An Introduction to Authoring Tools
By Jeff Harris

The term authoring tool is misleading. In fact, when people hear the term for the first time, they often assume it refers to a specialized form of word-processing software for professional writers. In fact, authoring tools go far beyond writing and word processing. E-learning authoring tools enable trainers to integrate an array of media to create professional, engaging, interactive training content, and some make it possible to repurpose digitized elements or learning objects from an existing course for reuse in a new one. Indeed, e-learning course creation tools is probably a more accurate term for this category of software, but authoring tool is the term of choice--for now.

Why authoring tools?

Custom content is the new frontier of e-learning. Trainers are trying to identify ways to create and publish custom digital content for use on the Internet, intranets, or CD-ROMs. Some trainers seek high-speed deployment of critical information throughout an organization, while others want control of courseware and independence from programmers. Many organizations are attempting to reduce their training costs by developing e-learning materials in-house. Whatever the reason, more trainers are finding themselves researching the features, benefits, and cost of authoring tools.

How to find the best tool for you?

Although selecting the best authoring tool requires close attention to detail, the process should be painless. Currently available tools offer a variety of features. For example, some tools are designed to develop extensive assessments, software simulations, or content for hand-held computers. If you have special needs, you'll certainly find a tool that meets them.

However, most tools are designed to create basic e-learning courses for desktop or laptop computers. The software programs support a variety of media and file types, such as text, graphics, video, and audio. Most include assessment and test creation features.

To find the authoring tool that works best for you, conduct a needs assessment. Regardless of how much (or how little) you know about authoring tools, determine the functionality that's most important to your organization and create a shopping checklist. For example, if printing digital course pages as hard copy is important, add it to the list. But beware, as you learn about new features and options, your list may change: As your knowledge of authoring tools grows, refer to your checklist and revise accordingly.

The following points are intended to give you a basic understanding of authoring tools while provoking some analytic thinking to help you identify the capabilities and options that are most important to you.

Ease-of-use versus creative freedom.
After reviewing examples of courses built by several authoring tools, you'll start to notice obvious differences: Some courses shout cookie cutter and others scream custom design. Although the differences often reflect the skill of the course developer, they're also the result of limitations in the authoring tool.

At one end of the spectrum, there are template-based tools that require practically zero training. These programs are highly formatted, with a course development process that's driven by a sequence of dialog boxes. Unfortunately, the programs have limited flexibility. But if ease-of-use is more important than creativity, then consider this type of tool.

In the middle range are a number of authoring tools that require more training but offer an extended creative latitude. The majority of packages on the market fall into this category, and they're used to create most of the e-learning courses currently used.

Finally, there are authoring tools designed to produce high-end multimedia simulations with sophisticated graphics and audio. These tools generally require several weeks to several months to learn, but they offer a great deal of creative freedom. Courses created with these tools rival computer games with their intricate and complex sound and animation sequences.

As your authoring tool search progresses, you should try to find an optimum balance between ease-of-use features and creative freedom.

Automated programming.
By automating programming for online delivery, authoring tools liberate course developers from their dependence on programmers. A few authoring tools have the ability to write such programming languages as HTML, XML, or DHML. The types of programming code or output formats vary significantly among tools. When evaluating candidates, compare the output formats for each tool. If you select an authoring tool that doesn't write programming code, you'll need to learn how to program or rely on someone who can. Otherwise, you won't be able to publish your courses.

Interoperability and standards.
The ability of an authoring tool to work with other e-learning software and systems is referred to as interoperability. Successful interoperability is the result of software compliance to technology standards.

The e-learning community has several sets of technology standards and is currently developing additional standards. The ultimate vision is to have interoperability throughout the entire e-learning market. Until then, the e-learning community is fragmented into different systems adhering to various standards.

The four most common standards are Aviation Industry Computer-based Training Committee (AICC), Sharable Content Object Reference Model (SCORM), IMS Global Learning Consortium, and Microsoft LRN.

Authoring tools differ in the standards they support. If your organization currently is using a learning management system, determine whether the authoring tool you're considering is compatible with your LMS. Ask the IT department to make sure that interoperability exists between your current system and the authoring tool.

Also in terms of interoperability, desktop platforms require a brief mention. Currently, nearly all authoring tools operate on the PC platform; only a handful of tools operate on a Mac.

Question types.
Trainers who develop courses are always interested in the different types of assessment questions that they can create with an authoring tool. Do you prefer fill-in-the-blank, matching, true or false, or short or long essay? If you're a trainer with favorite question types, then find the tool that supports those kinds of questions.

Multiple learning paths.
To accommodate differences among learners, some authoring tools have the capability to create variables, which is an important feature for adaptive learning. Think of an e-learning course as a linear path--variables enable course developers to create forks in the path that send learners in different directions based on training criteria or responses to specific questions.

Courses created using variables are more complex to design, but they account for a range of knowledge and skill sets. If you develop courses that contain different tracks, you may want to add variables to your checklist.

Media and file support.
Pay very close attention to media and file support. Most authoring tools support such common file types as JPGs, WAVs, and GIFs, while few packages support streaming video and audio. Be sure to inventory of the file types you'll use.

Extensibility.
Some trainers need to customize the software for specific purposes. The ability to do that is called extensibility. If you or your organization requires some customization to the authoring software, be certain that you have a tool with open source code, which allows a skilled computer programmer to customize software to meet the trainer's needs.

Cost.
Prices for authoring tools vary from a few hundred dollars to tens of thousands of dollars. On average, you should expect to pay between US$1,500 and US$2,500. The most cost-efficient way to buy authoring software is by volume. Most companies that sell authoring tools have price schedules for multiple copy purchases, thereby reducing the per-piece cost and delivering a higher cost efficiency.

Resources to help you search
Take advantage of trial copies of software--you can download most from the Web. Discover for yourself the strengths and weaknesses of each tool. The more time you spend with demos, the more satisfied you'll be with your final selection.

Also, check out Training Media Review (www.tmreview.com), an independent reviewer of all types of training equipment and software, including authoring tools. (ASTD Members can read reviews in T+D Magazine and Learning Circuits's Media Reviews.)

Another source is Brandon Hall's 2001 Authoring Tool Report, which is available at www.brandon-hall.com for US$495. The report details 25 different authoring tools and includes side-by-side comparisons of many features.

Jeff Harris is vice president of marketing for Trivantis Corporation, developers of Lectora Publisher authoring tools; www.trivantis.com.

Reprinted from Learning Circuits, An ASTD webzine