10.3 Ease of Use

10.3.1 Keep it simple

In most cases, the use of technology in teaching is a means, not an end. Therefore it is important that students and teachers do not have to spend a great deal of time on learning how to use educational technologies, or on making the technologies work. The exceptions of course are where technology is the area of study, such as computer science or engineering, or where learning the use of software tools is critical for some aspects of the curriculum, for instance computer-aided design in architecture, spreadsheets in business studies, and geographical information systems in geology. In most cases, though, the aim of the study is not to learn how to use a particular piece of educational technology, but the study of history, mathematics, or biology.

One advantage of face-to-face teaching is that it needs relatively little advance preparation time compared with for instance developing a fully online course. Media and technologies vary in their capacity for speed of implementation and flexibility in up-dating. For instance, blogs are much quicker and easier to develop and distribute than virtual reality. Teachers and instructors then are much more likely to use technology that is quick and easy to use, and students likewise will expect such features in technology they are to use for studying. However, what’s ‘easy’ for instructors and students to use will depend on their digital literacy.

10.3.2 Computer and information literacy

If a great deal of time has to be spent by the students and teachers in learning how to use for instance software for the development or delivery of course material, this distracts from the learning and teaching. Of course, there is a basic set of literacy skills that will be required, such as the ability to read and write, to use a keyboard, to use word processing software, to navigate the Internet and use Internet software, and increasingly to use mobile devices. These generic skills though could be considered pre-requisites. If students have not adequately developed these skills in school, then an institution might provide preparatory courses for students on these topics.

It will make life a lot easier for both teachers and students if an institution has strategies for supporting students’ use of digital media. For instance, the Digital Tattoo project jointly operated by at the University of British Columbia and the University of Toronto, prepares students for learning online in a number of ways:

• setting out the opportunities and risks of social media;
• advice on how to protect their privacy;
• how to make the most of connecting, networking and online searching;
• how to prevent cyber-bullying;
• maintaining a professional online presence;
• introducing students to a range of technologies that could be used for their learning, such as learning management systems, open educational resources, MOOCs and e-portfolios;
• explaining what’s involved in studying online or at a distance.

If your institution does not have something similar, then you could direct your students to the Digital Tattoo site, which is fully open.

It is not only students though who may need prior preparation. Technology can be too seductive. You can start using it without fully understanding its structure or how it works. Even a short period of training – an hour of less – on how to use common technologies such as a learning management system or video-conferencing could save you a lot of time and more importantly, enable you to see the potential value of all features and not just those that you stumble across.

10.3.3 Orientation

A useful standard or criterion for the selection of course media or software is that ‘novice’ students (students who have never used the software before) should be studying within 20 minutes of logging on. This 20 minutes may be needed to work out some of the key functions of the software that may be unfamiliar, or to work out how the course Web site is organized and navigated.

This is more of an orientation period though than learning new skills of computing. If there is a need to introduce new software that may take a little time to learn, for instance, a synchronous ‘chat’ facility, or video streaming, it should be introduced at the point where it is needed. It is important though to provide time within the course for the students to learn how to do this.

10.3.4 Interface design

The critical factor in making technology transparent is the design of the interface between the user and the machine. Thus an educational program or indeed any Web site should be well structured, intuitive for the user to use, and easy to navigate.

Interface design is a highly skilled profession, and is based on a combination of scientific research into how humans learn, an understanding of how operating software works, and good training in graphic design. This is one reason why it is often wise to use software or tools that have been well established in education, because these have been tested and been found to work well.

The traditional generic interface of computers – a keyboard, mouse, and graphic user interface of windows and pull-down menus and pop-up instructions – is still extremely crude, and not isomorphic with most people’s preferences for processing information. It places very heavy emphasis on literacy skills and a preference for visual learning. This can cause major difficulties for students with certain disabilities, such as dyslexia or poor eyesight. However, in recent years, interfaces have started to become more user friendly, with touch screen and voice activated interfaces.

Nevertheless a great deal of effort often has to go into the adaptation of existing computer or mobile interfaces to make them easy to use in an educational context. The Web is just as much a prisoner of the general computer interface as any other software environment, and the educational potential of any Web site is also restricted by its algorithmic or tree-like structure. For instance, it does not always suit the inherent structure of some subject areas, or the preferred way of learning of some students.

There are several consequences of these interface limitations for teachers and instructors:

• it is really important to choose teaching software or other technologies that are intuitively easy to use, both by the students in particular, but also for the teacher/instructor in creating materials and interacting with students;

• when creating materials for teaching, the teacher needs to be aware of the issues concerning navigation of the materials and screen lay-out and graphics. While it is possible to add stimulating features such as audio and animated graphics, this comes at the cost of bandwidth. Such features should be added only where they serve a useful educational function, as slow delivery of materials is extremely frustrating for learners, who will normally have slower Internet access that the teacher creating the materials. Furthermore, web-based layout on desktop or laptop computers does not automatically transfer to the same dimensions or configurations on mobile devices, and mobile devices have a wide range of standards, depending on the device. Given that the design of Web-based materials requires a high level of specialized interface design skill, it is preferable to seek specialist help, especially if you want to use software or media that are not standard institutionally supported tools. This is particularly important when thinking of using new mobile apps, for instance;

• third, we can expect in the next few years some significant changes in the general computer interface with the development of speech recognition technology, adaptive responses based on artificial intelligence, and the use of haptics (e.g. hand-movement) to control devices. Changes in basic computer interface design could have as profound an impact on the use of technology in teaching as the Internet has.

10.3.5 Reliability

The reliability and robustness of the technology is also critical. Most of us will have had the frustration of losing work when our word programming software crashes or working ‘in the cloud’ and being logged off in the middle of a piece of writing. The last thing you want as a teacher or instructor is lots of calls from students saying they cannot get online access, or that their computer keeps crashing. (If the software locks up one machine, it will probably lock up all the others!) Technical support can be a huge cost, not just in paying technical staff to deal with service calls, but also in lost time of students and teachers.

‘Innovation in teaching’ will certainly bring rewards these days as institutions jostle for position as innovative institutions. It is often easier to get funding for new uses of technology than funding to sustain older but successful technologies. Although podcasts combined with a learning management system can be a very low-cost but highly effective teaching medium if good design is used, they are not sexy. It will usually be easier to get support for much more costly and spectacular technologies such as xMOOCs or virtual reality.

On the other hand, there is much risk in being too early into a new technology. Software may not be fully tested and reliable, or the company supporting the new technology may go out of business. Students are not guinea pigs, and reliable and sustainable service is more important to them than the glitz and glamour of untried technology. It is best to wait for at least a year for new apps or software to be fully tested in general applications before adopting them for teaching. It is wise then not to rush in and buy the latest software update or new product – wait for the bugs to be ironed out.  Also if you plan to use a new app or technology that is not generally supported by the institution, check first with IT services to ensure there are not security, privacy or institutional bandwidth issues. Thus it is better to be at the leading edge, just behind the first wave of innovation, rather than at the bleeding edge.

A feature of online learning is that peak use tends to fall outside normal office hours. Thus it is really important that your course materials sit on a reliable server with high-speed access and 24 hour, seven days a week reliability, with automatic back-up on a separate, independent server located in a different building. Ideally, the servers should be in a secure area (with for instance emergency electricity supply) with 24 hour technical support, which probably means locating your servers with a central IT service or ‘in the cloud’, which means it is all the more important to ensure that materials are safely and independently backed up.

However, the good news is that most commercial educational software products such as learning management systems and video conferencing, as well as servers, are very reliable. Open source software too is usually reliable but probably slightly more at risk of technical failure or security breaches. If you have good IT support, you should receive very few calls from students on technical matters. The main technical issue that instructors face these days appears to be software up-grades to learning management systems, or even more disrupting, an institution-wide change of the learning management system. This often means moving course materials from one version of the software to the new version. This can be costly and time-consuming, particularly if the new version is substantially different from the previous version. Overall, though, reliability should not be an issue.

10.3.6 Summary

In summary, ease of use requires professionally designed commercial or open source course software, specialized help in graphics, navigation and screen design for your course materials, and strong technical support for server and software management and maintenance. Certainly in North America, most higher education institutions now provide IT and other services focused specifically on supporting technology-based teaching. In school systems, support for standard learning management systems and video-conferencing is likely to be provided centrally, although it is useful to  have at least one person in each school who has technical expertise to support other teachers. However, without such central or local professional support, a great deal of your time as a teacher will be spent on technical issues, and to be blunt, if you do not have easy and convenient access to such support, you would be wise not to get heavily committed to technology-based teaching until that support is available.

10.3.7 Questions for consideration

Ease of use is another critical factor in the successful use of technology for teaching. Some of the questions then that you need to consider are:

1. How intuitively easy to use, both by students and by yourself, is the technology you are considering?
2. How reliable is the technology?
3. How easy is it to maintain and upgrade the technology?
4. The company that is providing the critical hardware or software you are using: is it a stable company that is not likely to go out of business in the next year or two, or is it a new start-up? What strategies are in place to secure any digital teaching materials you create should the organisation providing the software or service cease to exist?
5. Do you have adequate technical and professional support, both in terms of the technology and with respect to the design of materials?
6. How fast developing is this subject area? How important is it to regularly change the teaching materials? Which technology will best support this?
7. To what extent can changes in software or technology be handed over to someone else to manage, and/or how essential is it for you to do them yourself?
8. What rewards am I likely to get for using new technology in my teaching? Will use of a new technology be the only thing in my teaching that will be innovative, or can I also change my way of teaching with this technology to get better results?
9. What are the risks in using this technology?

   Activity 10.3: Ease of use

   1. What would be the main challenges of just putting a web-cam in the classroom and recording a lecture on your computer for streaming later for students who can’t get to class?
   2. How would you rank these technologies for ease of use (a) by you as a teacher/instructor (b) by students?:
      • a learning management system
      • live video (e.g. a streamed, live lecture using video-conferencing software such as Zoom, GoToMeeting, Microsoft Team)
      • books
      • virtual reality
      • a podcast (a digital audio recording)

   Click on the podcast below for my feedback on this activity: