Managers as trainers – a trainer 101

As times change more and more managers need to take responsibility for the design and delivery of training for their team.

Shortly the RapidBI team will be running a series on skills for managers to cover this, in the mean time here are some of the key points that should be done before running a session for another division or part of the organisation:Assumption that the following preliminaries have been completed:

• Training Needs Analysis (TNA)
• Audience Analysis
• Objectives/Outcomes
• Course Materials
• Participants contacted
• Travel arrangements made
• Very familiar with content

Preparation overview:

• Be Prepared
• Be early
• Check lists, check lists, check lists…
• Check and recheck everything

Preparation – check spelling within all communications with participants

• Letters, e-mails, web pages
• Course materials
• Training manuals
• Presentation material
• Feedback/ evaluation forms
• Name badges, plates or tags

Preparation – your contacts

• Venue coordinator (+ map?)
• Client contact
• Maintenance/security staff
• Hotel (+ map?)
• Transport

Preparation – the training environment

• Available 1 hour before/after
• Suitable size for people, materials, and equipment
• Visibility of screens, whiteboards, flip-charts
• Disability access?
• Lighting, temperature, ventilation
• Noise?

Preparation of venue – environment, layout etc

• Discussion: square, circular, U-shape
• Chairs/tables ergonomically suitable
• Sufficient space to write
• You can move around easily
• Location of external facilities
• Restrooms
• Beverages
• Public phones
• Emergency exits
• Safety and security issues

Preparation – Equipment and resources

• Cords and cables
• Projector(s), spare lamp (backup solution?)
• Computer/ network Login IDs and passwords
• Software installed and working
• Desktop icons and files on projection computer
• Extra copies and backup CD of all materials
• Screens, whiteboards, flip-charts
• Markers and eraser
• Size and style of writing
• Batteries charged
• Laptop
• Mobile Phone/ broadband dongle/ Wifi connection
• Other bits and pieces… and toys!

Preparation – You – are you ready?

• Food/drink supplies
• Water pitcher and glass
• Wheeled luggage and carry-ons
• Be aware of nervous symptoms

Preparation – practice – have you done enough

• Out loud, mirror, friends
• Timing and pace (know what can be skipped/skimmed)
• Ask to be told about habits and quirks -be prepared to be surprised!

On the day – meet and greet your learners

• Name and course title on whiteboard
• Wear name tag
• Find out about participants
• Meet and greet -use names
• First impressions DO count…

First Impressions
Dress -

• Professional, comfortable, suitable for group
• Avoid anything too tight (belts, shoes, underwear, clothes),or too loose (underwear!)
• Watch for excessive jewellery
• Clean, matching shoes
• Attitude
• Upbeat, positive

The day – the first few minutes

• Start ON TIME!
• Turn off mobile phones (yours too)
• Briefly introduce yourself and course
• Housekeeping details
• Restrooms, beverage facilities, public phones
• Breaks (synch. watches),meal arrangements
• Safety and ergonomic issues
• Rules of the room

Introductions
Establish your credibility (knowledgeable but not ‘elite’

• Individual introductions (~30 seconds)
• Who, why, what
• Maintain eye contact
• Thank them
• Preview the day
• Course outline
• Activities
• Question time

During the training – Smile -and have fun!

• Short anecdotes
• Eye contact -but don’t stare
• Use names
• Move around the room
• Check progress
• Help where needed
• Vary activities and instructional style
• Ask questions to ascertain learning
• Remember, you know more than they do about the content!
• Focus on the audience, not the visuals
• Provide a mid-afternoon snack

Delivery – your style, voice and tone:
Natural style

• Avoid being overbearing
• Speak slowly (esp. if you have an accent)
• Slow down/pause at important points
• Avoid monotones
• Speak loudly enough to be heard
• Don’t read the course materials!

Breaks
Time is money… stick to the schedule

• 10-15 min break every 60-90 minutes
• Give actual start time (Not: ‘Be back in 10 minutes’)
• First break reminder: locations of restrooms, beverage facilities, phones
• Start on time after a break (switch off mobile phones)

Dealing with your learners

• Be aware of why they may be there -and that they bring baggage!
• Difficult types (non-participants, hecklers, challengers, sleepers/drifters/dozers, monopolisers/know-it-alls, class clowns, talkers/chatterers)
• It’s OK to say “I don’t know”, don’t bluff; always follow up later

Delivery methods
Main Types:

• Lecture (avoid as much as possible)
• Exercises and Activities (60%+ of time)
• Discussion (you have facilitator role ONLY)
• Others:
• Demonstration
• Drill
• Role play
• Simulation
• Why, what, how, when, where, who
• Recap/reinforce – vital – need to do this on a regular basis
• Use graphics
• Use metaphors/analogies – real, made up and elicited from the group
• Use as many senses as possible
• Encourage self-learning (e.g. on-line help, Wiki, web 2.0 etc)

Closing the training session
Important for you and participant

• Formal (evaluation sheets)
• Informal (questions, body language)
• You can’t please everybody all the time, so don’t take criticism to heart

Allow 15 minutes for wrap-up

• Review outcomes achieved
• Invite questions (specific then general; remain behind to answer other questions)
• Give contact details
• Collect feedback sheets, name tag holders
• Thank participants for attending
• Clean up the room
• Return all borrowed items, security passes