Train the Trainers Workshop

1. Train the Trainers Workshop

2. Train the Trainers Workshop • How to design a course? • A training course is never “one size fits all” type. • The subject may be the same. But the participants who attend course • and get benefited, will be different. • The inputs and delivery have to be structured according to each • group’s requirement • The first task for designing the course is, to know the target group. • Brief details to be ascertained about the target group are: • Age profile • Educational background • Present assignment • Seniority level • Where do they come from? (city, urban or rural area)

3. Train the Trainers Workshop How to design a course? Programme objective The next step is to determine the objectives of the programme. What the trainer wants to achieve, what the participants should achieve at the end of the programme, has to be decided. This is actually setting the goals for the programme. How to decide the programme objective? Again it is not “one size fits all” There can not be common objectives for all programmes. Each programme will be different in nature. Therefore objectives will differ according to the nature of pogramme. Let us assume that you are trainers “on the job”.

4. Train the Trainers Workshop How to design a course? Programme objective Let us also assume that the programme is on “quality control, engineering and safety aspects of a particular product”. The participants are of multi level, say, trainees, technicians, and executives. Each one will have a set of requirement from his role point.Management will expect that every one will acquire fair understanding of all aspects relating to the product. How will you proceed as a trainer in deciding the objectives based on the view points of all? What are the points to be remembered here?

5. Train the Trainers Workshop • How to design a course? • Programme objective • It should be remembered that • a) There are three different types of participants • b) The educational background and experience may not be the same • c) But every one should have a take out • The programme objective should not be vague • How do we set the objective now? • We may apply SMART principle.

6. Train the Trainers Workshop • How to design a course? • Programme objective • You may apply SMART principle for setting the objectives: • Specific • Measurable • Achievable • Relevant • Time bound • Let us now do an exercise. • Using SMART principle, please set the objectives for the programme • mentioned earlier

7. Train the Trainers Workshop How to design a course? Programme objective At the end of the programme, each participant will acquire full knowledge on a) the regulations on quality standards for the product b) how to meet the standards c) what are the possible threat perceptions in achieving the standards d) how to deal with them e) In case of unforeseen difficulties in operations, how to deal with the same, whom to refer (trouble shooting) f) what are the normal safety standards to be observed and what are the fall outs of not observing the safety standards. What is the next step? The next step is coverage. How it is done?

8. Train the Trainers Workshop How to design a course? Now that you have decided the objectives, the next step will be to decide the areas to be covered. Let us consider the same course, discussed earlier What are the areas you would cover?

9. Train the Trainers Workshop How to design a course? Areas to be covered Brief introduction of the product Brief coverage on regulations– who, why, what, how Quality standards How do we achieve– step by step process of production Likely hurdles and solutions Unexpected hurdles, the likelihood of occurance, trouble shooting Mechanical aspects of the process Safety standards, procedures– fall outs Summing up The design should be in alignment with the objectives What are the next steps?

10. Train the Trainers Workshop How to design a course? Sequencing the sessions– it should be logical Allocation of time for various sessions Materials to be provided for future reference Identifying the trainer for delivering various areas of the subject The next is delivery of the course.

11. Train the Trainers Workshop Delivery of the course Generally the training will be in class room. Sometimes it may be on the job in the work place. In either place, how the trainer will deliver the contents is important. Sometimes, the trainer is confused with a teacher in a class Do you think that you are all teachers? The training provided in an organisation is different from that provided in academic institution. How? Academic institutionOrganisational training Teacher and the taught Facilitator and participant Student learns afresh Participant is already experienced He only learns further More of knowledge building More of skill development Student listens Participant discusses Adult learning

12. Train the Trainers Workshop Delivery of the course Lets us assume the same “on the job” training discussed earlier. How the trainer will deliver if the training is on the shop floor? Positions himself at a place from where he can be observed. If he actually demonstrates the task, he should concentrate on the demonstration and also simultaneously maintain eye contact with the participants. This will help in two ways: 1. The participants will develop interest in the demonstration. 2. The trainer can ensure that every one participates At frequent intervals, he should pause and ask them whether he makes things clear to them. Remember, he should avoid asking them whether things are clear to them.

13. Train the Trainers Workshop Delivery of the course Hands on training After demonstrating, he can ask some of the participants to try to do the process. What are its effects? --training becomes effective --participants become self confident --trainer can correct them wherever necessary Simulation exercise ---- What is simulation? A simulation exercise to explain the possible issues and their solutions can be given. What are the benefits? Experience sharing Any practical issues faced earlier and solved, can be explained here How delivery takes place in a class room?

14. Train the Trainers Workshop Delivery of the course If it is a class room programme, how delivery takes place? --smooth beginning and smooth closing --physical appearance --eye contact --movement --using podium, mike --avoid sitting posture --language --be conscious about topic, objectives and time allotted --general manners --do not leave any relevant question unanswered --appreciate, avoid pulling up --frequent interaction with participants --if writing on the board It will also be a good idea to write on the board at the beginning of the session, bullet points on what he is going to deliver.

15. Train the Trainers Workshop Delivery methods The topic can be delivered using various methods. Again it is not “one size fits all”. How to choose a particular method? A particular method has to be chosen depending on --the topic --number of participants --age profile, seniority, educational background etc --time available --trainer’s own comfort level with the method What are the various methods?

16. Train the Trainers Workshop • Delivery methods • What are the various methods? • Lecture, • Demonstration • Questionnaire, • Visual, • Group discussion, • Stories, case studies • Quiz, • Role play, • Management games. • The next big question is, how to involve the participants?

17. Train the Trainers Workshop Involving the participants Training becomes effective only when involvement is established What, why, who and how? Creating involvement is the responsibility of the trainer. How does he do that? He makes his delivery, and learning by the participants, interesting. How? Through --effective communication --motivation --humour

18. Train the Trainers Workshop Involving the participants Effective communication What is communication? It is a process of exchanging information between individuals What are the positive aspects of communication? Communication, when properly established, --creates involvement --creates better understanding --avoids problems from arising What it can create if not properly established? --creates misunderstanding --creates or intensifies problems

19. Train the Trainers Workshop Involving the participants Effective communication What are the various forms of communication? It can be -- verbal -- non verbal -- written Which type is followed by a trainer? How communication is important for a trainer? He is communicating with the management on one side and with the participants on the other side. He has to play both the roles perfectly. What are the attributes to be developed by him to be a good Communicator?

20. Train the Trainers Workshop • Involving the participants • Effective communication • What are the attributes to be developed by him to be a • good Communicator? • He has to be a good listener • He has to build positive relationships • He has to appreciate • Handling criticism • Managing conflict • Ethics

21. Train the Trainers Workshop Involving the participants Motivation What is motivation? It is a process of activation, energising, incentivising What is self motivation and what is external motivation? What is positive motivation and what is negative motivation? How a trainer should motivate? He should first motivate himself. Then he should motivate the participants. How does he become self motivated?

22. Train the Trainers Workshop Involving the participants Motivation How does a trainer become self motivated? sets such a goal for himself acquires knowledge in the subject develops faith in organizational goals develops self confidence constantly remembers the programme objectives believes that the objectives are achievable and he will achieve

23. Train the Trainers Workshop Involving the participants How does a trainer motivate others? Every participant has one or more of the following needs expects some value addition from the programme. keen to achieve programme objectives with the help of the trainer needs acceptance in the class curios to know how this programme is going to help him in career as also in his personal life needs some physical activity during the programme he may also like to display some of his own talents during the programme looks for meeting peers and having interaction with them

24. Train the Trainers Workshop • Involving the participants • How does a trainer motivate others? • Before commencing the class, the trainer may do as under: • Provide an assurance to the participants that every one will have • a take out from the programme. • Say that take out is possible only with their active participation • Ask each participant, what he/she expects to achieve from the • programme • With these questions, the trainer will create an interest to learn among • the participants. • while delivering in the class, he should do it with involvement. • Involvement is the most important requirement from the trainer. • Having asked Q No 3, he should constantly remember to provide it.

25. Train the Trainers Workshop Involving the participants Humour What is humour? It is a state of the mind Why is it important for a trainer? It helps in reaching the participants more effectively. It recharges the atmosphere with energy It helps the trainer to handle criticism effectively

26. Train the Trainers Workshop Assertiveness Communicators are of three types generally 1. Passive 2.Aggressive 3. Assertive How do we define the above? Passive Shy, is not firm, allows others to overtake him even when he is right Aggressive Forceful even when he is wrong, thrusts on others, does not care for others’ feelings, in the process offends others many times. Assertive Firm when his views are right, does not offend others, take pain to explain his views. Follows “Socrates Principle” while facing resistance to his views A trainer should never be passive or aggressive, but assertive

27. Train the Trainers Workshop Taking the team along What is a team? A set of people working together to achieve a common goal. what is team building? The task of organising a team and functioning for the common goal It involves --identifying members of the team --spotting the potential in each member --assigning roles and responsibilities --developing the members and guiding them --achieving synergy between each member’s potentials --finally making the team successful. Whether the trainer is considered as a leader and the class a team? If so, how?

28. Train the Trainers Workshop Knowledge and skill What does the trainer provide to participants? Knowledge or skill? He provides both. In fact, training in an organisation Is oriented to providing the skill to translate the knowledge in to results. Therefore, what should be the capabilities of the trainer? --knowledge --experience --to update constantly --ability to handle any topic in a programme coordinated

29. Train the Trainers Workshop Listening skills The trainer has to be a good listener. Why? Since the trainer is interacting with user departments and participants, he has to be good listener with both. What is listening? Hearing what others say Analysing and asking for clarifications where needed Absorbing for further communication and Responding with feed back. How to develop this skill?

30. Train the Trainers Workshop Listening skills How to develop listening skill? While others are talking, he pays full attention to them His mind gets focused on the subject spoken If necessary he writes down the points to recollect later He does not interrupt the speaker and allows him to speak fully He starts talking only after the other person stops and he has fully listened to him. He will ask questions wherever needed Even if there is no need to ask questions, offers feed back to the speaker

31. Train the Trainers Workshop Listening skills How to develop listening skill? An important point to be noted: Sometimes, a participant may pose a question not connected with the topic. The trainer attempting to take on the question for discussion will lead to wasting the precious time. This should be tactfully managed by him. How? Generally two methods are practiced by any trainer: 1. If he is confident enough, he can permit the participants to raise questions as he speaks. 2. He announces at the beginning itself, to retain all questions to be asked, to the end of the session. For a trainer new to the job, the second method is better.

32. Train the Trainers Workshop • Time Management • All of us are aware of the importance of time. • This is a very important aspect for successful completion of the entire • Programme. It requires careful planning and follow up. • How the trainer allocates time for preparation and delivery of a • training programme? • The entire activity can be divided in to three phases: • Pre delivery • Delivery • Post delivery

33. Train the Trainers Workshop Time Management What are the pre delivery activities? --talking to the concerned user department and ascertaining their needs --preperation of course structure, objectives and session plan --sending call letters to the participants. This is an important task. Why? It will be nice to include in the letter, the course objectives and the brief details of topic to be discussed. This will help the participant to come well prepared for attending the course. --preparation of time-table and identifying the trainers --getting ready the reading material for the participants --organising the stationery needed

34. Train the Trainers Workshop Time Management Pre delivery activities --if the programme is residential, placing a welcome letter to each participant in his room. --ensuring that the class room is ready in all respects --alerting the dignitary who is to inaugurate the course and preparing talking points for him Let us now see the activities on the day of delivery.

35. Train the Trainers Workshop • Time Management • Delivery activity • Trainer to reach the venue at least 30.00 minutes in advance • 15.00 minutes before the commencement, to go to the dignitary • for taking him for inauguration. • Before that, to ensure that all the participants are in their seats • Commence the programme exactly at the appointed time. • Time schedule for each session, tea and lunch break times and • reassembly to be closely observed. • During delivery, identifying time wasters is more important. • All power point presentations to be loaded in advance. • Unrelated questions from participants to be carefully avoided. • The trainer should ensure that he never closes early and also never • prolongs beyond the allocated time. • 10. The trainer should learn to talk only to the extent required during • the session. • 11. It is better to allocate separate time for closing formalities • 12. Inserting unscheduled speakers or activity during the session to be • avoided

36. Train the Trainers Workshop • Time Management • Post delivery • Analysis of the feed back and submission of report to be • completed early, normally within 3 days. • 2. After the report is seen, initiation of action plan

37. Train the Trainers Workshop • Evaluation • What is evaluation? • It is a process of measuring the utility, achievement or performance. • What is its purpose? • It is a tool to find out whether the objectives set for the programme • are met with. • What do we evaluate in a training programme? • We evaluate • --the trainer • --the participants with regard to learning • --the course contents • --inputs • --the achievement of course objectives • --infrastructure facilities provided during the programme

38. Train the Trainers Workshop Evaluation How do we evaluate? Each management sets some standards to be achieved and decides the criteria for measuring whether the standards have been achieved. The most important aspects of an evaluation process is to measure whether --the learning has taken place? If so, how much? --the programme objectives have been achieved? If so, how far? --the trainers are of good standard? What are the normal methods of evaluation of learning?

39. Train the Trainers Workshop • Evaluation • Evaluation during the programme itself • Written feed back • During the programme • Asking questions in the class at some intervals • Learning diary • Demonstration • Recapitulation • What is written feedback?

40. Train the Trainers Workshop Evaluation What are the areas rated in the feed back? Each session trainer wise Adequacy of time for each topic and time for the whole programme Comment on coverage of topics and their adequacy Quality of reading material Opportunity provided for seeking clarifications and whether satisfactory clarifications provided Whether the porgramme objectives have been achieved Comments on other facilities as class room, library, catering, hostel etc

41. Train the Trainers Workshop Evaluation What are the short comings of the method? Some times reduced as mere routine exercise Many times, obtained hurriedly Personal relationship between the participants and the trainer, some times plays a role. If the trainer is from the same company, participant generally hesitates to provide frank feed back Fear of being singled out in case of negative feed back Framing questions to be asked in the feed back also is very important. Routine questions, even if well answered do not yield the desired results.

42. Train the Trainers Workshop Evaluation How to obviate the shortcomings? A separate time may allocated for feed back. Trainer, before issuing the forms, may explain its importance Avoiding vague questions Asking for specific comments where high rating low rating are given Other methods, which can be tried --Feed back through e mail --Entry and exit level test

43. Train the Trainers Workshop Follow up 1. Action plan by participants 2. Identifying a set of participants for further grooming 3. Enlisting volunteers for keeping in touch 4. Calling the same set of participants again after a period 5. Trainer visiting the work place 6. Calling the team leaders to get feed back 7. Sending communication to team leaders

44. Train the Trainers Workshop Training is never static. It is a dynamic process. Continuous updation is the key element Experience, involvement and innovation provide refinement to the training process. Thank you