# Presentation: 190280

## caBIGTM Training Boot CampPreparing, Launching and Delivering Training:  Tips, Tricks, and ThoughtsStephanie Whitley, RN, BSN, OCNSeptember 16, 2005

## Session Details:Session 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.

## Session Details:Documentation and Training Workflow

## Training Environments:Online 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.

## Training Environments:Online 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.

## Training Environments:Online 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.

**Notes:**
1.  Set the goal to having discussion sections limited to 8-10 minutes to decrease the chance of losing attendee’s attention.

## Training Environments:Online 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 don’t know, but I will find out.”

## Training Environments:Classroom 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.

## Training Development:Customization 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.

**Notes:**
The top 25% will need little to no training-DO NOT direct the training materials towards this group.
The middle 50% will understand some of what the top 25% does and all of what the lower 25% understands
If you direct your training towards the lower 25%, then that entire group will understand the training and the middle 50% will not only understand, but will get a refresher on the information they already knew and perhaps may learn some new information.

## Preparing to Launch:Soliciting 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.

## Preparing to Launch:Conduct 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.

**Notes:**
If the Alpha Test is going to be conducted online:  Will need to set up Web Based Conferencing session and teleconference.  Also, if attendees require Application accounts, make sure accounts are created prior to Alpha Test.

## Preparing to Launch:Conduct 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.

**Notes:**
If the Beta Test is going to be conducted online:  Will need to set up Web Based Conferencing session and teleconference.  Also, if attendees require Application accounts, make sure accounts are created prior to Beta Test.
If your alpha test failed, then re-invite those that participated in the Alpha test to participate in the Beta testing to discuss their suggested changes and to let them know that you took their input seriously and incorporated all changes as necessary.  If the Alpha test did not fail, then do your best to include a completely different group of people to conduct the Beta test.

## Preparing to Launch:Coordination 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.

## Preparing to Launch:Coordination 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.

**Notes:**
Public sessions:  Training sessions weekly, monthly and as needed.

## Delivering Training:Preparation 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.

**Notes:**
Training Materials:  including your presentation.

## Delivering Training:Day 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.

## Delivering Training:After 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.

## Delivering Training:What 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.

**Notes:**
Technical Issues--Have back-up of ppt presentation with screen shots that you can put up and continue training.
Power Failure—refer to the hard copy of your presentation that you sent out to all attendees prior to training and do your best with the presentation.  OFFER another training session to go over what was missed in the Application when the power failed.
Troublesome attendees:  Make a list of the questions being asked and tell the person you will contact them offline so this training session does not get off track.
Hold music:  be sure to know your teleconference system and be able to contact the operator to remove any disruptive callers off the teleconference.

## Gathering Feedback:Evaluations

- 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 trainer’s performance

## Gathering Feedback:Application 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.

**Notes:**
Make sure you note who made the request for follow-up purposes.
Don’t take the enhancement request and never follow-up or wait multiple months before following up.

## Session Review:Objectives

**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.

## Session Review:Questions?