Running an end-user training: onboarding new employees

Here's how to prepare a Q.wiki end-user training and guide your participants confidently through it – from the first login to their first own change.

Choosing the right timing

Preparing the training

Running the training

1. Introduce the Q.wiki principle

Explain the wiki principle by comparing it to Wikipedia – with the difference that Q.wiki is about company-internal knowledge.

Transparent

No matter who I am: I get a clear overview of the entire company's processes, understand how they connect, and can spot losses at interfaces.

Collaborative

No matter who I am: I can contribute to processes and suggest changes. That way we use everyone's knowledge and shape best practices in a decentralized way.

Real-time

Changes are implemented right away through an approval workflow – so Q.wiki keeps evolving continuously.

Give a few short examples of company-internal processes that affect everyone, such as requesting vacation or submitting travel expenses.

2. Introduce the process map and level 2

The process map is structured according to the Aachen Quality Management Model and reflects the company: it shows how the company works and earns money, serves as a navigation overview for all employees, and is fully customizable.

Level 2 works like a table of contents. Use the guiding question: what does a good table of contents need to look like so I can find my way around?

Tie it back to the introduction: processes aren't fixed – everyone can help streamline them or make them clearer.

3. Explore a process description live

Navigate together with participants via Process map > Employees > Hiring employees > Onboarding employees and explain:

• The page header
• The flowchart
• The different page types
• The process table's structure, with the columns "What needs to be done?" and "How do I do it?"
• Features such as attachments, links, and email templates
• How a work instruction is linked within a process description, using "Onboarding employees" as an example
• The concept of upstream and downstream processes

4. Suggest and approve changes

Show how to suggest a change, then make a few changes to the page together with participants. For a tech-savvy audience, you can already use features like links, images, or attachments here.

Then start the approval workflow to publish the changed content. Explain:

• The workflow, with reference to the page header and the roles it contains
• The "Compare with approved version" feature
• The version history feature

5. Show navigation

• Navigation via the process map
• Show the search function

6. Run through the Q.wikinger tours together

Before running the tours, briefly answer the key questions about the Q.wikinger: what it is, where to find it, and what to keep in mind when using it. Be available for questions.

• Do the Q.wiki login together
• All participants should fully complete the tours

7. Wrap up together

Hold a Q&A round and close the training on a motivating note. Explain:

• That participants can now work in Q.wiki, and encourage them to contribute – that's the only way Q.wiki stays alive
• That processes are easy and quick to change, and can be published and approved right away
• That collective intelligence moves everyone forward together
• That training videos, articles, and the Help Center are always available for further learning