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One of the great things about employee learning is that there are so many different options. We can conduct short sessions like microlearning or longer ones like a blended leadership development program. In-person (aka classroom training) still remains a viable learning opportunity.
However, in-person programs have been criticized for ‘wasting time’. You’ve probably seen the statistics stating that participants like in-person learning for the interaction but favor online learning for the flexibility. It does make me wonder if part of the reason that in-person training programs are criticized is because the program logistics are poor. I can’t begin to tell you how many times I’ve been scheduled to deliver training, and the room isn’t set right, the equipment doesn’t work, etc. These things have an impact on the training session. So, here’s a reminder of the items to consider when scheduling an in-person training session.
- Invitation: I know this sounds very basic, and it is. Tell participants in advance about training. Let them know the location. Tell them if there are special parking instructions. Inform them of the start and end times. Share details about participant materials, breaks, meals, etc. As a trainer, I am surprised at the number of employees who don’t know when training starts or ends. Or that they believe meals are being provided.
- Location: For many organizations, the session is going to be at their facility. Or maybe if you’re conducting the training session during a conference, it will be at the event venue. However, there could be times when having a training program offsite is the right thing to do. It might help participants relax and focus – and keep outsiders from interrupting the session. It could also be a nice reward to have a change in scenery.
- Materials: A lot of companies are moving toward online participant materials. That’s fine. If that’s the plan, then participants need to know that in advance, so they bring the materials with them. This includes letting participants know if they will have access to WiFi so they are able to access their online materials. Also, think about whether participants will need paper, pens/pencils, etc. for note taking.
- Equipment, including WiFi: Almost all training programs include some sort of audiovisual. The room should be set to meet those needs. If the instructor is required to bring their equipment, they should know in advance. There should be a discussion about equipment compatibility. For example, I use a Mac and sometimes need special adapters. Also, if WiFi isn’t going to be available, the instructor should know in advance – just in case they need to make alternate arrangements to view materials or show a video.
- Room Set-up: When instructional designers create training programs, they do it with a certain number of participants in mind. And that the participants will be able to interact with each other. I’ve seen times when the room is set classroom style and the activities force participants to literally rearrange the room to do an activity. Or the room is set in rounds and participants have to sit with their back to the front because no one thought about being able to interact with the instructor.
- Breaks and Meals: When employees go to training, this is a change in their normal routine. For example, when they’re in their typical work location, they know where the water fountain is located. They know when they can take lunch – and they might bring their lunch. They take their breaks at the same time. Letting participants know how the day will be structured helps it feel a little bit more like a normal day. It also goes without saying … but let me say it anyway, that if the organization is providing meals and snacks, they should check with participants about any dietary restrictions.
- Instructor Prep: Please note that the person who is responsible for scheduling the training session and notifying participants might not be the person delivering the session. Instructors should be prepared to deliver their session. If they have any special needs like audiovisual, it should be communicated in advance. Training program organizers should remember the instructor in their room set-up and meals. Yes, I’ve been invited to conduct all day training programs where there was no place for me to sit and the expectation that I would not eat or drink anything all day.
Many of the things we’ve talked about are also applicable for online training programs. Tell people what to expect. Make sure they can access materials. Double check the equipment. Give participants breaks. Instructors need to properly prepare. And for whatever the reason, if something goes wrong, have a contact that can help fix it. It’s possible that certain glitches can be dealt with and resolved quickly – like adding chairs, granting WiFi access, asking the caterer for a special meal.
In-person training programs still bring value. But they need to be logistically organized so the instructor and participants can effectively focus on the training.
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