So, learning is hard. And sometimes job-aids make it even harder.
For example, if there's lots of icons, colors, and pictures, I get distracted and confused so easily. I don't know where to look or what's most important. IKEA was right in removing all excess from its instructions. They're straight-forward and clear.
I make Workday® Student job-aids regularly (as much as 70 or 80 for single schools). I believe this IKEA principle applies no matter the complexity of the task. This is easy to do with straight-forward tasks, like How to Assign Final Grades for faculty. But it is much more challenging maintaining this principle in complex tasks. For example, even though my How to Prepare the National Student Clearinghouse Report job-aid runs almost 50 pages, the IKEA principle still stands - straight forward, clear language with lots of pictures.
And this principle is even more important these kinds of complex job-aids because the consequence of failure is felt most heavily by the ultimate user. Keeping a job-aid clear and concise evokes trust and confidence allowing the user to move through each step carefully and successfully.
Read below for a quick compilation of basic tips for anyone preparing their own job-aids / manuals / how-to guides...or whatever you want to call them...in Workday®.
Free Workday® Job-Aid Template
If your still not sure how to start, request a free job-aid template. You can customize it to your school and fill in the content as best suits your tenant. To request, email info@legatostrategic.com and enter "JOB-AID TEMPLATE" in the subject line.
Job-Aids Are Not Enough
As you know, the best job-aids are preceded by thorough process documentation and followed by sound training for users. Do not under-estimate these items, as a job-aid cannot stand on its own.
Process Documentation
When I create job-aids for schools, it only follows a careful review (and re-design, if necessary) of the workflow within Workday® by multiple members of our team and the institution's. It is helpful having many sets of eyes to ensure this is done well the first time. The last thing you want to do is train your stakeholders to do things one way, and then six months later, re-train them to do the same task a different way. We provide complementary process documentation for schools in this situation. You can share with us your documented workflow, a list of your particular concerns (if you have any), and we meet to share ideas. We've seen many different tenants over the years, so we've seen what works best. To take the first step, complete the discovery form and I'll connect with you to start the review.
Training
Training must be available to users alongside the job-aid. This can be done in-person or online, live or with recorded sessions, depending on the task.
For complex tasks, like the National Student Clearinghouse, report writing, EIBs, data validation, or tasks involving editing foundational elements like Academic Units or Programs of Study, I strongly suggest you create a documented, live, hands-on training program. This is in the best interest of the institution. This can be led by different departments on-campus or a central Workday team at the institution.
If you struggle to find the time or expertise to lead the program design and execution, reach out to us. We train both in-person or virtually, individuals or groups, but always live, with hands-on practice, and in your tenant. We aim to create programs that meet the institution's unique need. Here are some of the training offerings we provide.
Final Thoughts
The next time you assemble a piece of IKEA furniture, take a moment to review the instructions and take inspiration for your next Workday® job-aid. Perhaps share the instructions with a colleague and debate which is easier - assembling an IKEA bookcase or editing a student note.
To receive more Workday® tips and insights like this, subscribe to our newsletter.
Related Posts
