How-To Capture Workflows: Screenshots

Article Overview

SMEs can take individual screen captures of each workflow interface and provide those (in conjunction with additional guidance resources) to the curriculum development team. This article will (1) provide pros|considerations, (2) walk you through the capture process, and (3) offer best practices.

1. PROS | Considerations
2. Workflow Capture Instructions
3. Best Practices

1) PROS | Considerations

PROS 

• Familiar processes for the SME
• Screen ratios match perfectly to ensure an authentic simulation

CONSIDERATIONS

• SME must provide several resources for lesson development
• IT may need to get involved on the frontend to make sure the SME device has screenshot functionality
• If the lesson is consumed on a PC, it is crucial to establish standardized workflow capture resolutions
• Some interactivity that is available in an html file is not available when creating interactive elements from scratch

2) Workflow Capture Instructions

Prerequisite Tasks

• Ascertain a learner's device for the SME to use when capturing screenshots
• Involve IT if the device does not have screen capture functionality enabled
• If capturing on a computer, identify a standard resolution and have all SMEs capture every workflow at the same resolution
  • ex: 1920x1080 (Full HD), or 1366x768 (HD), etc.
• Identify the process for transferring images off of the device
• Create a (PC accessible) digital storage system for the screenshots
• Provide digital storage system permissions to the curriculum development team

Project management tasks (such as lesson requests, resource handoff procedures, curriculum development tracking, etc.) are out of scope for this article.

Recording Instructions 

1. Open target application on a learner device 
2. Make sure the application screen is properly sized
   1. If using a device, the application should default to fill the screen
   2. If using a computer, you should set your screen ratio|resolution to match the agreed upon settings prior to capture
3. Navigate to the first screen where the targeted workflow begins (keep in mind, these are microlessons, so you don't need to start every lesson at the application's landing screen)
4. Capture the screen 
5. Navigate to the 2nd workflow screen 
6. Capture the screen
7. Repeat until entire workflow is captured
8. Follow your established transfer procedures to move the screenshots from the device and into your digital storage system
9. Rename the screenshots 
   1. Pro-Tip: Title the screenshots using the lesson name first, followed by a 1-up numbering system 
   2. Example:  Transfer Operation 1, Transfer Operation 2, etc.
10. Create a lesson guide 
    1. For each screen, provide written context and the expected learner action
    2. Pro-Tip:  If you include a thumbnail of each step's screenshot, you can visually indicate the learner action instead of trying to describe it in writing

3) Best Practices

Device & Screen Considerations

• Whenever possible, capture screenshots on the same type of device the learner will be using.  
  • This ensures screen size compatibility and the best viewing experience.
  • In the event you cannot capture on a learner's device, a mobile to desktop projection is superior to capturing images via a video conference call.
• Choose portrait or landscape captures to reflect the desired learning environment's viewing orientation.
• If capturing a desktop application, establish a standard resolution used for every SME workflow capture.
• Once you begin capturing screenshots, do not change your screen size by rotating a device or dragging a corner.

Remove On-Screen Distractors

• If capturing on a computer, keep your pointer off-screen when capturing of each screenshot.   
• Screens will be cropped to omit distractors such as the time, battery, or signal strength inside of Skyllful.  
  • Therefore, if your standardized capture process includes an entire screen or window, don't worry - the non-application relevant portions of the screen will be cropped out during the design of your lesson.  
  • The key is to have a standard capture procedure that everyone follows.
• Do not use a screen capture application that places a watermark, or any other visual, onto your screenshot.

Provide Written Lesson Guide

• Start your by stating the learning objective (how you want the workflow introduced to learners).
• Provide context for both the overall workflow and individual steps.
  • For each screen, provide (1) the screenshot name, (2) the expected learner action, and (3) helpful context your designer can use to craft an effective and informative training tool
  • Pro-Tip:  If you include a thumbnail of each step's screenshot, you can visually indicate the learner action instead of trying to describe it in writing
  • Pro-Tip:  Employing the 1-up screenshot naming convention will ease your workload when creating the lesson guide
• Use company nomenclature.

Linear | Microlearning Workflows

• Ensure your processes are linear. 
  • If you have branching scenarios, it is best to create multiple lessons (each with its own recording) so learners can see each process from beginning to end.
• Learners have a limited working memory; focusing on microlearning aids in retention and application of content.  
  • Learning outcomes in the Skyllful platform have peaked when micro-lessons are completed within ~15 steps.  
    • Pro-Tip:  When your workflow requires drilling down, you can oftentimes skip the middle drilling steps and still meet the learning objective.
  • If you have a single workflow that significantly exceeds this best practice, Skyllful offers flexible design approaches to achieve microlearning mastery for the lengthier workflows:
    • Consider:  1 comprehensive video, multiple smaller walkthrough & practice segments, and 1 comprehensive knowledge check.
    • Consider:  Breaking down the workflow into multiple complete lessons (video, walkthrough, practice, and knowledge check).  Then follow that with a single, comprehensive knowledge check.

Internal Review

• If the SME who captures the workflow is not going to be the individual approving lesson content made by Skyllful, have the approver review the lesson guide & screenshots before submitting this lesson request.