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Last updated: 2025-09-19


SmartOffice Training


Overview


Successful businesspeople know that even the best tool in the world provides value only if it is used properly.


To reap the rewards of using a tool as robust and broad in scope as SmartOffice, careful attention must be given to learning proper use of the system. Ensuring that staff members receive the training they need to effectively perform their job functions is essential.


While it is impossible to apply a cookie-cutter approach to developing any training plan, there are certain core SmartOffice components that all trainees need to be familiar with prior to moving on to more advanced topics. These foundation topics include:


  • SmartOffice Orientation: How to navigate SmartOffice, access additional resources, select contacts, view data (notes, letters, activities, policies, etc.) and mine data for marketing purposes.
  • Contact Management: How to view and edit contact information, customize field choices, add contacts to a set, establish key relationships, use advanced selection options and run contact reports.
  • Activity Management: How to navigate through the calendar views, change view preferences, create activities, view other users' activities, create recurring activities, produce activity reports, move unfinished activities forward automatically and post important dates to the calendar.
  • Contact Correspondence: How to use Microsoft Word to create individual letters, form letters, envelopes and labels; use merge codes to insert database information into letters; produce mass mailings; use templates to save time; and import Word documents.
  • Data Mining: How to select specific records for inclusion in reports and mailings, save selection criteria (filters) for use in reports and sets, create sets of contacts, add and remove set members, create and run Dynamic Reports and drop report results into other marketing areas of SmartOffice.

More advanced topics and module courses may be added following these core classes to meet the unique needs of the organization.


When Should Training Begin?


Training should begin as soon as an office has been created for the organization and the administrator has completed office and user setup.


If data is being converted from another system, training should begin as soon as that data has been submitted for trial conversion. Once the trial conversion is completed, there will be a 10-day User Acceptance Testing (UAT) period during which the organization must review the converted data for accuracy and completeness. This review will be difficult to carry out in a timely manner if users are not already familiar with the system.


After signing off on UAT, the organization resubmits the data for final conversion. Once converted, the data is loaded into the organization's SmartOffice office and is ready for use. By completing training before this phase, all users can be up and running quickly.


Training Delivery Methods


Training delivery methods include online training videos, live Web-based training and on-site training. Each option is explained in greater detail below.


Online Training Videos


A comprehensive collection of online video training courses is available at no charge. Unlike other vendors' products, SmartOffice is specifically designed for insurance and financial services professionals, so the concepts presented in the classes are relevant and meaningful and can be directly applied to a business' practice.


Each course is broken down into a series of lessons and Fast Classes. Lessons cover the fundamentals of SmartOffice, while Fast Classes offer training on advanced tools and functionality not covered in the basic lessons. Every other week, a new Fast Class arrives by e-mail. Each Fast Class is generally less than 10 minutes long.


Combined, the lessons and Fast Classes provide comprehensive "nuts-and-bolts" training and make it possible to:


  • "Attend" training classes anywhere there is an Internet connection.
  • View entire classes or specific lessons.
  • See real time examples of SmartOffice functionality.
  • Train new staff members quickly and easily with no scheduling conflicts.
  • Take advantage of Fast Class sessions to learn specific SmartOffice functionality.

All SmartOffice users are encouraged to view the online videos as a prerequisite to using SmartOffice or scheduling Web-based or live training. To access these videos:


  1. Sign in to SmartOffice.
  2. From the profile menu, select Training.
  3. Click the Training \& Fast Classes hyperlink.

Free Live Training Classes (U.S. and Canada only)


Live training classes are designed to help customers get the most out of SmartOffice's core features. Topics covered include the calendar, contacts, reports and administration, just to name a few. These free classes are offered on multiple dates to accommodate your busy schedule. View the class schedule and register.


Live Web-Based Sessions (U.S. and Canada only)


Live web-based training is cost-effective, personalized training with a SmartOffice instructor. Web-based training sessions are generally used as a supplement to the online training videos or on-site sessions and often involve module-specific or advanced functionality training. Typically, Web-based training is delivered in 1- to 1½-hour blocks, and scheduling is very flexible.


The live Web-based session rate is $200/hour and applies to preparation time for customized sessions as well actual instruction time. Training can be carried out using the customer's Web meeting and audio conferencing facilities or Zinnia's facilities.


On-Site Training (U.S. and Canada only)


An SmartOffice trainer can conduct a group training session at the customer site for all staff members. The benefit of this type of training is that all team members can be trained at one time and can benefit from the collaboration and one-on-one interaction that naturally occurs in this type of environment. Because the training takes place in a meeting room or computer lab, staff members are free from routine distractions (phone calls, e-mail, etc.) and can completely focus on the material presented.


SmartOffice instructors bring a wealth of experience and provide lab-based instruction that enables participants to walk through a number of real-life scenarios. Through hands-on exercises, course participants develop a significant comfort level with SmartOffice components and features.


On-site training rates are $1,500/day ($600 travel day fee), plus airfare, hotel, meals and other expenses.


Contact Information


For more information, or to schedule a training session, contact Phil Dicicco at (626\) 585-3505 ext. 7367 or philomena.dicicco@zinnia.com.