Project Overview
Duration
2 months
Project Type
Step by Step Guide
eLearning Videos
Role
Instructional Designer & Admin Team
Tools Used
Camtasia
Canva
Google Suite
Elevenlabs.io
Aim High supports students and families across multiple school sites each summer and behind the scenes, their staff juggles a lot of administrative work using FileMaker. But with no on-screen tutorials and limited onboarding resources, new team members often had to rely on more experienced staff for help. This led to delays and repeat questions, especially as summer hiring ramped up.
To address this, I created an eLearning reference library to provide step-by-step guidance on common FileMaker tasks. This training is designed to support admission assistants, directors, and teachers, as they manage tasks like student lookups, application tracking, and troubleshooting all in one accessible place.
The Challenge:
The biggest pain point was that staff didn’t feel confident navigating FileMaker on their own. The only resources available were a basic cheat sheet and some incomplete notes. Without visual walkthroughs, many new hires had to ask for help again and again.
Solution
To solve this, I designed a short, eLearning experience that combines screen recordings with a structured PDF guide. The content focuses on real tasks the staff performs every day like searching for a student, updating info, checking application status, and resetting passwords.
We needed a solution that was:
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Easy to access
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Simple to follow
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Built for people juggling a lot at once
List of additional eLearning tutorials created: (not linked)
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Password Reset
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Filemaker General Navigation
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Filemaker Tips
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How to Find and Update Parent/Staff Contact Information
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Check Application Submission Status
DESIGN PROCESS
Let's dive deeper into the project!
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Define the Problem – I met with directors and support staff to understand where new hires were getting stuck and what common tasks were critical for daily operations.
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Conduct a Needs Analysis – We narrowed down the must have tasks and pain points, such as searching for students, attendance issues, and parent questions about re-enrollment.
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Organize Content – I built out a clear flow for the eLearning course and outlined sections for the PDF guide. I’ve also created scripts for the elearning videos. The goal was to make it easy for anyone to find what they need quickly.
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Create the Content – I recorded short video tutorials walking through each key task and wrote clear, friendly step-by-step instructions in the PDF. I’ve also utilized eleven labs for the audio, to make all the voices cohesive for future videos. Visual aids and screenshots helped make the information stick.
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Test and Iterate – I shared the materials with a few staff members to gather feedback. Based on their input, I clarified instructions, trimmed video length, and reorganized some content for faster access.
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Launch and Share – Once finalized, the course and PDF were shared with incoming summer staff and made available in the Aim High internal drive for future use.
Outcome and Reflection
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The training gave staff more independence and saved time for experienced team members who no longer had to answer the same questions repeatedly. The reference guide and videos worked well together. Staff could watch a task once, then refer back to the PDF as needed, I wanted to make it accessible for all types of learners.
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This project helped me practice designing content for just in time learning, especially for busy teams juggling multiple responsibilities. I also gained experience simplifying technical workflows, collaborating cross-functionally, and building training that empowers learners to solve problems on their own. If I was on this project longer, I would have included screenshots of images under each step, however with the time rush, I was unable to.
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It felt great to create something practical and immediately useful, especially knowing it’ll continue to support staff in future summers.