and meetings with subject matter experts. We'll often do a quick sketch of what we understand and verify it before we even leave your facility.
• Then, we explain your process by having our team design and develop drafts of the visual work instructions-hard copy, interactive or web-based. These drafts are reviewed with a team of experts from your facility together with our project team. Final completion generally takes 2-3 drafts and is defined in the scope of the work.
• Once the documents are in use as work instructions, job aids and/or training guides, you watch your metrics-established early in this process-for improvements. Our goal is to impact your results using clear, concise documentation.

We use a similar process if you want technical manuals, coaching or training, illustrations, or nursing procedures. We're really easy to talk to, and we welcome your call. And if you'd like to talk with one of our customers, we'd be happy to provide references.

Want to get started? Just call Megan, Nan, Pat or Shanna . . .

Labels: explain, Explainers, understand, visual solutions, work instructions

In my teaching days, I sat through dozens of seminars and lectures. Luckily, many of the speakers were affiliated with a nonprofit professional development organization I belonged to, and they did research on what makes good presentations. PowerPoint as a teaching tool was a rare inclusion. (I can't say the same for inside the classroom.)

Then I entered the business world, where PowerPoint at conferences and training sessions is as ubiquitous as pen and paper. When I attend this type of presentation, I always wonder if I should be paying attention to the speaker or the screen.

I know PowerPoint is capable of many things-you can run video clips, add music, animate graphics-but most people use PowerPoint like a remote-controlled overhead-not much substance, not much to hold attention, more like dry white toast . . . when people are hungry for grilled cheese on rye.

Why does this happen? One reason may come from what we've learned about writing work instructions. Many of the manuals we read are written by engineers who need an easy way to get the process down. They aren't too concerned about how users feel when confronted with pages and pages of text, as long as the manuals contain all the information necessary to satisfy auditors and quality managers.

Though a speaker can develop PowerPoint presentations easily, it takes time and effort to create a presentation-with or without PowerPoint-that considers the audience and what they need to engage with the material from beginning to end.

Some people are born presenters-people who can speak without notes, speak off the cuff, captivate with their personality. I'm not one of them, and if you aren't either, what do we do if we need to showcase a product, train a group or present an idea?

• Make sure your point-the essence of the presentation-is clear, consistent, credible and accessible (the same requisites for work instructions).
• Don't hesitate to take a course or get some guidance on giving presentations. The local Toastmasters or a Dale Carnegie course can do wonders for confidence.
• Practice the presentation so much that even though you've memorized it, it comes off sounding natural.
• If you tend to use PowerPoint as a crutch-afraid you'll forget an important point-use note cards instead or ask for a podium where you can keep reminders in view.
• Only use PowerPoint to show a product, set a mood, grab attention. Keep the text in a handout. The audience can turn to a page and read along if you need to point out something.
  

Try these tips next time you have to present. Or take up teaching. If you learn how to captivate 30 seventh graders, you can tackle any adult crowd.

Labels: PowerPoint, presentations, user's needs, work instructions