Computer Literacy – A Key Job Search Skill

Terminology

First, some basic terminology about computers. Most business computer systems are based on personal computers; even the larger “main frame” computer systems use personal computers. 

Hardware and Operating Systems

The physical device you see on just about every office desktop is called the “hardware” and typically consists of the computer itself, a flat panel screen, a keyboard, and a mouse. Running within the hardware is the software operating system, which for most business computers is some version of Microsoft Windows, with Windows XP as the most commonly used in business.  The main features of most Windows operating systems are similar starting with Windows 98, Windows 2000, and Windows NT. 

Application Software Programs

But the hardware and operating system needs something to tell it what to do.  Just like a fully staffed symphony needs music to play, computer hardware needs an application software program to tell it what to do.  The program takes input from you the user, and makes the hardware do what is required.  Application software can be as simple as an email program, or as complicated as sophisticated engineering structural analysis.  The part of the software that appears on the screen (also called a CRT) is termed the user interface (UI) and is where you make you inputs and the computer provides feedback and results.

Although there are hundreds of software applications, most businesses use just five major software applications:  email, internet browser, word processing, financial spreadsheets, and presentation graphics.  In today’s business environment, these five applications are dominated by products from Microsoft Corporation of Redmond, Washington..

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Levels of Training

A trip through any book store will show hundreds of computer related books and training support items.  In order to not get lost (a very easy proposition), the trick is to identify you current level of familiarity and then see what training options are available.  For purposes of this article, we’ll divide computer training into four levels:

If you are starting from scratch, you will need to learn about the hardware and the operating system, and then the big five computer software applications. Once you get beyond these basics, each additional class gets easier.

Introductory Training

Introductory training is the place to start if you have never used a personal computer or if you computer skills are more than 10 years old.  These classes teach you about computer terminology, the hardware, how to turn it on, and usually how to send and receive emails and “surf” the internet web for information.  During these classes, you will generally learn about the Microsoft Windows operating system and applications of Outlook email and Internet Explorer web browser. These classes are the easiest if you take them in a classroom, led by an instructor where you can ask questions and can get help from fellow students.  Often, you will learn how to copy files onto a compact disk (CD) and then “burn” the files to permanently store them on the disk.

Basic Skills Training

Once you have the introductory material, its time to learn about the big three business applications of word processing, financial spreadsheets, and presentation graphics. Currently, the major word processing software is Microsoft Word, the major financial spreadsheet software Microsoft Excel, and the major presentation graphics program is Microsoft PowerPoint. 

Word Processing - Microsoft Word:  

Microsoft Word software is used to create documents that are generally printed out on paper, from simple one-page business letters, to technical documents up to about 100 pages.  The major learning skills here have to do with formatting the final document based on the document type and the intended audience.

 

Spreadsheets - Microsoft Excel

Financial spreadsheets using Microsoft Excel are used whenever computations are required as in budgets or financial planning.  The software provides various arithmetic operations ranging from simple plus and minus operators to highly specialized statistical analysis functions.  The information is usually arranged in rows and columns. Built into the software is the ability to transform the raw data into a variety of charts and graphs.

 

Presentation Graphics - Microsoft PowerPoint

Graphics presentation software is mostly used for sales, marketing, and training functions.  At its simplest level, each key point is developed on a single slide and multiple slides are grouped into a presentation.  PowerPoint provides numerous tools for developing simple graphics such as organization charts or flowcharts. Once the slides are complete, you can add fades between slides, and even sound and music to complete the presentation.

Advanced Skills Training

Once you have the basics under your belt, the range of advanced skill classes is unlimited.  These classes usually focus on a specific business need (such as advanced budgeting for Excel) or an advanced program feature (such as creating tables in Word).

These classes are best utilized when you have a specific task you want to accomplish.

Advanced training also covers the use of programs for specialized tasks in the areas of writing, graphics, internet web development, engineering, scheduling, project planning, computer network management and similar applications.

Once you are into this area, free classes are harder to find, but low cost classes are available. Typically, the more exotic or specialized the program, the more expensive the training.  But do check the software manufacturer’s web site for free tutorials and other support information.

Specialized Training

Specialized training is defined as usually a training class that that is either company-specific or industry-specific.  

For example, many companies have their own internal scheduling systems for project planning.  Usually these training classes can only be obtained from within the company.

By comparison, in some industries, a single (non-Microsoft) program has become the standard.  For example, in the construction industry, one program, Agtek, has become the standard for planning, estimating, and bidding.

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Where to Get Training? 

For beginning classes, instructor-led training classes are available in many areas with many of the classes free.  In our area, classes are available through the local library, the employment one stop, high school night extension, and even the local junior colleges. 

Another area of support is on-line classes from the software manufacturer.  For example, Microsoft has dozens of free on-line classes and tutorials for its current past software applications.  Most other software manufacturers have available on-line courses and manuals for many programs.

If you are in doubt where to find courses, either use an internet search engine such as Google or Yahoo and search for “online tutorials” or "computer training" in your area or call your local employment one-stop center.

A few links to training:

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Some Final Thoughts

Should I Learn About and Use Apple Macintosh Software?

In general, learn about Windows-based personal computers first, and Macintosh computers later.  The Macintosh (“Mac”) computers from Apple Corporation have many fans but only cover about 10% of the business market.  Most application software programs such as Microsoft Word run just about the same in the Mac environment as in the Windows environment.  If you have limited resources and/or limited time, start with a Windows PC.  Learning about the Mac environment after learning about Windows is fairly easy. 

The only major exception to this recommendation is if you are targeting a career in design, graphics arts, and/or web development. In these areas, the Mac is the preferred platform. Also, most industrial-grade graphics programs such as Photoshop and Illustrator come from Adobe Corporation. 

How Do I Remember Everything?  Create Mental Models

At each stage of your computer training, it helps to create series of mental models about each concept.  For example, the relationship between the hardware, operating system, and the application software can be envisioned as a layer cake, with the hardware on the bottom, the operating system in the middle, and the application software on top. The key to these models is to make them relevant to your life experiences. 

How Do I Remember Everything?  Have a Project To Do

In general, computer training is easier to comprehend when you have a project in mind that applies to your life or job.  Without a specific project, learning computer skills is often an exercise in abstraction and generalizations.  With a project in mind, you can apply each new concept and technique to something that has concrete meaning to you.

For example, if you are learning about email, have an email project in mind to communicate with your relatives, friends, and family.  Use the training concepts to set up address books for your contacts, and send messages, graphics, and videos.  If you are learning about PowerPoint, have a presentation project in mind that fits your current job or some interest in your life. Creating a presentation about your stamp collection is no different than creating a presentation about a business product.

Should I Go Out and Buy a Computer System?

If you don’t have a computer, should you rush out and buy a system?  In general, yes (but don't rush); a computer and internet access is your link to the job market and the world.  But, before you buy one, talk with your friends and different sales people about what is available for the price.  Besides the computer, you will also need a printer, an internet access provider, and a phone or DSL line. Depending on which computer you select, you may need to also purchase the application software described above. 

What you will need to do is to find ways to continue to practice with the various application programs you've learned.  Most class rooms have computer systems for you to use, and after you have learned the basics, you can usually obtain free internet access at public libraries. 

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