Tag Archives: office

what’s most important about software experience

Back in the mid 1990s, when I found myself jobless and was temping, my agency sent me to fill in for an executive administrative assistant that was going on vacation for two weeks. I read over the job description, and it said I needed to know Microsoft Powerpoint. I looked at the recruiter and said, “Oh, I haven’t used this much. I’ve used Aldus Persuasion for slide show presentations.” She shook her head and said, “Same thing. You know that, you’ll do fine with PowerPoint.” I went to the job terrified they’d boot me as soon as they figured out that I didn’t know Powerpoint. But the recruiter was right: it was most important that I knew how to lay out a slide show presentation properly; I figured out PowerPoint in just a few minutes, and put together slide show presentations for two weeks per the company’s specifications.

I’ve taken one software class in my life: it was for a new version of Aldus Pagemaker (oh, how I loved Aldus products back in the 1990s!). The class was all about how you did things differently in this version versus the last version – but it didn’t teach me anything about design. And during that hour-long class, I realized I could have figured everything out about the upgrade on my own – a book about the upgrade would have been cheaper, and always there, ready for reference.

I bring this up because of a discussion on an online community where someone said they were from a nonprofit that didn’t have the money to upgrade to the latest version of Microsoft Office, a very old version of which they used to train their clients regarding how to prepare résumés, write formal correspondence, create simple business documents, etc. I responded that a great alternative for this nonprofit was OpenOffice or LibreOffice, both of which are free, both of which provide very powerful word processing, slide show/presentation, spreadsheet and database software, both of which are frequently updated, etc. I use OpenOffice myself.

Other people thought that the advice was outrageous, that if this nonprofit were to use anything but Microsoft, it would handicap their clients. But I stand by my advice: what’s important is not to teach someone how to use Microsoft Word or Microsoft anything. What’s important is for people to understand all that office software can do, such as in a document:

  • using fonts appropriately
  • setting tabs and margins
  • creating and editing tables
  • adding headers and footers
  • recording and showing, or hiding or accepting, edits by other people
  • creating mail merges
  • etc.

What’s MOST important is that you understand the capabilities of word processing software, spreadsheet software, presentation software, web page creation software, etc. – having that understanding means you will be able to learn to use future versions of the software or most any software produced by a different company that is designed to do what you want done, whether it’s to create a document or a web page or a database, whatever.

I bring this up not only because of that online community debate, but also because I see so many job postings asking just for advanced experience with Excel – rather than asking for experience with creating calculations on spreadsheets or producing a variety of graphs using statistical data. Or someone asking for experience with such-and-such database instead of asking for experience creating fields or customized reports in a database.

Another software skill that is just as important: ability to learn new functions on upgraded software or ability to learn new software quickly or ability to figure out new software/upgrades, because software changes. And changes and changes. It gets upgraded. The IT manager decides to use something different. The price gets too high and some board member can get a special deal on something different.

Give me a nimble learner over someone with 10 years of experience with ANY one software package! Give me a person who understands the basics of document design who has used a typesetter and hot wax for the past 20 years over someone who knows how to use Microsoft PowerPoint to create really ugly slide show presentations!

Also see:

Embrace FOSS and Open Source

Excuses, excuses

Here’s a conversation I had this week as a member of a certain city’s citizen’s committee regarding bicyclists and pedestrians:

Me: “I’d like for this link to the state agency name redacted web site to added to this web page on the city’s site. I’ve sent two emails requesting it, but no one has responded.”

City representative: “We don’t have money in the budget to do that.”

Me: “You don’t have the money to add a link to a web page?!?”

City Rep: “Actually, it’s because the decision makers need to review that change first.”

Me: “Okay, who are the ‘decision makers’?”

City Rep: “Oh, we don’t have a policy yet on how those decisions will be made.”


This is also a perfect illustration of the change of mentality that’s needed for effective online communications. Using web pages and social media has nothing to do with budgets or policies – it has to do with mindsets.

Fear-based management – it’s a customer service KILLER.