In recent years, there has been a significant transition of educational technologies to an online format. This shift has led to the widespread adoption of various digital tools and platforms aimed at facilitating remote learning. Consequently, we are currently witnessing the emergence of novel educational formats, including virtual classrooms (such as Zoom, Google Meet, and Microsoft Teams), Learning Management Systems or LMS like Moodle, Canvas, and Blackboard, and collaborative tools like Google Workspace and Microsoft 365.
The new forms of online training offer students new opportunities, enabling real-time interaction between students and teachers. They facilitate lectures, discussions, and collaborations, provide simple examples and cases of usage, enhancing engagement, and providing more dynamic learning experiences. Besides, they make online training a structured process, providing centralized hubs for course materials and assignments. In these hubs, students and teachers can collaborate on projects, documents, and presentations in real time.
The new forms of online training require writing new training documentation software and tools. These tools allow technical writers to create customizable and interactive training courses, simulations, and assessments. This blog will cover the most popular and up-to-date tools and software to help tailor your training courses to the needs of your business.
What Is Training Documentation Software?
Training documentation software is a tool that helps organizations create, organize, and manage training materials, such as training manuals, guides, videos, and presentations. This software allows users to easily create, edit, and distribute training documentation, track employee progress, and assess training effectiveness. By streamlining the training process, enhancing employee performance, and ensuring consistency in training materials across the organization, it plays a pivotal role in organizational development.
Moreover, training documentation software serves as a valuable asset for leveraging the company’s knowledge base. By consolidating all training materials within a single platform, employees can readily access and refer to essential information whenever necessary.
For onboarding new employees, training documentation software proves indispensable. This software empowers organizations to compile, store, and manage training materials in a centralized location, simplifying access for new hires and expediting their integration into the company.
Overall, training documentation software stands as a potent instrument for constructing and sustaining a comprehensive company knowledge base, elevating employee performance, and nurturing a culture of continual learning and growth.
Training Documentation Software Main Features
Training documentation software is essential for any company aiming to maintain a competitive edge in today's business environment. Without such software, your company may encounter challenges in effectively training new employees, keeping existing staff informed of pertinent information, and monitoring progress and performance.
Here are several ways in which training documentation software and tools can benefit your business:
- Standardize training materials. Training documentation software ensures that all employees receive consistent and up-to-date training materials, thus reducing the risk of errors or inconsistencies in the training process.
- Save time and resources. Utilizing training documentation software can save time and resources by eliminating the need for in-person training sessions or printed materials. Employees can easily access training materials online, reducing the need for costly training sessions and handouts.
- Tracking and monitoring. Training documentation software often comes with built-in analytics and reporting tools, enabling you to track the effectiveness of your training programs. By utilizing metrics and analytics, you can monitor employee progress, completion rates, and performance, identify areas for improvement, and make data-driven decisions.
- Centralized storage. Training documentation software allows businesses to store all training materials in one centralized location, making it easy for employees to access the information they need.
- Scalability. As businesses grow and expand, training documentation software can easily scale to accommodate new employees and training needs, ensuring that the training program remains effective and efficient.
- Interactive Content. Modern online learning materials include multimedia elements such as videos, simulations, interactive quizzes, and virtual labs. These elements enhance engagement and offer more dynamic learning experiences.
- Adaptive Learning. Technologies like AI-driven adaptive learning platforms can personalize learning experiences based on individual student needs and performance. This tailored approach can optimize learning outcomes.
- Mobile Learning. The widespread availability of smartphones and tablets has significantly enhanced the accessibility of learning. Through mobile apps and responsive websites, students can engage in learning activities at their convenience, regardless of time or location.
- Online Assessments. Tools for conducting online quizzes, tests, and exams have become more sophisticated, ensuring academic integrity and providing immediate feedback to students.
In today’s fast-paced business world, it's essential to invest in tools like training documentation software to stay competitive. Without such tools, your company risks lagging behind competitors who effectively leverage these resources to adapt to the changing landscape.
Best Training Documentation Tools for 2024
Training documentation tools are essential for organizations to effectively create, organize, and deliver training materials to their employees or clients. There are several tools available in the market that cater to different needs and preferences of users.
The cutting-edge tools belong to the category of CCMS (Component Content Management Systems). They can be valuable for creating training documentation as they allow users to streamline the process, improve collaboration, and ensure the quality and consistency of the training content.
Here is an overview of some of the best training documentation tools for 2024.
ClickHelp is a web-based help authoring tool that can be used to create and manage training documentation. With ClickHelp, users can easily create, edit, and publish training materials such as manuals, guides, tutorials, and more in a collaborative environment.
Some of the key features of ClickHelp for creating training documentation include:
- Content management. ClickHelp provides a centralized platform for storing all training documentation, making it easy to organize and manage content.
- Authoring tools. ClickHelp offers a range of authoring tools that allow users to create and format training materials without the need for technical expertise.
- Collaboration. ClickHelp enables team members to collaborate on training documentation projects in real-time, allowing for seamless communication and feedback.
- Publishing options. ClickHelp supports multiple publishing options, including online and offline formats, making it easy to distribute training materials to users.
- Multiple output formats. ClickHelp supports multiple output formats, including HTML, PDF, and EPUB, making it easy to distribute documentation across different platforms and devices.
- Analytics. ClickHelp provides analytics and reporting tools that allow users to track the performance and usage of training materials, enabling organizations to optimize their training programs.
- Integrations. ClickHelp integrates with popular tools via Zapier, allowing users to streamline their workflow and improve productivity.
- Security. ClickHelp offers advanced security features, such as password protection and role-based access control, to ensure that sensitive documentation is protected.
ClickHelp offers several pricing plans ranging from $175 to $580 per month, depending on the number of contributors and additional features required. There is also a free trial option available for individuals interested in testing the platform before committing to a paid plan. Additionally, ClickHelp offers volume discounts for larger teams and customizable enterprise solutions for organizations with specific needs.
Confluence is a CCMS that can be used to create training documentation. It allows for easy collaboration, organization, and customization of content. Here are some features that Confluence offers to create training documentation:
- Creating a space for training documentation. You can create a dedicated space in Confluence for all your training materials. This will keep everything organized and easily accessible.
- Using templates. Confluence offers a variety of templates that you can use to create different types of training materials, such as lesson plans, quizzes, and guides. Use these templates to get started quickly, make your content look professional, and ensure consistency in your documentation.
- Adding multimedia elements. To make your training documentation more engaging, consider adding multimedia elements such as videos, images, and interactive quizzes. Confluence supports embedding multimedia content from various sources, making it easy to create dynamic training materials.
- Collaborating with team members. Confluence allows for real-time collaboration, so you can work together with your team members to create and review training documentation. Use the commenting and editing features to give and receive feedback, make revisions, and ensure the accuracy and quality of your materials.
- Organizing content with pages and hierarchies. Use pages and hierarchies in Confluence to organize your training documentation into logical sections and topics. This will help users navigate through the materials easily and find the information they need quickly.
- Customizing with macros. Confluence offers a variety of macros that allow you to add dynamic and interactive elements to your training documentation, such as clickable tabs, interactive charts, and progress bars. Experiment with different macros to enhance the usability and effectiveness of your materials.
- Making it visually appealing. Use Confluence's formatting tools to create visually appealing training documentation. Use headings, bullet points, and color schemes to make important information stand out and improve readability.
The pricing for Confluence varies depending on the type of license and the number of users. The pricing starts at $5 per user per month for small teams and goes up to $10 per user per month for larger enterprise teams. There is also a self-hosted option available, with prices starting at $10 per user for a one-time payment. The pricing details may change, so it is recommended to check the official website for the most up-to-date information.
SharePoint is a versatile tool that can be used for creating and managing training documentation. It is a web-based collaboration platform that integrates with Microsoft Office. It offers a variety of features that help organizations streamline their internal communications, document management, and collaboration efforts. Some key features of Microsoft SharePoint include:
- Document and content management. SharePoint allows users to store, organize, and share documents and content in a secure and centralized location.
- Team collaboration. SharePoint provides tools for team collaboration, such as team sites, workflows, calendars, and task lists.
- Intranet and portal solutions. SharePoint can be used to create intranet sites and portals that serve as a central hub for corporate information and communication.
- Business intelligence. SharePoint includes tools for data visualization, reporting, and business intelligence to help organizations make informed decisions.
- Workflow automation. SharePoint supports workflow automation, allowing organizations to automate and streamline business processes.
- Mobile capabilities. SharePoint offers mobile apps that enable users to access and collaborate on content from any device.
Pricing for Microsoft SharePoint varies depending on the specific needs of the organization and the deployment option chosen (on-premises, online, or hybrid). SharePoint Online, which is part of Microsoft 365, is available as part of various subscription plans, with prices starting at $5 per user per month. On-premises deployments of SharePoint typically require a one-time licensing fee as well as ongoing maintenance and support costs. Organizations interested in SharePoint should reach out to Microsoft or a certified partner for more information on pricing and licensing options.
Google Drive is a cloud storage service that allows users to store, share, and access their knowledge base from anywhere. Some of the key features of Google Drive include:
- Storage. Google Drive offers 15 GB of free storage for all users. Additional storage can be purchased starting at $1.99 per month for 100 GB.
- File syncing. Files stored in Google Drive can be synced across all devices, including desktop computers, laptops, smartphones, and tablets.
- File sharing. Users can easily share files and folders with others, either privately or publicly. Permissions can be set to control who can view, edit, or comment on files.
- Collaboration. Google Drive integrates with other Google products, such as Google Docs, Sheets, and Slides, allowing for real-time collaboration on documents, spreadsheets, and presentations.
- Security. Google Drive uses strong encryption to keep files secure and offers advanced security features such as two-step verification.
- Integration. Google Drive integrates with a variety of third-party apps and services, allowing users to connect their Google Drive account to other tools they use.
In terms of pricing, Google Drive provides various storage plans ranging from a free 15 GB option to paid options starting from $1.99 per month for 100 GB, with the opportunity to upgrade to a Google One membership for additional benefits like extra storage and discounts on services.
Articulate Storyline is a popular e-learning authoring tool that is commonly used for creating interactive training documentation. The software allows users to create engaging and interactive content such as simulations, quizzes, and interactive videos.
Some of the key features of Articulate Storyline include:
- Slide templates. Storyline comes with a variety of pre-built slide templates that can be easily customized to fit the needs of your training documentation.
- Interactive elements. Users can add interactive elements such as buttons, sliders, markers, drag-and-drop activities, and hotspots to make the learning experience more engaging.
- Multimedia support. Storyline supports a variety of multimedia formats, including images, audio, video, and animations to enhance the visual and auditory aspects of the training documentation.
- Quizzes and assessments. Users can create quizzes, surveys, and assessments with various question types (multiple choice, true/false, fill in the blank, etc.) to test learners' knowledge and understanding.
- Screen recording. Storyline includes a screen recording feature that allows users to capture screen activity and create software simulations for training purposes.
- Variables and triggers. Users can create custom variables and triggers to add conditional interactivity and personalized feedback based on learner actions.
The pricing for Articulate Storyline is subscription-based and varies depending on the type of license and the number of users. The pricing starts at $999 per user for a perpetual license, with additional costs for maintenance and support. There is also a subscription-based pricing model available, with monthly fees starting at $199 per month.
Document360 is a knowledge management platform that allows teams to create, collaborate on, and publish internal and external documentation. Document360 is commonly used by businesses to streamline their training process and provide employees with easy access to information.
Document360 offers a range of features aimed at simplifying knowledge management and documentation processes for organizations. Some key features of Document360 include:
- Content Creation. Сreate and manage various types of documents, including articles, blogs, FAQs, and more, using a rich text editor and markdown support.
- Version Control. Keep track of document revisions, manage changes, and easily revert to previous versions if needed.
- Team Collaboration. Collaborate with team members in real-time, assign tasks, and track progress on document creation and updates.
- Knowledge Base Organization. Organize documents and articles into categories, tags, and structured hierarchies for easy navigation and search.
- Analytics. Track user engagement, document views, search queries, and other key metrics to measure the performance of your knowledge base.
- Customization. Customize the appearance and branding of your knowledge base to align with your organization's branding and style.
- Security. Ensure the security of your documents and data with access controls, user permissions, encryption, and other security features.
As for pricing, Document360 offers multiple pricing plans based on the number of users and features needed. Some of the pricing plans offered include a free plan for small teams or personal use, as well as various paid plans with additional features and support options. Pricing details can be found on the Document360 website or by contacting their sales team for a customized quote based on specific requirements.
ProProfs is a popular platform that provides various training documentation tools to help organizations create, distribute, and track training materials. Some key features of ProProfs include:
- Knowledge Base. ProProfs Knowledge Base allows organizations to create and organize training materials, documentation, and resources in a centralized location. This makes it easy for employees to access information and training materials when they need them.
- Online Training Software. ProProfs offers online training software that enables organizations to create interactive and engaging training courses. This can include quizzes, assessments, and multimedia content to enhance the learning experience for employees.
- Training Tracker. ProProfs Training Tracker allows organizations to track employee training progress, completion rates, and performance. This helps organizations ensure that employees are completing training requirements and staying up-to-date on important information.
- Documentation Tools. ProProfs provides documentation tools that make it easy to create and edit training documents, manuals, and guides. These tools can help organizations create consistent and standardized training materials for employees.
ProProfs offers a range of pricing plans for different products and services. Pricing for using ProProfs can vary depending on the specific features and tools you require. The company offers free trials for many of its products, as well as subscription-based pricing plans that start at around $24 per month. Additional fees may apply for premium features or additional users. It is recommended to visit the ProProfs website or contact their sales team for the most up-to-date pricing information.
Overall, ProProfs offers a comprehensive set of training documentation tools that can help organizations streamline their training processes, improve employee performance, and ensure that employees have access to the information they need to succeed.
ScreenSteps is a knowledge base and documentation software tool that allows businesses to create, organize, and publish step-by-step guides and instructions for their customers and employees. It is widely used by companies to create and maintain documentation for products, services, processes, and training materials. ScreenSteps provides tools for easily creating and updating content, as well as features for collaboration and sharing within teams. This helps businesses streamline their internal processes and provide valuable resources for customers to help them troubleshoot issues and make the most out of products and services.
ScreenSteps offers a few different pricing options for businesses of all sizes. Here are some of the pricing tiers:
- Essential Plan. It includes basic features such as creating and organizing articles, creating checklists and workflows, and embedding content on your website. Pricing for this plan starts at $39 per month.
- Professional Plan. This plan is designed for larger teams and organizations. It offers more advanced capabilities such as custom branding, report generation, integrations with third-party tools, and more. Pricing for this plan starts at $59 per month.
- Enterprise Plan. Includes features such as single sign-on (SSO), user roles and permissions, custom domain hosting, and priority support. Pricing for this plan is available upon request.
ScreenSteps also offers a free trial period for new users to test out the platform before committing to a paid plan. Additionally, they offer discounts for annual subscriptions and custom pricing options for businesses with specific needs. It's best to visit the ScreenSteps website or contact their sales team directly for the most up-to-date pricing information.
iSpring Suite is a versatile tool that can help you create effective training documents that engage learners and improve retention of information. Here are some features of iSpring Suite that can help you create effective training documents:
- Authoring. iSpring Suite allows users to create interactive e-learning content, such as quizzes, surveys, simulations, and screencasts, using a user-friendly authoring tool.
- PowerPoint integration. The software seamlessly integrates with Microsoft PowerPoint, allowing users to easily convert their presentations into interactive e-learning content.
- Multimedia support. The software supports a wide range of multimedia formats, including audio, video, and animations, allowing users to create engaging and interactive courses.
- SCORM and Tin Can API support. The software allows users to publish their e-learning content in SCORM and Tin Can API formats, making it compatible with most learning management systems.
- Quizzes and assessments. iSpring Suite includes a variety of customizable quiz and assessment templates that make the training process easier, as well as the ability to create custom quizzes with a wide range of question types.
- Screen recording. The software includes a built-in screen recording tool, allowing users to easily create software simulations and video demonstrations.
- Collaboration features. iSpring Suite includes features for collaborative authoring, allowing multiple users to work on the same project simultaneously and track changes made by team members.
The price of iSpring Suite varies depending on the license type and the number of users. The starting price for a single license of iSpring Suite is $680 per year. Additionally, iSpring offers volume discounts for purchases of multiple licenses. It is recommended to contact iSpring directly for a customized quote based on your specific needs.
Adobe Captivate is a popular eLearning authoring tool that allows you to create interactive training documents and courses.
Adobe Captivate offers features such as responsive design, interactive quizzes, simulations, and a range of publishing options. Here is an overview of some of them:
- Responsive design. Adobe Captivate allows you to create e-learning courses that are responsive and can be accessed on multiple devices, including desktops, tablets, and smartphones.
- Interactive elements. The software offers a wide range of interactive elements such as quizzes, simulations, drag-and-drop activities, and more to engage learners and enhance their understanding of the content.
- Video integration. Adobe Captivate allows you to easily integrate videos into your e-learning courses, making it easy to incorporate multimedia content into your lessons.
- SCORM and xAPI compatibility. The software is compatible with SCORM and xAPI standards, making it easy to track and report on learner progress and performance.
- Simulation and software training. Adobe Captivate offers features for creating simulations and software training modules, allowing users to practice skills in a realistic environment.
- PowerPoint integration. You can easily import PowerPoint presentations into Adobe Captivate to quickly create interactive e-learning courses.
- Accessibility features. Adobe Captivate includes features such as closed captions, keyboard shortcuts, and text-to-speech functionality to ensure that your e-learning courses are accessible to all learners.
- Integration with other Adobe products. Adobe Captivate seamlessly integrates with other Adobe products, such as Adobe Creative Cloud, allowing you to easily incorporate graphics, animations, and other multimedia content into your e-learning courses.
The price of Adobe Captivate varies depending on the chosen subscription plan, with options including an annual subscription starting at $33.99 per month when billed annually, or $29.99 per month when billed monthly, providing access to the latest features and updates, and a one-time purchase option available for $1,299, granting lifetime access to the software with no additional subscription fees. For the most current pricing details and to explore subscription options, it is advisable to visit the Adobe website or contact Adobe directly.
Scribe is a versatile documentation management tool that can help you streamline the training process for various tasks and projects. It enables users to create, share, and collaborate on training materials efficiently.
Some of the key features of Scribe include:
- User-Friendly Interface: Scribe offers an intuitive interface that is easy to navigate, allowing users to quickly create training documents.
- Document Creation: Users can easily create training documents from scratch or by using predefined templates.
- Collaboration: Scribe facilitates real-time collaboration, enabling multiple users to work on training materials simultaneously.
- Version Control: Scribe provides version control functionality to track changes made to training documents and revert to previous versions if needed.
- Multi-Format Support: Scribe supports a variety of formats for training documentation, including text, images, videos, and interactive elements.
The pricing for using Scribe can vary depending on the specific services and features needed. Scribe offers different pricing plans based on factors such as word count, turnaround time, and additional services. The Basic plan is free of charge. If you want a Pro account, it will cost $12-23 per month, depending on the size of the team.
Summing up, the best training documentation tool for an organization will depend on its specific needs, budget, and preferences. It is essential to evaluate the features, ease of use, and scalability of each tool before making a decision.
How to Choose a Training Documentation Software
Mapping different training documentation tools is a useful exercise that can help you understand how they all work, identify overlaps with the software already used in your company, and gaps in functionality. Here are some steps to help you map different software tools:
- Identify the purpose and functionality of each software tool. What is it used for? What are its key features and capabilities?
- Determine how each software tool integrates or interacts with other tools. Are there any dependencies or overlaps in functionality?
- Evaluate the effectiveness of the current software tool ecosystem. Are there any gaps in functionality that need to be addressed? Are there any redundant tools that can be eliminated?
- Consider the user experience and usability of the software tools. Are they easy to use and intuitive for your team members? Are there any training or support needs?
- Don’t forget about demoing the software, as it is a critical step in the software adoption process, as it helps users understand the benefits of the software, learn how to use it effectively, and ultimately make an informed decision about incorporating it into their work processes.
By mapping different training documentation tools, you can gain a better understanding of how they work and optimize your toolset to improve productivity and efficiency.
Conclusion
While it is possible for a company to survive without training documentation tools, it may be more efficient to implement them. Training documentation tools help organizations create, distribute, and track training materials for employees, which can lead to increased efficiency, consistency, and effectiveness in training programs.
Without proper training documentation tools, employees may not have access to necessary training materials or may receive inconsistent information. This can lead to a lack of standardized processes and procedures, which can ultimately impact the quality of work and employee performance.
Without training documentation tools, a company may not be able to thrive or reach its full potential. Investing in training documentation tools can help organizations streamline their training processes, improve employee performance, and ultimately contribute to the overall success of the company.
Good luck with your technical writing!
ClickHelp Team
Author, host and deliver documentation across platforms and devices