As we gear up for another semester of supporting students on their academic journey, we also step into a space that’s uniquely ours—training and documentation designed to help our teams thrive. Think of it as our own kind of wizardry: a well-crafted training session or resource can feel like casting a spell—bringing clarity, consistency, and confidence. Whether you're refreshing existing materials or creating something brand new, strong training and documentation empower everyone to navigate their day-to-day with a little more magic.
At Alliance 2024, I presented on “Tips, Tricks, and tools to fill your Training & Documentation Toolbox!” where I shared insights behind the 'magic' of making training meaningful and keeping documentation front and center—whether for daily tasks, new projects, or beyond.
To reignite our brains and maybe help spear some Alliance 2026 presentation ideas (Call for Proposals is now open!), let’s revisit this presentation. It’s a great opportunity to refresh our minds and maybe even spark ideas for future sessions. After all, training and documentation aren’t just helpful—they’re essential.
Training, what’s the big deal?
You’ve probably heard the saying, “Even the best wizard can’t enchant everyone with the same charm.” (Okay, maybe that’s just me?) The same goes for learning—everyone absorbs information differently, and even one person might prefer different methods depending on the topic.
Understanding these learning styles helps create training that sticks. When done well, training sparks growth, builds skills, and introduces new tools to expand a user’s magical toolkit. It’s not just about sharing knowledge—it’s about empowering staff to refine their craft and work smarter. And remember, training is a team effort. Trainers lead sessions and adapt content, while trainees engage, ask questions, and take ownership of their learning journey.
Toolbox tips:
- Start off on the right foot: Ask the learner about their preferred learning style. Be open to adjusting your training approach based on the topic’s complexity.
- Prepare a mix of materials: Everyone learns differently, so be patient and open to questions.
- Offer resources before, during, and after training—PowerPoints, documentation, and quick guides are all helpful tools.
- Encourage engagement: Foster collaboration by inviting questions and interaction—magic grows stronger when shared.
- Recap and reignite: Start each session with a quick review of what’s been covered to refresh memory and spark new questions.
- Break up deep dives: For complex topics, schedule shorter sessions over time to keep the learning manageable.
- Connect with your trainee: Use 1:1s/messages to connect, or introduce users to other colleagues who can support their learning.
- Hint – beware of acronyms without explanation.
- Sharing is caring: Pass along helpful resources like webinars, conference materials, or pre-made guides to boost their knowledge.
- Testing as a Training tool: Involving staff, especially those new to the process, turns testing into a hands-on training opportunity. It encourages cross-training, sparks questions, and often reveals ways to improve efficiency.
Did you Document it?
“If you won the lottery today, would someone have the tools to pick up where you left off tomorrow?” That’s the key question when it comes to documentation. It’s more than just a compliance need—it’s a vital part of workplace continuity. Good documentation supports smooth transitions during turnover, enables cross-training, drives process improvements, and even reveals gaps in workflows. In short, it’s the spell book that keeps the magic going, even when the wizard steps away.
Documentation Tips/Tricks
- Use Templates wisely: At Cornell’s Office of the Registrar, we use templates for quick guides, short docs, and detailed manuals. They save time, ensure consistency, and let you focus on the process—not the formatting.
- Keep Accessibility Top of mind: Use tools like Word’s Accessibility Checker and add helpful comments in Excel cells to ensure your documentation is clear and inclusive for all users.
- Documentations/Projects – the dynamic duo: If you're launching something new, don’t treat documentation (and training) as an afterthought. Build them into your project plan from the start—they’re essential ingredients for long-term success.
- Feedback, let’s use it!: Use pilot groups, have users walk through materials during testing, and create space for questions. These insights help you fine-tune your approach and ensure your resources truly resonate.
· Tools for the Wizard (may come at a cost)
Check these tools out in my presentation materials.
- Snag-it– Snip-its older, wiser sibling! Screen capture (with scrolling options, screen record, blur identifying information and more!
- Tango – One of a few options that can be used to capture steps and screenshots in a browser. May have a cost depending on your use case.
- Helpful tip – Right Click + Inspect
- Allows for temporary changing of data in a browser (i.e. changing an EMPLID to STUDENT ID for a screen capture)
- AI as a tool: Consider use cases where Artificial Intelligence (AI) can help simplify and streamline your documentation. Use it to help refine your verbiage or help shorten your written documentation to help keep it user-friend.
As we wrap up this refresher on the wizarding art of training and documentation, remember: the best way to find what works is to experiment. Try, tweak, and learn from what doesn’t quite land. Stay open to feedback—and don’t fear failure. You might not cast the perfect training spell on your first (or fiftieth) try, but every attempt brings you closer to mastery.
What are your favorite tips or tricks for making training or documentation more magical?
Share them—let's learn from each other!