caBIG

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caBIG Training Boot CampPreparing, Launching
and Delivering Training Tips, Tricks, and
ThoughtsStephanie Whitley, RN, BSN,
OCNSeptember 16, 2005
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Session DetailsSession Objectives

• Upon successful completion of this session, you
  should be able to
• Describe the differences between the Online
  Training environment and the Classroom Training
  environment.
• List the steps involved prior to the training
  launch.
• Determine the actions taken to address issues
  that may arise during training.
• Explain the importance of a training evaluation.
• Describe the process for requesting application
  enhancements.
• 
  
  

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Session DetailsDocumentation and Training
Workflow
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Training EnvironmentsOnline Training

• Provide a conducive training environment.
• Obtain a conference room to conduct online
  training to decrease your environmental
  distractions.
• Explain the layout and usage of your Web
  conferencing tool.
• Limit attendee distractions.
• These include email, phone, co-worker
  interruption.
• Discuss appropriate phone etiquette while on the
  teleconference.
• Keeping the phone on mute except when asking a
  question or actively participating in the
  training.
• Not putting the phone on hold The hold music
  will be difficult to talk over and will disrupt
  the training.
• Not answering another line This will put the
  line on hold automatically.

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Training EnvironmentsOnline Training

• Encourage group introductions of all attendees
  including their expectations of training.
• Helps attendees to become more familiar with each
  other
• Allows the trainer to address training needs
• Encourage attendee participation in training.
• Encourage questions during training.
• Emphasize the importance of asking questions and
  explain that there are no dumb questions.
• You may need to randomly ask probing questions of
  attendees to
• encourage them to participate in the
  training and to gauge their
• understanding of the material being
  presented.
• Without being able to visualize the attendees, it
  will be difficult to determine their
  understanding of the training material without
  asking questions.

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Training EnvironmentsOnline Training

• Minimize the chance of overwhelming attendees
  with large sections of material.
• 8-10 minutes for instructions/discussion.
• Develop a Power Point presentation of the topic
  being discussed, incorporating screen shots, as
  necessary.
• Keep a hard copy of the presentation with
  notes/helpful tips or hints printed for easy
  reference during training.
• For hands-on sessions Trainers should instruct
  the process and then give a demonstration
  attendees can then duplicate.
• Send an electronic copy of the training materials
  and the presentation to attendees prior to
  training.
• 1/3 of learning based on presentation
• 2/3 of learning based on hands-on and practice.

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Training EnvironmentsOnline Training

• Important to remember You may not be able to
  answer every question that may arise during
  training.
• Make note of the question, research the answer,
  respond to the question after the training.
• I dont know, but I will find out.

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Training EnvironmentsClassroom Training

• Provide a conducive learning environment
• Adequate room temperature
• Ample lighting within the room
• Clear view of your presentation
• Limit outside distractions to attendees,
  including cell phones.
• Encourage questions and participation.
• With classroom training, you will be able to see
  attendees expressions and determine if they are
  understanding training.
• You may not need to ask as many probing questions
  of attendees to gauge their understanding of the
  material.

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Training DevelopmentCustomization of Training
Materials

• Diverse Training Group
• 25-High
• 50-Medium
• 25-Low
• Develop materials to address the lowest level of
  attendee experience.
• Develop examples according to the range of
  experience among trainees.

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Preparing to LaunchSoliciting Feedback

• Peer Review
• Provide copies of the training materials to other
  training team members for review and comments.
• Organize a meeting with team members to discuss
  their feedback.
• Incorporate team feedback into materials.
• If a second review is needed, request second peer
  review.
• Proceed to Alpha Testing.

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Preparing to LaunchConduct Testing

• Alpha Test
• Send invitation for participation in the Alpha
  test to project leads, development and support
  team, potential end users.
• Give presentation, making sure to solicit
  feedback and take notes throughout the session.
• Have attendees fill out feedback form.
• Incorporate feedback into revisions.
• Schedule second Alpha test if revisions are
  substantial.
• Proceed with Beta test.

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Preparing to LaunchConduct Testing

• Beta Test
• Send invitation for participation in the Beta
  test, to those development and support team
  members and potential end users who did not
  participate in Alpha test.
• Give presentation, making sure to solicit
  feedback and take notes throughout the session.
• Have attendees fill out feedback form.
• Incorporate feedback into revisions.
• Schedule second Beta test if revisions are
  substantial.
• Proceed to launch the training program.

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Preparing to LaunchCoordination of Materials

• Create PDFs of final training materials.
• Develop communication plan.
• Submit plan for peer review and incorporate
  feedback as necessary.
• Create email templates to be used throughout
  training.
• Registration acknowledgement template.
• Account email template (if required).
• Materials/modules email template.
• Training reminder email template.
• Post-training Thank You email template.
• Evaluation/feedback email template.
• Training certificate email template.

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Preparing to LaunchCoordination of Materials

• Submit communication package templates for peer
  review and incorporate feedback.
• For private sessions, contact Site Coordinator to
  schedule training dates and times and determine
  participants.
• For public sessions, pick dates for training and
  publicize.

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Delivering TrainingPreparation for Training

• Reserve conference room for both online and
  classroom training.
• If Online training
• Reserve time on your Web conferencing training
  tool.
• Request a teleconference number.
• Invite all attendees to the training session via
  email.
• Confirm the creation of accounts, if necessary.
• Send training materials to attendees.

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Delivering TrainingDay of Training

• Be prepared for session 30 minutes prior to the
  start of training.
• Online training You may need to assist
  attendees logging into the Web conferencing
  training tool.
• Greet trainees as they arrive or log/dial in to
  the training session.
• Take attendance and conduct introductions.
• Deliver the training session, noting questions as
  they arise.
• Conclude session with information on
  Application/Technical support, review of
  follow-on training, and action items.
• Following training, send out Thank You emails and
  evaluation forms.
• Conduct post training session review.
• For issues requiring immediate revisions, make
  appropriate changes and post the new version.

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Delivering TrainingAfter Training

• Follow up with attendees regarding any action
  items.
• Send certificates to attendees.
• Share session summary and lessons learned with
  fellow instructors, developers and Application
  Support.

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Delivering TrainingWhat Would You Do If

• Technical issues
• You lose connection with the Application or Web
  conferencing tool.
• There is a power failure and your system goes
  down.
• Troublesome attendees
• What do you do if an attendee has multiple
  questions and your training session is getting
  off track.
• How would you proceed if an attendee continues to
  put their phone on hold and you cannot talk over
  the hold music.

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Gathering FeedbackEvaluations

• Having a formal review of your training session
  will allow you to have an objective means of
  continually improving.
• Provides information on the effectiveness of the
  delivery of the training materials
• Allows you to determine if this training session
  style was successful and should be mimicked
  elsewhere
• Allows you to determine the effectiveness of the
  training materials provided to the attendees
  prior to training
• Verifies the organization of the training session
  before, during, and after the session
• Provides a written record of the trainers
  performance

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Gathering FeedbackApplication Enhancement
Requests

• Make note of the enhancement request and who made
  the request.
• Contact the developer and present the request.
• Maintain contact with the attendee until you have
  an answer regarding the request.
• Maintain contact with the developer to determine
  the status of the request.
• Once a decision has been made about the request,
  contact the attendee to convey the outcome of the
  enhancement request.
• Incorporate the enhancement into the training
  materials, if applicable, once the enhancement is
  available.

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Session ReviewObjectives

• Now that you have successfully completed this
  session, you should be able to
• Describe the differences between the Online
  Training environment and the Classroom Training
  environment.
• List the steps involved prior to the training
  launch.
• Determine the actions taken to address issues
  that may arise during training.
• Explain the importance of an Evaluation.
• Describe the process for requesting application
  enhancements.

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Session ReviewQuestions?