Boosting Engagement and Retention in Systems Training with Scenarios
When it comes to systems training, traditional approaches often focus on providing step-by-step instructions or giving detailed information about a system's features. Unless the trainer is a very witty and engaging facilitator, nine times out of ten, this kind of training is dry, unengaging, and often leads to low retention. Learners may leave the session knowing the ‘how,’ but they struggle to understand the ‘why’ behind their tasks, and without some clear memory aids, even the ‘how’ will fade quickly.
This is where scenario-based training for systems offers a powerful alternative. By embedding systems training into realistic scenarios, we can motivate learners, enhance understanding, and ultimately improve long-term retention.
Motivating Learning
Many people find it difficult to engage with a software application when it feels disconnected from their day-to-day tasks. Scenarios solve this by tying the training directly to the learner’s actual job responsibilities. Rather than focusing on system features and functions, scenarios demonstrate how the system supports tasks that staff need to perform in their daily work.
For example, instead of showing employees a long list of reports the system can generate, and which information can be included or excluded, a scenario could guide them through creating a specific report that they need to pull regularly. This makes the training immediately relevant and helps learners see the practical value of the training from the outset.
Tip: Typically, learners won’t need training on generating more than one report. If they can generate one successfully, they’ll probably figure out how to generate others, too.
Creating Engagement
Embedding systems training into stories is a technique that not only keeps learners interested, but also makes the content more memorable. Storytelling taps into our natural human curiosity—we want to see how the story ends, and we become invested in the outcomes of the characters involved.
In systems training, stories could centre around real-life challenges that the learner might face, using the system as a tool to navigate these situations. For example, we collaborated on a systems training project where nurses were learning how to record what medication was given to their patients. We presented them with a story of a patient who refused his medication and hid it under the bed. The nurse finds the pill later and needs to make a record that the medication was not, in fact, taken at the scheduled time. In this way, the system becomes part of the solution, guiding the learner to find the right data, troubleshoot problems, and ultimately achieve a successful outcome.
Stories also help to reduce cognitive overload. Rather than overwhelming the learner with isolated pieces of information about a software application, stories provide a structure that can weave together various aspects of their job into a coherent, relatable experience.
Such scenarios also open up the possibility of using rich visuals to keep learners engaged with the learning materials. Visuals of characters and their problems enhance the story being told and increase motivation to complete the training even more.
Avoiding Information Overload
Traditional systems training, especially if it’s led by a software specialist, can fall into the trap of trying to cover every single feature of the application, leading to information overload. Learners end up with a lot of detail but very little actionable understanding. Scenario-based training, on the other hand, allows learners to focus only on the most relevant functions learners need to know. This not only makes the content more digestible, but also helps learners feel more confident when they encounter similar tasks in real life.
Tip – if there is more information that learners may need to discover, allow them to discover that themselves using quick reference guides, or a ‘tips & tricks’ document. 99% of the time, learners only need a few basic things to get started, and it’s easier to learn the little tricks on the job as they go.
Wrapping Up
Whether it’s face to face training or eLearning, using scenarios in systems training offers a highly engaging and effective alternative to traditional methods which focus solely on the software. By connecting the training to learners' real tasks, embedding it within compelling stories, and using visuals to support the content, you can create a training programme that is not only informative but also memorable and enjoyable. Learners will leave with a deeper understanding of the system and the confidence to use it in their everyday roles.
Download our scenario-based systems training checklist below!
