Promoting the Training Session
Before any training can commence within your organisation there is a number of administration matters that you need to attend to so people are aware of the intention of the training sessions.
You need to identify the stakeholders in the organisation and inform them of the pending training session. The stakeholders could be:
- Management
- Departmental Managers
- Trainees
- Customers (when training is conducted on-the-job)
Informing Management of the Training Session
On completion of the Training Needs Analysis, and the subsequent identification of specific training needs, management should be provided with a written report detailing a number of training and development issues.
Some of the key areas management are interested in are the:
- Potential improvement in productivity and efficiency as a direct result of the training
- Direct link between the training and the organisational goal
- Down time of employees
- Future needs of the organisation met through increased skills and knowledge
The report should inform management of the training program and include such things as:
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Informing Floor Managers/Supervisors of the Training Session
It is important to inform the floor managers/supervisors of the pending training session as arrangements must be made to backfill while the participants attend the training session. Conversely, rosters can be changed so as to cause minimal disruption to the normal day-to-day service to customers.
Informing Staff of the Training Session
Most staff who attend training want to know what is in it for them. So consider the following as a way to gain their interest and attention.
Participating in the training session could mean:
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Informing Customers of the Training Session
Just as a footnote, as you inform the people of the training session within the organisation, it may pay to let your customers know as well. This would be particularly critical in the event of on-the-job training. Informing your customers that they may experience some minor delays in service, due to on site training, will ensure they understand the training is to improve the quality service to the clients.
How Best to Get the Message Across
The number of trainees and the size of your organisation will dictate the best way to convey the information regarding the promotion of the training session.
Your choices are either:
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If you do inform staff verbally of the training session, it is advisable to follow up with a memorandum. This way you as the trainer have a permanent record of who has been informed and staff have a hard copy to refer to.
An internal memorandum can be used to inform relevant people of the training session. The memorandum can include a brief background of the training session, any activities that may need to be carried out prior to the training date (for example pre-reading), dates, times and locations where the training will be conducted. You can also include any material that the participants may need to bring along to the training session.
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Other strategies that could be used to inform everyone of the training session could include but are not limited to:
- Brochures/flyers to all employees
- At regular meetings (provide a presentation)
- Newsletters
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