How to Create a Training Document

Table of Contents

Overall Structure to Follow

In order, each training document should contain the following sections:

  • Section 1: Background & Needs
  • Section 2: High-Level Overview
  • Section 3: Deep-Dive on Project Specifics (from Section 2)
  • Section 4: Additional Notes & Considerations 

Next, we’ll detail the specifics that should be included within each section outlined above. If any questions should arise about how to set up a training document or what information needs to be included, feel free to contact Mago and we’ll happily help.

Section 1: Background & Needs

The background and needs section of the training document should contain a few key pieces of information detailed below which provide a high-level overview about the client as well as the overarching project and why the project or training is important (either to the client, for SEO purposes, brand awareness, etc.). Always consider & include the following where relevant:

  • Information about the end-client
      • Who are they? / What do they sell or specialize in?
      • Anything specific about the client you’d want to keep in mind as it relates to the training?
  • Project details, background & objectives (high-level)
      • What is the project / training about?
      • Why is this project / training important?
      • What are we hoping to accomplish with this project / training?
      • Why are we doing this now? (i.e., does it relate to another project or action?)
  • Project-specific tools & files
    • Are there tools that will be used for this project? If so, include:
      • Login information OR where to access login information 
    • Are there files already in existence that will be used? If so, include:
      • Links to those files & any explanation of those files that might be needed
    • Note: If you are developing a training document specific to an end-client, but your own internal agency tools are used, state that login credentials can be obtained directly through you or a contact at your business.

Section 2: High-Level Overview

After we’ve established some background knowledge about the project, or training required, we next want to spell out the specific requirements of the project or training exercise. To start, we will summarize the requirements of the project or training exercise before we go into specific details or tasks needed (which will come in section #3).

Within the high-level overview, we’ll want to create a bulleted list OR step-by-step requirements of the project. When creating this, consider:

  • Does a list OR steps make more sense?
    • Will the project or training always follow the same order of operations?
    • Is there a checklist to go through in order to make sure ALL aspects of a project are completed?
  • Are there business-specific considerations to keep in mind for the project? (i.e., do files need to be saved in specific locations? Under certain file names? Sent to specific team members?, etc.) 
  • Are there client-specific considerations to keep in mind for the project (i.e., formats to consider? Colors to use? Spelling or capitalization to pay attention to?, etc.)

Close this section by letting the trainee know that further details related to the high-level overview will be found in the next section.

Section 3: Deep-Dive on Project Specifics

Once the high-level overview of the project has been established, each of the items or tasks mentioned in the overview will need to be spelled out with more details to make sure each requirement of the project / training is clear.

For each item listed in the overview, consider the following:

  • Task-specifics
    • Background – Define what the task is
    • Objective – Why is this specific task important? What will it help to accomplish?
  • Step-by-step instructions needed to complete the task
  • Relation to other tasks or items (does this lead to another step? Does this help or aid a later step?, etc.)

Provide enough detail about each item or task within the process to make sure that it’s clear without going overboard. If you’re struggling with how much detail to include, connect with the client or end-user for input, or to schedule a brainstorm session to discuss the best way to handle it.

For particularly difficult tasks, or particularly involved tasks, it may make sense to set up an initial brainstorming session with the client or end-user to discuss any complexities or additional considerations that may need to be included.

Section 4: Additional Notes or Considerations

This section will not always be included within a given training document, but when relevant, a final section for additional notes or considerations will be added.

Within this section, include things like:

  • Troubleshooting help 
    • Where to go with outstanding questions
    • What to do if you run into issues 
    • Alternative solutions (if applicable)
  • Additional resources
    • Video (showcasing the process / something to reference)
    • Are there background materials that might help to read before starting?
    • Is there an online training program specific to this project that might help?
    • Are there educational articles or materials you could send for more information or further details?

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