Designing and Conducting Training

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    TRAINING AIDS - HOW TO MAKE AND USE THEM

    WHY USE TRAINING AIDS?

    All learning is through the senses. The more senses are brought into use, the more effective is the

    learning; 97 percent of learning is achieved through simultaneous appeal to the eye and ear. It is

    because of this that we should make use of audiovisual aids in training.

    ffective use of audiovisual aids can be included in any sort of presentation. !harts, slides, videos,

    overhead transparencies and films can be used to add interest as well as supplement verbal

    e"planations.

    #roper use of instructional aids saves time, adds interest, helps trainees learn and makes your $ob

    easier. %ut remember that aids to training are aids only. They are not substitutes for training.

    Trainers should use training aids to supplement their training rather than to replace all or part of it.

    CLASSIFICATION OF INSTRUCTIONAL AIDS

    Projective

    &otion pictures

    'ideos

    !olour slides

    (verhead pro$ector transparencies

    No-!rojective

    !halkboard

    )hiteboard

    !harts and diagrams

    &odels

    "hibits

    *andouts

    Tape recorder

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    SELECTION OF AIDS

    In selecting aids, take into account the following+

    #racticabilityAttractiveness and interest

    uitability

    !omple"ity

    !larity

    #ortability

    erviceability

    Availability

    -ocation

    #reparation and presentation

    Time factor

    CHARTS AND DIAGRAMS

    These fall in two main categories+

    "o#$ %$ &i'!#e

    These are for use during a training session. They should+

    %e large enough to be seen by all

    ot necessarily be self/e"planatory

    %e functionally coloured

    Include only the essentials

    Det%i#e$

    These are for close study at leisure. They should+

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    %e more or less self/e"planatory

    %e of medium or small si0e

    %e suitable for semi/permanent display

    %e artistically produced

    HANDOUTS

    *andouts should+

    %e brief and sharp1containing only essential details

    %e accurate and complete

    %e designed clearly and attractively, with good use of white space

    Include diagrams if appropriate

    Always have a title

    %e planned

    %e of a standard si0e

    %e presented in a logical se2uence

    %e pitched at a level appropriate to the audience

    O(ERHEAD TRANSPARENCIES

    The overhead pro$ector is one of the most useful training aids. It can replace the need for

    chalkboards, whiteboards and charts. The overhead pro$ector can be used for presentation to a group

    of any si0e.

    All material for use on an overhead pro$ector needs to be reproduced on to transparencies using

    either special pens or printers with either non/permanent or permanent ink 3the latter if the trainer

    wants to keep and reuse the transparencies4. It is also possible to make either black and white or

    colour transparencies using a specially designed photocopier. !omputer/generated transparencies

    can be e"cellent.

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    The overhead pro$ector is probably the most fle"ible of the aids available to the trainer. 5sed

    correctly, it will enhance trainee learning by making presentations more interesting and e"planations

    clearer.

    COLOUR SLIDES

    M%i )e%t*re&

    lides are relatively ine"pensive to procure

    They are easily used

    They facilitate study of a topic one step at a time

    All trainees get the same clear view

    ach frame can be studied and discussed at leisure during the screening

    They can be used in con$unction with a tape/recorder 3tape1slide se2uence4

    Ho+ to *&e i$e& e))ective#,

    6o not treat as entertainment

    elect slides that are relevant

    #lan your presentation

    Include an introduction and conclusion

    6o not prolong the presentation

    nsure the e2uipment is sound and well set up before the presentation

    (IDEOS

    &ake sure videos are directly related to the sub$ect; do not use them merely for entertainment.

    &ake sure all trainees can see the monitor

    The video should be introduced; trainees should be told what it is about and what they should

    look for.

    eview the video in a discussion after screening

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    RECOMMENDATIONS FOR AN EFFECTI(E PRESENTATION

    Always+

    Allow ample time for preparation+ sufficient time to plan and construct and sufficient time to

    rehearse

    &ake a file copy of your visuals

    !heck on your worst seats, those on the e"treme right and left

    &ount screen high enough for all to see

    emove competing attractions; competition will reduce impact of your visuals

    !heck all arrangements before you go on, even if it means going without your breakfast, lunch

    or dinner; make sure you have done everything possible for a smooth presentation

    &aintain constant contact with your audience; know your visuals well enough that you do not

    have to break your commentary to check points

    Time your visuals to coincide with your comments; mistiming is distracting

    &ake your presentation straightforward; be sincere and win the confidence of your audience

    8eep your visuals moving; parallel the flow of your words with the flow of visuals

    5se only the re2uired number of words; avoid e"cessive wordage

    5se only well/trained assistants who know the visuals as well as you do

    8eep your visuals; they may be needed again

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    SOURCING

    Training in organi0ations is offered in many different areas are conducted primarily in/house,

    whereas other types of training make greater use of e"ternal training resources.

    Iter%# Tr%iiTraining in on/the/$ob locations tends to be viewed as being very applicable to

    the $ob, it saves the cost of sending employees away for training, and it often avoids the cost of

    outside trainers. *owever, trainees who are learning while working can incur costs in the form of

    lost customers and broken e2uipment, and they may get frustrated if matters do not go well.

    (ften, technical training is conducted inside organi0ations. Technical training is usually skills based,

    for e"ample, training to run precision computer/controlled machinery. 6ue to rapid changes in

    technology, the building and updating of technical skills have become crucial training needs.

    (ne internal source of training that has grown is i)or'%# tr%ii. which occurs internally

    through interactions and feedback among employees. (ne study found that 7: of what employees

    know about their $obs they learned informally from other employees, not from formal training

    programs.

    Sever%# )%ctor& %cco*t )or t/e %'o*t o) i)or'%# #e%ri0

    irst, as employees work in teams and on pro$ects with others, they ask 2uestions, receive

    e"planation, and share information with coworkers.

    econd, rather than relying on the employer to train them and keep their capabilities current,

    employees re2uest assistance from other employees more knowledgeable or skilled.

    Third, informal learning occurs among employees striving to meet organi0ational goals and

    deadlines. *owever, problems with informal training include the fact that some training done by

    fellow employees may not be accurate and may miss certain important details.

    E1ter%# Tr%ii"ternal training occurs for several reasons+ It may be less e"pensive for an

    employer to have an outside trainer conduct training in areas where internal training resources are

    limited. There may not be sufficient time to develop internal training materials. The * staff may

    not have the level of e"pertise needed for the sub$ect matter where training is needed. There are

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    advantages to having employees interact with managers and peers in other companies in training

    programs held e"ternally.

    (ne growing trend is the outsourcing of training. 'endors are being used to train employees. or

    e"ample, many software providers have users< conferences where employees from a number of

    employers receive detailed training on using the software and new features being added. Also,

    vendors can do training inside the organi0ation if sufficient numbers of employees are to be trained.

    everal computer software vendors offer employees technical certifications on their software. or

    e"ample, being a &aster !ertified ovell ngineer or &icrosoft !ertified #roduct pecialist gives

    employees credentials that show their level of technical e"pertise. The certifications also provide

    employees items to put on their resumes should they decide to change $obs. These certifications also

    benefit employers, who can use the certifications as $ob specifications for hiring and promotion

    purposes. If an employer pays for employees to become certified, employees may view the

    employer more positively and be less prone to leave.

    "*$eti

    * budgets are prepared like any other functional department budget in the stages set out

    below.

    Stages in the preparation of HR budgets

    =. 6efine functional ob$ectives and plans.

    >. orecast the activity levels re2uired to achieve ob$ectives and plans in the light of

    company budget guidelines and assumptions on future business activity levels and any

    targets for reducing overheads or for maintaining them at the same level.

    ?. Assess the resources 3people and finance4 re2uired to enable the activity levels to be

    achieved.

    @. !ost each activity area the sum of these costs will be the total budget.

    %udgets need to be $ustified and protected. Bustification means ensuring in advance that ob$ectives

    and plans are generally agreed there should be no surprises in a budget submitted to top

    management. A cast/iron business case should then be prepared to support the forecast levels of

    activity in each area and, on a cost1benefit basis, to $ustify any special e"penditure. Ideally, the

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    benefit should be defined in terms of a return on investment e"pressed in financial terms. The best

    way to protect a budget it to provide in advance a rationale for each area of e"penditure that proves

    that it is necessary and will $ustify the costs involved. The worst thing that can happen is to be

    forced onto the defensive. If service delivery standards 3service level agreements4 are agreed and

    achieved, these will provide a further basis for protecting the budget.