While the kids of today prefer to communicate by text message, some of us didn't grow up with computers in our pockets. Technical training can not only give you added confidence on the job; it can improve your chances for increased responsibility, exciting assignments and even a promotion. Read on to discover your technical training needs and some quick fixes and longer term solutions to your techno-deficiencies.
The first step is assessing your technical training competencies to determine your areas of weakness. Create a list of the software you use on the job and then rate yourself to see whether you are a beginner, intermediate or advanced at using the program. To get a rough idea of your level in three common Microsoft Office programs, use the checklist below.
Microsoft Word
- BEGINNER
__Document basics: open documents, preview documents before printing, print documents, name and save documents, select a block of text, copy text, paste text, use undo and redo.
__Document tools: use spell check, select and use a template (e.g. fax cover letter template).
__Formatting text: bold text, underline text, italicize text, center text, set or change a tab, indent text, create a list with bullets or numbers, change the font size.
- INTERMEDIATE
__Formatting text: change line spacing, change to landscape orientation from portrait, insert a page break, change a margin, add a header or footer, insert page numbers.
__Tables & Mail Merge: create a table, add a border or shading, insert a row or column, use mail merge helper to merge an excel mailing list and a word letter.
- ADVANCED
__Formatting text: create a style, apply a style, create a template, insert a form field, protect form, search and replace a word, add a text box or word art, use drawing tools.
__Desk top publishing: insert images or charts, create hyperlinks, create a table of contents, use track changes.
Microsoft Excel
- BEGINNER
__Worksheet basics: create columns with headings, data enter in cells, save and name the workbook, open a workbook, formulas using basic math (addition, subtraction, division and multiplication), use the SUM function, preview the page breaks before printing, print a worksheet or the entire workbook.
__Worksheet editing: select a range, cut and paste data, copy a formula, clear a range, use undo and redo, insert a row, change a column width, use spell check
- INTERMEDIATE
__Formatting data: format the cell, change font size, bold range, add table borders, align text in a cell, center text in headings.
__Working in workbooks: creating additional sheets, linking data between sheets, freezing panes, name range.
__Formatting worksheets: change to landscape orientation from portrait, add header, adjust page breaks and size.
- ADVANCED
__Working the data: sort a range of cells, create and edit a chart, create a macro, run a macro, create a template, protect a template.
Microsoft PowerPoint
- BEGINNER
__PowerPoint basics: create a new presentation, insert a slide, insert a title, open a presentation, name and save a presentation.
__Creating slides: move to the next slide, edit a slide, copy and paste text from a word document, add a bulleted list, delete or move a slide, use undo and redo, change font size.
__Reviewing the presentation: view and navigate as a slide show, print the presentation.
- INTERMEDIATE
__Slide text editing: check spelling, find and replace words
__Slide formatting: change font style or colour, format bullets or numbering, change slide background, change colour scheme, insert basic animation, add tables, pictures and graphs, center inserts, change slide layout.
- ADVANCED
__Slide formatting: change chart type, insert an organizational chart, change borders, stack objects, insert custom animation, add transition effects, add sound.
Use your job description, your human resources representative or your own knowledge of your job to determine what level of competency you need to be at to work efficiently. If you are a receptionist and rate as a beginner in MS Word, it is time to look at what it would mean to your job future if you became advanced at MS Word. A rule of thumb is if you use a program at least once a day for at least two hours; take technical training until you rate as an advanced user to be most productive. If you have been promoted to a role that requires competency in a program you have not used or used infrequently in the past, it is time to look at how much more efficient you'd be if you upgraded your technical knowledge.
To more formally test your skills, a site that offers free Microsoft Word, PowerPoint and Excel tests is ExpertRating The analysis of your results gives you a pass or fail and your topic-wise scores to help you see the areas you need to work on. It also suggests paying for a certificate with your results to present to employers. A free online Typing Test can also be helpful if a certain typing speed is a requirement of your job. Test yourself every once and awhile to see if your speed has improved.
Some quick fixes to technical deficiencies are to purchase a reference book such as Word 2003 for Dummies or another simple, visual manual. Another great tool is a cheat sheet - a laminated sheet sold in office supply stores that is a quick reference to the program. The quick reference guides can be ordered online at Navada Learning Series Also, make a conscious choice to start using the help feature and spend some time to learn new techniques.
For serious skill upgrading, take a course through your training and development department, through continuing education or from an online vendor of technical training. Many colleges and universities have short courses offered in the evenings on popular software and technical topics. Make sure you check with your human resources representative to see if your company will pay for your training. This is one type of training that most companies will gladly pay for as it increases efficiency.
You'll be amazed at the short cuts you'll learn as you utilize technical training resources to increase your skills, your confidence and your productivity.
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If you liked this article, try Career Teaching Update Tech or Technology for more tips on technical issues.
Copyright © 2006, Joni Rose and Suite 101. All rights reserved. Any unauthorized use will constitute an infringement of copyright.
