The training needs of staff will vary greatly depending on the type of staff (permanent or casual) and the kind of work they do (clerical, technical, operational, managerial and so on). For staff performing a specific, short-term task, such as polling officials, training can be relatively short, and delivered either face to face or in instructional manuals or videos, for example. Staff performing more complex tasks will need longer, more structured training.
It is generally held that trainees learn and retain most by doing ('hands-on' training), with the next most effective method being visual (watching someone else doing), followed by aural (listening to someone talking about doing) and written (reading about doing). Of course, the effectiveness of any particular training technique will differ from person to person, so a range of techniques will usually be employed to ensure every person's needs are met.
Casual staff
The training needs of casual staff such as polling officials are very different from the needs of permanent staff. Casual staff using technology usually perform a range of limited, specific tasks. Consequently technology training can be tailored to those limited tasks, which can mean delivering training in a short, easily-digested form. This is fortunate, as casual staff are often employed in large numbers, and it may not be practical or cost-effective to deliver intensive, lengthy training.
The complexity of the training needed for casual staff will in large part depend on the complexity of the technology. This is a good reason for keeping technology simple to use and supervise. The more simple the technology, the easier it will be to operate with minimal training. In fact, for technology that is primarily for use in locations to be operated or supervised by casual staff, simplicity in design and operation will likely be one of the key considerations in choosing the technology.
In many cases, technology training for casual staff will be designed as a module in their larger general training. Such a technology module could be delivered by use of a written or illustrated manual, by a video, or by a face-to-face demonstration. If appropriate, training materials, static or interactive, could also be delivered using software from a disk or over the internet.
For more information on general training methods, see Training of Voting Operations Staff.
Where casual staff are employed primarily to operate technology, such as a person operating a scanning machine, the training will need to be tailored to that particular technology. In these cases, face to face, hands on training is generally preferable. An experienced operator, with training skills, might be the most appropriate trainer. After initial training, ongoing on-the-job training might be needed as the operator gets up to speed on the new tasks. This kind of training is best provided by close supervision by a more experienced operator.
Permanent 'non-technical' staff
Permanent and other long-term 'non-technical' staff often use technology in their daily work, but in their case technology is a tool to complete a task, rather than a task in itself. For those staff using word processors, spreadsheets and other office automation software tools, formal training can help significantly to increase productivity and to extend the range of tasks that can be undertaken by 'non-technical' staff.
In many countries, training companies provide training in most popular software applications. This is generally conducted in computer 'labs' where trainees are each allocated a computer on which they follow structured hands-on programs, with a trainer leading the session. These training courses may typically run for a half day, a whole day or several days on a particular topic, depending on its complexity. Courses are usually provided at beginner, intermediate and advanced levels to cater to the ability and knowledge of the trainees.
Computer training course companies usually supply a manual and sometimes sample computer files on disk for the trainees to take with them after the course, so that the knowledge gained in the course can be reinforced and revisited by the trainee afterwards.
Another way of accessing training in how to use office automation software, particularly where face-to-face training is not readily available or practicable, is through self-learning training techniques such as written manuals, videos, software training packages and internet training packages.
Where large numbers of staff need to be trained in a particular technology, it may be cost effective to employ one or more trainers to come on site and conduct the training in the workplace, using real-life systems and examples. This can be preferable to more generic training, as it can be tailored to the particular needs of the workplace, making the training more useful and relevant.
Modern office automation software often comes with built-in 'help' functions and with intuitive interfaces such as buttons, menus and help 'wizards' that enable users to operate the various systems with little formal training. In a sense the training to use these systems is built into the systems themselves. Many staff, particularly those who are performing relatively straight-forward tasks, are able to use these systems with little or no formal training.
One way in which modern software assists this process is through the use of common standards and conventions across different programs, so that, once a process (such as the cut and paste function, for example) is learned in one application, the same process can be used across a range of applications without the need for further training. This feature is an aspect to be considered when software is being purchased: that is, software that uses common standards across a range of applications is generally preferable to software that does not use consistent common standards.
However, while many users can operate their office software to an acceptable level of productivity with little or no formal training, there are many features of modern software applications that are not readily apparent without some training. For example, mail merges can save a great deal of effort if used effectively. To make the most of mail merge programs, it helps to understand how to link the documents to a source data such as relational databases and how to use variable fields in the merge document. Formal training can help explain the intricacies of these and similar processes, leading to increased productivity with reduced effort.
Another important aspect of technology training is that it should be an ongoing process, rather than a 'set and forget' approach. Particularly because software is regularly upgraded with new capabilities, it is important to ensure that staff regularly refresh and update their skills through training. One way to achieve this is to include technology training in each staff member's training and development plan, with a commitment from the staff member and management that technology training will be regularly refreshed.
Technical staff
Technical staff, including permanent staff and external contractors, need more intensive training to enable them to perform effectively. This may take the form of university or technical college qualifications, or specialised training for technicians.
Some companies provide accredited training courses to a recognised standard. These qualifications can be used as a guide as to the level of technical skill obtained by potential staff, and can be used by employers as a means of determining the suitability of applicants for technology jobs.
As with non-technical staff, technical staff should also keep their skills up to date by regularly undertaking further training to refresh and update their knowledge.
