Training of Trainers

Train the Trainers Program Kicks Off

Here you will get step by step lessons to become great trainers. You may be already a trainer or you wish to acquire or enhance your training competencies, visit this place often to sharpen your skills.

What will be written here will be applicable to the trainers of all the fields of knowledge and education.

The word "trainer" is used here to encompass all types of people who train others, who are also called faculty members, professors, teachers, lecturers, educationists, facilitators, workshop or seminar leaders, coaches, mentors, counselors, key note speakers, professionals who undertake speaking assignments, people conducting various types of meetings, managers, executives, bosses, leaders and so on.

Training of Trainers: Pre-program Review

Answer the following questions to begin with this program:

1. When was the last seminar, workshop, training program, talk or lecture you attended?
2. What did you like about them?
3. What could have been done to enhance the learning experience?
4. Do you remember your favorite instructors or teachers? What do you remember about them?
5. Do you give your full attention in meetings? What do you do when your attention wanders?

Training of Trainers: Program Objectives

The "Train the Trainers" tutorial will aim at assisting the readers to improve their effectiveness as trainers so that they can enthuse the trainees/audience of their speaking sessions and impart the information, knowledge and skills to the trainees/audience to their own advantage and to the advantage of their profession and through it to their organizations.

So the program objectives are:

1. Assisting the readers to improve their effectiveness as trainers to impart the required information, knowledge and skills to their trainees/audience.
2. Making the readers capable of enthusing or motivating their trainees/audience to receive the imparted information, knowledge and skills willingly.

Training of Trainers: Value for Money

Value for money (VFM) to Your Trainee's/Audience's Ultimate Customers

             Quality X Service Level X Relationship Factor
VFM = ------------------------------------------------------------
             Price to Customer (Cost within organization) X Lead Time

             Q X S L X R
VFM = ----------------------------------
             P (C within organization) X L T

Any Management System including TRAINING ultimately should aim at enhancing the VFM on a continuous basis (so that it always remains more than what the competitors are providing).

Therefore, as a trainer, you should design your training program or talk in a manner such that it delivers what will of benefit to the end customers of your trainees/audience or their organizations.

Value to Your Trainees/Audience

In order to effectively and efficiently deliver through your training program or talk what is of benefit to your trainees'/audiences' or their organizations' ultimate or end customers, you should deliver your contents to provide the highest value to your trainees/audience in the following manner.

              Rapport X Interest X Authentic X Retention X Utility
Value = -----------------------------------------------------------------------------
              Price to Customer (Trainees/Audience or their organizations) X Lead Time

Customer is the King

A customer is the most important
Visitor on our premises.
He is not interrupting on our work.
He is the purpose of it.
He is not outsider to our business.
He is a part of it.
We are not doing a favor by serving him.
He is doing us a favor by giving us
Opportunity to do so.

- by M K Gandhi

Your trainees/audience and their organizations are your customers in a "training" situation.

A customer focused trainer is a winner trainer.

Training of Trainers: Relevance of Training

Relevant HRD (Training)- Half the Battle Won

• Training should be “value adding” (refer the previous post); it should be strategic.
• It should enhance the value given to the customer by the organization through its people.
• Are you aware of your clients' (trainees'/audiences') and their organizations' vision, values and long and short-term objectives?
• What are their focus areas this year and next year?
• Which critical (success) factors will contribute towards achieving their goals (focus areas)? Have they been clearly stated and understood?
• Do your training initiatives fall in line with these?

Emergence of Human Resource as No 1 Strategic Resource: Training is Vital

• In today’s competitive world only Human Resource will be the deciding factor.
• Therefore, exploit that resource to the hilt.
• Develop and motivate him.
• Develop his attitude/ethic, knowledge & information, his behavior pattern & skills.
• Motivate him so that he is enthusiastic, involved, creative & active.
• Training/HRD is therefore one of the most important requirement.
• Every manager should try to develop himself as a trainer, a coach and a mentor.

Difference between Training and Development

Training

• Focus on specific job skills and behaviors; also technical, mechanical operations
• Current jobs
• Immediate gains
• Enhancement of a particular skill
• Organizational initiative– extrinsic motivation and imposed evaluation is essential

Development

• For future jobs, theoretical skills and conceptual ideas. Focuses on long term accruals
• General in nature and ongoing, intrinsic motivation
• No evaluation of development is possible

Training of Trainers: The Beginning

Develop an HRD (Training) Model: Steps

1. Vision
2. Values
3. Objectives
4. Critical success factors (CSFs)
5. HRD (Training) focus
6. HRD (Training) initiatives
7. K.I.S.S. (Keep it short and simple or is it "keep it simple stupid!")
8. Build individual and organizational competencies/skills

Organization of Training (HRD) Function: Steps

1. Mission
2. Key Objective
3. Customers/consumers
4. Training product
- Need identification
- Objective of the product
- Design
- Program development
- Delivery
- Train the trainer
- Ongoing evaluation and improvement
5. Administration

Training of Trainers: Andragogy

How Trainers Get Trained

Seminars and workshops 46%
Training conferences 22%
Other conferences 8%
Periodicals 8%
Books 7%
Degree programs 4%
Self study 4%
Films 1%

Andragogy: Adult Learning and Adult Training

Trainers should remember that they are training adults who already have some knowledge, some experience, some maturity and some ego. Therefore, while designing, developing and delivering training sessions or talks, they should remember following aspects applicable to adults. Adults display properties and expectations as given below:

Motivated and want to learn particularly if needed
Motivated by intrinsic & extrinsic motivators
Adults have a need to know why they should learn
Immediate benefit
Adults have a need to be self-directing
Immediate and repeated opportunities for practicing
Centers on realistic problems
Task centered orientation to learning
Past experiences
Need for mutual planning
Informal and congenial environment
Status difference

Types of Training

Class room (within company premises)
Class room (outside company premises)
On the job
Outdoor
Computer based (CBT)
Distance learning
Web based

Determining Training Needs

Training needs surveys
Task analysis
Performance analysis (Appraisals)
360 Degrees feedback
Competency mapping
Organizational requirements: new technology, new management initiatives, reorganization etc

Training of Trainers: Planning

Trainer’s Portfolio

Planning
Preparation
Organizing
Practice
Presentation
Handling Questions
Putting it into Practice (implementation aspects of training)

Planning

Purposes of the training/talk
Type of training/talk (informal, formal)
Audience
Know the organization(s) of the audience
Time: Duration and timing

Purposes of the Training/Talk

To change the mindsets
To create enthusiasm/motivation
To impart knowledge
To develop skills/competencies
To create awareness
To generate consensus
To get a buy-in
To communicate company’s plans/policies
To deploy a policy
To implement an initiative
To develop an action plan

The Levels of Competenc
For more details, refer http://shyam-bhatawdekar.blogspot.com/ and http://competency-matrix.blogspot.com/

Level 1: Unconsciously unconscious or unconsciously incompetent.
Level 2: Consciously unconscious or consciously incompetent.
Level 3: Consciously conscious or consciously competent.
Level 4: Unconsciously conscious or unconsciously competent.

How to Make an Expert out of an Ordinary: The Steps

Desire: Want to
Knowledge: What to? Why to?
Skill: How to?
Implement: Practice, practice and practice

Resultant: is an Expert out of an Ordinary.

Training of Trainers: Preparation

Know Your Audience (Trainees)

Know about their organization(s)
Trainees’ profile:
- Department or discipline
- Knowledge (pre-existing) level
- Experience level
- Age
- Hierarchical level/Designations
- Language
Trainees’ concerns/motivation
Trainees’ expectations from training
NOT just what they want to learn, but what it is that they wish to accomplish

Designing a Training Module

For which management initiative? Objectives?
Establishing the need for training in that subject.
Which mindsets need to be changed?
Concepts clarification
Implementation steps: case studies
How the participants can integrate in their day-to-day working?
Possible action plan
Effective beginning
Logical sequencing
Connect the sessions well
Should look relevant
Make use of
- Discussions
- Individual & group activities
- Management exercises and games
- Audio visual aids
- Peer group learning

Duration and Timing

Work out an appropriate duration
- Understand the objectives once more
- Work out the contents
- Decide the methodologies
- Sequence
- Estimate duration of each session
- Err on the lower side (let trainees crave for more)
- Freeze the duration
Timing is important

Preparation

Prepare overall design
Break it down into appropriate sessions
Develop each session
- Contents
- Steps and sequence
- Methodology
- Duration
- Presentation material
- Reading/reference material
- Action plan
Start preparing presentation material (OHP, PPT, Multi-media, Video films)
Start preparing reading/reference material
Start preparing exercises, activities, case studies, management games, instruments
Start preparing for lecturettes/discussions

Session Planning

Introduction: what are the goals for this lesson? It should be about 10% of your time
Body: this is the main section where you are actually teaching the idea. It should be about 70% of your time
Conclusion: Remind people of what they have learned and leave time for questions. This should be about 20% of your presentation. Be careful about packing too much stuff into a presentation that you don't leave time for your conclusion or for questions.

Various Methodologies for Sessions

Lecturettes and Discussions
Peer group learning (involving trainees)
Case studies
Stories/Anecdotes/Examples
Individual activities and Group activities
Role plays
Exercises on paper
Psychological instruments /Assessment questionnaires
Audio-visuals (OHP, PPT, Multi-media, Video films)
Questions answers
Action Plan

Plan Session Starters (Appetizers)

Use Ice breakers
Mutual Introductions
Create informal & congenial environment
Establish code of conduct
Understand their expectations/concerns
Establish your credibility as an ace trainer
Establish need for the topic
- Help trainees know their lack of knowledge in subtle way
- Help trainees know their lack of skills in subtle way
- Put them at cross roads
- Startle them/threaten
- Surprise them with new inputs

Training of Trainers: Preparation (PowerPoint Presentation)

Creating a Great Presentation Using PowerPoint or OHP

1. Plan

“If you don’t know your destination, you may not ever reach there.” So before preparing your PowerPoint presentation know:

• Your audience
• Purpose or goal of your talk/training

2. Organize

As mentioned in earlier post, divide your session duration as given below:

• Introduction: 10%
• Body: 70%
• Conclusion: 20%

3. Develop Content

• List key points
• Clusters
• Focus on one key point or category per page but you don’t have to say it all on the slide

4. Layout

• Use action words
• Not more than 6-8 words per line
• Not more than 6-8 lines per slide
• Not more than 50 words per slide

5. Fonts

• Choose one or two fonts and stick with them throughout your presentation
• Make fonts large enough to read easily; nothing smaller than 24 points

6. Graphics

• Consider all graphics as a single design and then divide it in several slides to fit into each other seamlessly and telescopically (work from whole to parts)
• Balance filled and empty spaces
• Use visual contrast e.g. light letters on blue background etc
• Use consistent style of images: line, drawing, photograph, cartoon
• Use graphs like bar charts, area charts, pie charts or any other type of graph or chart as
appropriate (need not necessarily have to use all of them in one single presentation unless
appropriate)
• Limit number of items graphed; do not crowd
• Be consistent with other visual elements

7. Special Effects

• Before using an effect answer the question, "Does the effect enhance or distract?"
• Also ask, "Is the effect part of the message?"

8. Supplement Your PPT with Reading and Reference Material (Handouts and Notes)

• Print handouts and notes and share with your audience and ask them to refer them as per
your directions

9. Grammar and Spellings

• Do use the spell and grammar checker and make sure that all the spellings and grammar are
correct

10. Timing of Presentation

• Practice timing for each slide and so, the entire presentation

Summary of Some Rules of thumb for Presentation Pages

• 5 minutes per slide
• One main idea with 5-9 points per slide
• 5-7 words per point (talking points, not whole presentation)
• Use graphics when they add to or help explain material
• Don't overuse graphics
• Any decent font
• Large and bold enough to be seen clearly and easily on a big screen from the farthermost locations in the venue

Training of Trainers: Practice, Practice, Practice

Practice, Practice, Practice!!

This includes:

Reading through the material for your talk several times.
Practicing in front of a mirror or using your friends as guinea pigs.
Assisting with a workshop/class on a particular topic before teaching it yourself.
Run through the entire talk! Don't just stop where you run into problems.

Profile of a Trainer

Authentic
Enthusiastic
Confident
Well mannered and well groomed
Excellent presenter
Excellent communication and interpersonal skills
Time conscious
Action oriented
Can relate to critical success factors (CSFs) of the organization

How to Be Confident?

Choose the theme where you are really good at- you are an expert
Work out a complete clarity about the objective(s) of your training session(s)
Know your audience profile and then plan
Detailed home work on your session plan
Anticipate questions and keep the answers ready
Practice your delivery/develop presentation skills. Refer: (Presentation Skills) http://presentation-effectiveness.blogspot.com/ and (Public Speaking) http://public-speak-skill.blogspot.com/
Sleep well the night before, relax
Do a bit of stretching exercises/take a walk
Dress smart befitting the occasion
Keep training venue ready from all angles
Keep your training material ready and in sequence

Training of Trainers: Organizing the Training Sessions

Organize Before Your Training Session

Check out the room the day before you will impart training there, if possible.
Arrive 10-15 minutes beforehand to get set up, make sure the computers work; turn on the projector, etc.
Don't be afraid to politely tell those who want to speak with you that you will allow time for questions and that you need the time before the workshop to get set up.
Dress to be respected. This doesn't necessarily mean a suit, but it probably doesn't mean flip-flops either.
Check your appearance carefully (zippers, parsley in your teeth etc).

Training Room Arrangements

Ambiance is very important: spic & span.
Seating layout: U shape, restaurant type, auditorium type- depends on objectives.
Lighting and switches.
Furniture: comfortable ergonomically.
Presentation hardware: computer, multimedia projector, overhead projector, slide projector, white board, colored markers, pointer (metal/wooden/electronic), flip chart board and stationery, participants’ stationery.
Away from disturbance: Make sure there is no disturbance because of telephones, cell phones, participants leaving for their personal/departmental work.
Interspersed breaks: beverages, snacks and lunch/dinner arrangements and timings.
Work out the start and finish timings (don’t stretch beyond finish time).

Training of Trainers: Presentation

It will be also worthwhile to read about the presentation skills at: (Presentation Skills) http://presentation-effectiveness.blogspot.com/ and about public speaking at: (Public Speaking) http://public-speak-skill.blogspot.com/

Oral Presentation Advice

Things to think About

Oral Communication is different from written communication:
-Listeners have one chance to hear your talk and can't "re-read" when they get confused.
-To communicate your points effectively stick to K.I.S.S. (keep it simple stupid). Focus on getting one to three key points across.
-Tell them what you're going to tell them (forecast), tell them, and tell them what you told them (summary).
Think about your audience.
Think about your goals.
Prepare.
Practice in public.

During Your Training Presentation

State your objectives at start of your talk and then restate them again at the end of the talk. In the body of your talk, talk about how your material relates to these objectives.
Avoid making unnecessary jokes.
Speak at a normal pace.
Speak loud enough.
Check for understanding:
-Notice if your audience is doing what you have asked them to do.
-Ask if there are any questions so far.
-Make sure everyone is keeping up with you.
Watch your body language.
Be interactive- pose questions and make eye contact.
Be prepared for interruptions.
Look at your audience, not at the board or at the computer screen or LCD projection etc.
Remember what may come as second nature to you is new and may be very challenging for your audience. Be patient and polite.
Always have a back up plan in case there is some problem with the technology (power out, web site down, LCD or laptop not working etc).
Repeat/restate each question:
-The entire audience should hear the question.
-Be sure of what is being asked.
Wait for the person to finish answering the question.
When to answer questions?
-Answer right away- questions that are on topic and can help most people in the class.
-Postpone until break or after a talk questions aimed at resolving specific problems, off topic questions.
Avoid prolonged discussions with one person.
If you don't know the answer, admit it. Then you can:
-Offer to find the answer and get back to the person.
-Suggest someone else to contact, references etc.
-Ask the audience for suggestions.

Reach Your Audience at Different Levels

Rational/intellectual- appeal to the mind.
Emotional- appeal to the heart.
Spiritual- appeal to the soul (meaning to mind and heart together).

Depending upon the requirements.

Training of Trainers: Training Effectiveness

Ensuring Effectiveness of Training

During the Training:

Active participation through discussions, role plays, activities, exercises
Recap by participants (trainees)
Learning diary by trainees
End of the session or end of the day test/quiz
Test/quiz at the beginning of the program and again at the end of the program
Moral (gentlemanly) contract between trainer and trainee for implementation
Formal action plan for organization and self (by trainees)
Project and its presentation using learnings (by trainees)
Case study presentation using learnings (by trainees)
End of the day feed back from trainees

Ensuring Effectiveness of Training

Post Training:

Trainer keeps a track through follow-up with trainees and makes periodic assessment of what and how much the trainees are implementing
Keeping a track of personal action plan of each trainee periodically and presentation by the trainees on their behavior changes
Departments’ involvement during building action plan after the training and tracking by department(s) and also by the trainer
Refresher courses
Post program reading by the trainees guided by the trainer and the departments

Training Effectiveness: Assess How Well You Did

Introspect your performance as a trainer to know how well you did in your seminar or workshop by ticking out against the points given below (the list of the parameters given below is not necessarily comprehensive):

Dressed appropriately
Stated objectives
Restated objectives at end
Avoided unnecessary jokes
Spoke at normal pace
Spoke loudly and clearly
Good body language
Interactive
Prepared for interruptions
Looked at audience
Patient and polite
Repeated/restated each question
Answered questions at the right time
Answered appropriately

For More Guidance, Assistance, Training and Consultation

Contact: prodcons@prodcons.com

Training on all the modules of "Human Resource Management" is provided by Prodcons Group's Mr Shyam Bhatawdekar and/or Dr (Mrs) Kalpana Bhatawdekar, eminent management educationists, management consultants and trainers- par excellence, with distinction of having trained over 150,000 people from around 250 organizations. Implementation of various HR system is also facilitated by the team of Prodcons Group.

Also refer: http://prodcons-group.blogspot.com/, http://training-development-function.blogspot.com/ and http://productivity-consultants.blogspot.com/

Our Books Publications (Books authored by Shyam Bhatawdekar and Dr Kalpana Bhatawdekar)

Own your copy/copies of the following bestseller books authored by eminent management gurus and consultants Shyam Bhatawdekar and Dr Kalpana Bhatawdekar:

1.HSoftware (Human Software) (The Only Key to Higher Effectiveness) or HSoftware (Shyam Bhatawdekar’s Effectiveness Model)
2. Classic Management Games, Exercises, Energizers and Icebreakers
3. Sensitive Stories of Corporate World (Management Case Studies)
4. Funny (and Not So Funny) Short Stories
5. Stress? No Way!! (Handbook on Stress Management)

You may like to go to the above-mentioned titles (web links) and order your copies on Amazon.com on Internet. The books are available in printed form and also as eBooks.
Or
Persons residing in India may like to write to our email address prodcons@prodcons.com and order your copies.

Training of Trainers

Wednesday, February 29, 2012

Volume 2 of "Classic Management Games, Exercises, Energizers and Icebreakers" Released

(For the first volume of the book titled "Classic management Games, Exercises, Energizers and Icebreakers" (containing 50 games/icebreakers), refer:

for its eBook: http://www.amazon.com/Management-Exercises-Energizers-Icebreakers-ebook/dp/B004OEKF0I/ref=sr_1_1?s=digital-text&ie=UTF8&qid=1330586377&sr=1-1

for its printed book: http://www.amazon.com/Classic-Management-Exercises-Energizers-Icebreakers/dp/1461029945/ref=sr_1_2?s=books&ie=UTF8&qid=1330586532&sr=1-2

Trainers Can Improve Their Effectiveness by Using Games and Icebreakers in Their programs

Monday, December 26, 2011

Train the Trainers Program