e-learning for travel expense reports: With storytelling to the desired learning effect

Anyone who goes on a business trip (usually at least) has a lot to talk about – and also a lot to consider. In addition to all the meetings and projects, business travelers must not forget to document relevant expenses and collect receipts. The good news is that various software solutions are now available for recording and posting travel expenses. The not-so-good news is that because business trips are often the exception rather than the rule in everyday working life, employees are not really familiar with these software solutions. Errors creep in and cause headaches for the accounting department. We at skillbest have developed a solution to this problem: a customized e-learning course for travel expense reports. Through storytelling and the targeted addressing of e-learning motivation factors, employees learn about the process and the corresponding tools for their travel expense reports – and above all, they learn how to use them.

Initial situation digitization

The problem

Employees have to deal with countless tools in their day-to-day work. There is software for recording working hours, a program for project management and then an app for communication. After just a few weeks, they have mastered most of the tools blindfolded. But there are also tools that are not needed on a regular basis. These include software for travel expense reports, for example. If this is needed at some point, it is easy for errors to creep in. Although there are also training courses and software simulations for this, they usually consist of clumsy videos or click marathons. There is a lack of clear practical examples and an engaging story. The learning effect is correspondingly low.

skillpractice

The solution

We have taken this problem as an opportunity and developed a solution in the usual skillbest manner: an accurate e-learning for travel expense reports. Our e-learning for expense reports sends employees on a virtual business trip. They become part of a story with different storylines and experience realistic situations – from the cab ride to the airport to the business lunch. They playfully learn how to record costs correctly and collect receipts. Just like in real life, they switch between smartphone and laptop. They get to know different tools in just one training session. Through storytelling and the targeted addressing of motivational factors , a learning effect is quickly achieved. Employees can also access the e-learning for travel expense reports on a permanent basis and find answers to their questions at any time.

Areas of application

Tool and software training
Onboarding processes
Individual knowledge refresher

Advantages

Optimizes processes
Saves valuable resources
Creates realistic situations
Enables practice-oriented learning
Helps to avoid annoying mistakes

Correct behavior

Cab, cab

… or would you prefer Uber? No matter what business travelers decide: In any case, expenses must be documented and receipts collected. In our e-learning for travel expense reports, employees learn in a fun way what is important in such (stressful) situations so that the report is correct in the end.

Smartphone software simulation

Add invoices

In many cases, travel expense reports can already be completed via smartphone. We simulate a situation that could occur on any business trip – handing over the invoice, taking a photo with the smartphone, correct upload in the corresponding application – and let the learners carry out the necessary steps themselves.

Realistic situations

Record business meals

How exactly must a business meal be recorded? What guidelines must be observed? What is allowed on the invoice and what is not? Our e-learning for travel expense reports trains employees to find the right answers to questions like these. This ensures that when the actual business meal with the project partner takes place, the focus is entirely on the conversation – and not on the annoying expense report.

Software training has to be boring and dry? Not at all! Our virtual business trip is not only realistic and exciting, but also ensures that the desired learning effect is many times greater.

Managing Director Gustav Philipp Vogl on e-learning for travel expense reports

How did the idea of developing an e-learning course for travel expense reports come about?

We all know boring software training courses where you spend minutes trying to follow the mouse pointer. You try to memorize the steps, but it’s either too fast or so slow that you lose patience. There is no practical relevance. Learning effect? Not a chance. Months later, you are suddenly expected to use the app or program correctly. The consequences: Uncertainty and, above all, annoying mistakes that don’t need to happen. That’s why we thought: why not simulate the process as it really is and link it to an exciting story?

You say that the learning effect is many times higher with your variant. Why?

As the saying goes: “Tell me and I’ll forget, explain it to me and I’ll remember, let me do it myself and I’ll understand!” This is exactly what we make possible with our e-learning for travel expense reports. Learners have to make the right decisions and carry out the tasks themselves. They are not just passive observers, but become part of a realistic story. And research clearly shows that good stories and self-determined learning, as we make possible in our e-learning for travel expense reports, have a clear positive impact on the learning effect.

But isn't the implementation many times more expensive?

The question is easy to answer: No – if you look at the investment in the long term. The increased learning effect means that employees remember processes better and have to look them up or ask questions less often. In addition, fewer errors occur in accounting, which also saves time and personnel resources. Of course, storyboard planning is more time-consuming than with run-of-the-mill training courses, but this effort pays off. What’s more, updates and changes are much easier to incorporate in our e-learning solution than in conventional video simulations.