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Show Me!Script Writing for VideosLavaCon 2010AgendaCan Versus Should? Rules for what you should video-tizeSoftware HelpTrainingMarketingThings to Think About While WritingVideo Length & Planning RulesPlanning for AudioWriting AudioOther ConsiderationsTransition SlidesPulling It TogetherMiscellaneousPutting It to Use

DefinitionsVideo-Tize: Converting a topic, process, or set of information from a traditional state (like written documentation) to a videoVideo: For the purpose of this presentation, a video is: A self running visual display of application(s) and screen(s) that plays through a web browser or on a CD May be incorporated with traditional videoTypically created with a screen capture tool; a series of screen shots that when played together appears like a movie

3Can Versus ShouldRules for What you Should Video-Tize Can Versus Should: IntroductionFrom 2004-2007, I had a client implementing a total replacement administration software to automate processes, provide self service for employees and employers, and reduce cost and processing times. The project was a 3-year project end-to-end with several requirements around providing end-user assistance, help, manuals, etc.With 6 months left in the project, the client decided to be cutting edge and provide the best resources to end-users, all help, manuals, assistance, etc. would be replaced by video tutorials. No written documentation or instructor-led training would be created/available.

Can Versus Should: IntroductionResultVideos quickly become out dated and were difficult to maintain:The system was brand new so changes occurred after users identified issues When screens and processes changed, the entire video had to be re-recorded in most cases which made maintenance a nightmareUsers only access Videos the first time (no repeat visits)Most videos were created for new users (low level of detail); when a user just needs a refresher or help with one small step in a process, users werent opening the videos (having to watch 1-2 minutes of a video to get the information they wanted was not efficient)Users in some offices didnt have speaks on their desktops so many could watch the presentation, but missed important supplemental information provided by audioCan Versus ShouldPoint:Its very easy to create videos with the tools available on the market today. But, just because you have the tools to create videos doesnt mean that you should go off and video-tize everything.

Can Versus Should: Activity #1Activity Description:Come up with 3 ground rules for defining what you should/shouldnt video-tize as it relates to your business/organization/industryCome up with 3 ideas for a process, topic, presentation, etc. that you think you should video-tizeCome up with 3 ideas for a process, topic, presentation, etc. that you think you should not video-tize

Can Versus Should: MethodologyThe methodology for determining whether topics, processes, or information is video-tize worthy depends on the purpose of the material. The same rules do not apply for videos that supplement online help documentation about a task in a software application that apply for creating marketing videos or training videos about the same application. The first thing to think about when deciding what to video-tize is purpose. Can Versus Should: Software HelpPurpose: Software Help (What to Video-Tize)Global TopicsEffects nearly all users Frequency extremely commonRare, but Important TopicsAnnual, semi-annual, or extremely low frequencyComplicated, but Important TopicsNote: If your product is developing the software product, especially if the software is customized, only you will know if a topic is rare or complicated (reason to be in touch with your users)Software Topics ExampleIf were thinking about MS Word:Good topics to Video-tize:Global TopicsUsing the New Tabs in MS 2007 (everyone has to understand the tabbing structure to use the software tool)Rare, but Important TopicsWorking with templates .dot (maybe your administrative staff only works with templates 3x a year when preparing for an important conference)Complicated, but Important TopicsUsing Master documents (maybe your tech writing staff uses master and sub documents for large proposals, and in the past youve found this to be a complicated topic for them to understand). Not as Good topics to Video-tize (better for written documentation):Justifying TextUsing Spell CheckChanging Font ColorThese might be common, but they are so easy that users dont need helpIf you find that new users do need help, consider creating a 2-3 minute video about basic formatting functions (not a video for each) targeted at new users onlyIntermediate to experienced users will certainly want to quickly read a few quick steps to remind them how to use such functions

Can Versus Should: Online TrainingPurpose: Online TrainingFor online training, the video can be used in place of an instructor; however, its still not wise to video-tize everythingGood to Video-Tize:How to use the software to do a specific job or fill a specific roleStandardize and compliance trainingUsing video as interaction for teaching soft skillsNot as Good to Video-Tize:Instructions for assignments are better as text the readers can refer back toCheat sheets and job aids are better as text so users can print them off or save them locally and refer to them outside of trainingCase scenarios, for example, John Smith applies for disability benefits are typically understood better written in text rather than displayed through a videoNothing that has to be timed (Now, the presentation will stop for 20 minutes while you do activity A. Then, the presentation will begin again. Online Training ExamplesGood ExamplesSoftware for Job or RoleJob/Role: Application ProcessorVideo: How to process a new applicationVideo: How to maintain/update an existing applicationVideo: How to move the application to the next step in processing (maybe benefit pay out, etc.)Standardized or Compliance TrainingEnsure everyone gets the exact same informationEnsure you meet federal, government, board, etc. compliance/rules/standardsSecurity ComplianceDelta Safety Video on FlightsStaff Orientation to Company (not to job) (i.e., what our company does, how to report time sheets and expenses, etc.)Online Training ExamplesUsing Video as Interaction to Teach Soft SkillsGiven a situation like 1 there are three typical responses: A, B, and C which response would most like be effective and represent our companys values and mission? In this video you would provide some information (for example, about Communicating Effectively with Clients); tape some face-to-face (scripted) interactions; and then wait for a responseCan Versus Should: Blended TrainingPurpose: Blended Training (Instructor-Led; Technology Assisted)When the training is instructor-assisted, videos should be used to supplement the instructor because students/attendees have some expectation that the instructor will provide the bulk of the informationSoftware: How to video tutorials (like for online training)Other things like soft skills, activities, assignments, FAQs, etc. should be presented by the instructor with resources like PPT slides to help stay on track and provide a visual. Change Management message should not be included in video. If you have a group of students giving a lot of push back, its important to deliver a customized and personal message.

Can Versus Should: MarketingPurpose: MarketingLike always, marketing follows different rules than creating materials for help and learning assistanceWhen thinking about marketing videos, you should think about (1) what does your potential customer want to learn most, and (2) what do you have that your competitors dont that will sell your productFeatures and BenefitsWhat makes you unique?Look and Feel

Can Versus Should: Activity #2Activity Description:Based on what youve learned, how would you change:(1) The topics you selected to video-tize?(2) The topics you selected not to video-tize?(3) Your ground rules.Things to Think About While WritingVideo Length & Planning RulesSoftware Help Video1-2 minutesVideos should not switch roles/usersVides should not provide too much supplemental information (simply get to the point about how to complete the task or process)Training Videos (CBT and ILT)2-3 minutesVideos can be a little longer for CBT and a little shorter for ILTVideos should be specific to a topic or task (not entire role)Marketing Videos2-5 minutesYou can get away with longer videos for marketing if the user is interested in the product or what the video has to say (always start with the most interesting information and dont try to pack everything in one video theres nothing wrong with creating multiple videos)Marketing videos should be more entertaining, colorful, a wow factor, etc. Planning for AudioStep 1: Determine if you should use audio Not every video requires audioLogistics?Do your users have speakers in most cases?Are they going to be watching videos in an environment conducive to listening to video audio?Valuable Supplemental Information?Do you have anything valuable to say?Learning Barrier?Does audio add noise to the message?Does the value audio add out weigh the barrier/noise consequences? Planning for AudioEven in software videos, audio should always supplement the visual and not simply repeatDo you have something different to say?Is there something important to add to the message that you cant simply show?Writing AudioWrite in sequential orderStart to finish; step 1 through end Leave side bars for before and after steps (outside of sequence) Tip: If side bars are more than 60 seconds, consider splitting into 2 videos (if all information is necessary)Example: One video about how to complete the topic and the other video describing the fields and buttons on the screenWriting AudioConsider Conditional ScenariosIf this happens, do thisBut, if that happens, do thatTip: If conditional scenarios are more than 1-2 steps off the beaten path, consider splitting into 2 videos (topic 1/condition true, topic 2/condition false)Example: One video for how to tie your shoes and the other for Velcro shoes; rather than a video that starts with putting on your shoes and then different conditions for tying versus re-lacing and then tying if the laces have come out of the holes Writing AudioCute and FunnyBe careful about when you use cute and funnyCute and funny can become annoying and a learning barrier:Welcome Back!Any questions?Hello, my name isThe one exception to this is marketing videosWriting AudioHow to communicate tone:In this video, you will learn how to write audio for help video script (and scripts for marketing, training, and other purposes). In this video, you will learn how to write audio for help video scripts and scripts for marketing, training, and other purposes.In this video, you will learn how to write audio for help video scripts and scripts for marketing, training, and other purposes. Writing AudioAudio should sound real, not rehearsedTo determine if your audio sounds real read your script aloud. Anywhere you stumble in reading, probably will not sound natural from the narrator so considering revising. Other ConsiderationsUse of MusicPlanning for the talking headHow to communicate to voice over how to say Q.D.R.O. versus [sounds like] Quadro Transition SlidesIdentificationVideo name, section number, module number, etc. Tips:Use identification if sequence matters (video 1, 2, 3)Use identification if you expect users to leave and come back to videos multiple timesDo not use identification if you expect users to work through a series of videos from start-to-finish in a single sittingDo not use identification if you have a facilitator/instructor assisting the user navigate through videos (the instructor needs something to say!)Technical Writing Components Pulling It TogetherTemplate

IDTech WriterScreenDisplaySlide #Audio1.1N/AWelcome Display1Good morning and welcome to training.1.2Step 1N/A2In step 1, you should know1.3Step 2N/A2N/A1.4Step 3N/A3As you continue and move onMiscellaneous Use of Music?Write a text description / summary of the video for the user to read before playing the video to assist the user in determining which video will provide him/her with the most assistance for what s/he is attempting to doPutting It To UseActivity Description:Step 1: Write a scriptUse ATM (withdraw funds, deposit funds, and check account balance), use Pop Machine (order drink, refund), pay-at-the pump, check your email, etc.Something specific to your business/organization/industryStep 2: Read a scriptStep 3: Provide script feedbackWhat was good? Bad? What can be improved? Additional Activity IdeasJob Aide (checklist of items to remember)Myth/Fact FlashcardsConceptual DoodleGood Versus Bad Videos (Evaluation) Just a place to go where some simple video tutorials are posted: http://www.pupiltube.com/avc-search.aspx?k=software

The EndThank You!Stephanie SchranklerChief Communication and Learning OfficerSagitec Solutions, LLC