Getting Organized

Here are some tips to help you.


Just like any other important endeavor, building a facilitator guide or a participant guide requires thinking through what your "ingredients" are and organizing the source content files you already have so they are easy to work with. 

Gather all of your source content
into one Word file.

  1. Add the content in the order you plan to use it.
  2. Let this new document flow - don't add page breaks or section breaks.
  3. Use Word's Clear All Formatting function to set everything to Word's normal style.
  4. You can use Word's Comment function to make notes about bulleted lists, etc.

A fast way to gather source content is to use the Extract Objects function that is included in Zapps Pro The Collection because this allows you to move through large Word files and mark specific chunks of content and then extract all of the marked content at once into a new Word file.

Gather all of your picture images
into one folder.

  1. As you add them, start each file name with a number to keep them in the order you intend to use them.
  2. Make the image file names descriptive because LeaderGuide Pro is going to use your image file names to create Alt Text as your images are added to your guidebook. Alt Text is used by screen readers. Alt Text is required if your document need to be 508 compliant.
  3. If possible, consider saving all of your images in the same file format because Word handles imported images better when their file formats are the same.

A fast and easy way to gather images that are embedded in other files and save them in the image file format you prefer is to use the Save Pics function that is included in Zapps Pro The Collection because this allows you to move through large Word files and mark specific embedded images or simply select all images and save them all at once into a folder.


Gather and clean up any PowerPoint filesyou intend to use.

If your slide files include hidden slides or slides you don't want to use in your guidebooks, either make note of the slide numbers to exclude when importing or consider making a copy of the slide file and deleting the slides you don't plan to import into your guidebooks, naming this file your "Import-PPT file name"

If the slides are still being built and notes are being added, consider asking the author to indicate trainer actions in the notes, such as Activity, Q&A, Say, etc. And to indicate who the notes are for, such as trainer, participant, producer. And to indicate how much time is to be spent on each slide and when a slide signals the start of a new topic or sub-topic. All of these designations come naturally to the writer as the slides and notes are being built.  

Tip: A very fast way to this is with the new Script PPT function included in Zapps Pro The Collection. When you create your facilitator or participant guide from slides and notes that have been scripted and marked by Zapps Pro your job will be that much faster and easier because all of these designations come into your file.

Assuming the slides will dictate your module and lesson structure, another option is to use george! to add TOC (Table of Contents) labels to the slides that indicate the start of a module or a lesson. This is easy because you are doing it visually, and it makes the set up of your guidebook a breeze because LeaderGuide Pro will use the TOC labels george! added as you import the slides into your facilitator guide or participant guide.

If there is a lot of text on the slides that you'd like to work with in your guidebook file make a note to use the "Extract Text" function as you use the LGPro Special>Add Slides function.


Create a 2-level outline.

If you don't already have an outline by topic and sub-topic, a.k.a. module and lesson, create one. This will help you set up your guidebooks because LeaderGuide Pro structures facilitator guides and participant guides with Modules and Lessons. Every module has at least one lesson.


If you aren't used to thinking this way, consider that there should be a module for every learning objective in your training program. There should be at least 3 lessons within a module: an introduction, the main content, and a summary. So if you have 5 learning objectives you should have 7 modules: one for each of the learning objectives, plus an overall Introduction module and an overall Summary module.



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