TechLearn Insider

Moving eLearning Closer to the User: Part 2

By Michael McGinnis

In Part 1, we examined how my employer, Bose Corp., used Quick Reference Guides to educate machine operators on the manufacturing floor. Part 2 describes how we used Microsoft Sharepoint to let the machine operators know that a new feature was available.

The second aspect of our training challenge was to improve communication between the operator and our technical instructors. Operators did not have access to email so the solution had to provide them with the capability to send the instructors a question or comment without using Outlook. The solution we identified also provided us with the perfect location to provide links to the Quick Reference Guides. Although this could have been done by creating additional intranet pages, we discovered a resource that was already being used within our company: Microsoft Sharepoint.

From what we have learned so far about this resource, Sharepoint provides ready-made templates that can easily be tailored or modified using Microsoft Front Page. Sharepoint sites were primarily being used as a collaboration tool for project teams. We created an initial site with no formal training, finding it relatively intuitive and easy to edit. We began the pilot with a site devoted to machine operators, which was also the focus of the first Quick Reference Guide we created. The development of this first site took approximately eight hours to create, launch off of our intranet site, and test on the production line.

The format we created for each Sharepoint site included access to shared documents (upper left). This allowed us to organize operator manuals and other training guides by platform, while providing ready access to operators for all of these materials. They would click on the platform link and the next screen would display the folders and documents available for that platform. Key to setting this up was organizing the information so that it could be found quickly.

We also included an Announcements section (top) where we placed communications relating only to machine operators. Prior to this we depended heavily on emails being passed on to the operators or communications posted in the production areas. When we launched the Sharepoint sitewe stated that machine operators were required to check for new announcements on a weekly basis. With all of the activities taking place relating to the machine platforms (new training, audits, new procedures, etc.), it was easy to keep the information fresh.

The next section enabled employees to submit questions using a simple threaded discussion format where we would post our responses where appropriate. They could post questions or comments, or request time with an instructor. We asked operators to submit a request to meet by simply leaving their name in the message text. On average we are receiving one or two questions a week, which was more than we ever had in the past via the supervisor.

The third section (not shown) provided links to key documents. It was here that we created the link to the Quick Reference Guide. Users would click on the link, which would open the home page of the guide.

The pilot went well. Everyone agreed that the Quick Reference Guide would prove useful. It provided operators one additional resource to ensure they had access to the information they needed, when they needed it, and where they needed it. This also helped to provide accountability on the part of operators because they could no longer say they “did not know how” or “forgot.”

Over the next few weeks we learned more Sharepoint features. One was the ability for machine operators to schedule annual certifications using a calendar option. This feature alone saved countless hours on the part of our instructors because they no longer had to be out on the floor scheduling certifications.

Following our successful pilot we transformed the training intranet site to access multiple Sharepoints that were each created around a specific department or job function. We referred to the Sharepoints as “knowledge centers.” Clicking on any of these knowledge centers opens a Sharepoint created in the same manner as the machine operator center. Along with this has been the development of Quick Reference Guides for each of these functional areas.

We proved that we were able to respond to new training challenges, and at no additional expenditure other than our own labor.

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Michael McGinnis has more than 15 years of training management experience. His specialty is turning around and advancing Fortune 500 technical and leadership training functions using new blended learning format and on-line learning capabilities. His work experience includes Eastman Kodak, Equifax, Jabil Circuit and now Bose Corp.Michael_McGinnis@bose.com