Keeping up with platforms and their ever changing user interface is a heavy task. It can be a nightmare to update and redo resources, especially platform walkthrough videos, due to various reasons (missing raw files, time consuming, limited resources, etc.). Having worked in software-related roles for the past few years, I've picked up some strategies that can help preserve the content of your video and knowledge base for years to come:
Focus on core features: Rather than trying to cover every aspect of the platform, focus on the core features that are likely to remain relevant over time. This can help ensure that your resources remain useful even as the platform evolves.
Use modular design: When creating video walk-throughs or FAQs, use a modular design that allows you to easily update or replace individual components without having to redo the entire resource. This can help minimize the amount of work required to update your resources.
Use generic terminology: When describing features or functions of the platform, use generic terminology that is likely to remain relevant even as the platform evolves. Avoid using specific terms or jargon that may become outdated over time or not easily understood.
Use screen recording tools: When creating video walk-throughs, use screen recording tools that allow you to easily capture and edit your content. This can help you quickly update your resources as the platform evolves. I also advise creating a script to help this process go by faster and smoother.
Use dynamic FAQ tools: Consider using dynamic FAQ tools that allow you to easily update your content as the platform evolves. These tools often allow you to categorize your content and provide a search function to help users find what they need. Some examples include Intercom and Zendesk Guide.
Use version control: Use version control tools to manage changes to your resources over time. This can help you track changes and easily revert to previous versions if needed. Some examples include Git, Subversion, GitHub, Bitbucket, and Google Drive. Google Drive has been my most popular option as it is easily adopted by all users. It is recommended that you work with the subscriptions you have to minimize additional training.
Provide links to official documentation: When creating resources such as video walk-throughs or FAQs, provide links to official documentation or resources provided by the platform vendor. This can help ensure that your content remains accurate and up-to-date.
Develop a revision committee and plan: Depending on the scale of your project, it might be useful to get a committee of subject matter experts together to visit the content of the resources every few months or years. Creating future meetings can act as a reminder to the committee to support in the updating and maintenance of the learning content.
In conclusion, it is important to think ahead and develop tools with these tips in mind. It will save you and future project managers from scrambling to update content as platform interfaces can change overnight, sometimes without warning. Another tip would be ensure communication between you and the SaaS vendor to ensure you are informed of upcoming platform changes. By following these strategies, you can develop resources such as video walk-throughs and FAQs for a LMS or CSM platform that require minimal updates and revamping as the platform interface evolves and changes. This can help reduce the amount of work required to maintain your resources and improve the overall user experience.
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