Project Management Framework
Execution - Training Management
Executing the Training Plan involves seeking feedback from trainees to make sure the training material is appropriate for the intended audience. Ensuring that training staff, equipment and facilities are suitable is necessary as well. A good training program will be flexible so that it can target the varying degree of skills in the training audience. Feedback should be solicited on a regular basis and used to refine the training curriculum.
Training may be needed for several different groups; the product end users, system staff or product developers, or training for the project itself. This document is specifically designed to help manage training for the business users although much of the advice may also apply to training for technical staff in developing the new product or maintaining the product after implementation. See the
Staffing Plan and the
Maintenance & Operations Plan for specifics on training for these groups. Training can also vary depending on the size and complexity of the project. While some projects may need only a formal introduction and a walkthrough, most will need some sort of initial training, and some may need a permanent training program including a training staff and site to conduct training.
Providing assistance after the training has been completed will also enhance the educational process. Assistance can come in many forms, such as manuals, on-line guides, web sites with interactive support, help desks or trainers.
User acceptance is a critical aspect of project success, and training is an integral part of that acceptance. You can manage all other aspects of a project successfully, but if the training is not executed properly and the user community is not able to use the end product quickly and easily, the entire project may fail.
For Best Results
- Use just in time training. Schedule training as close to implementation as possible.
- Train the help desk staff and/or training staff first.
- Tailor the training material to the specific nature of work that the trainee will be performing on the job. If possible, use their data.
- Involve support staff early on so they have enough time to order licenses, install software and make any necessary configuration changes.
- Check to see if extra licenses are included or need to be purchased to cover training workstations.
- Make sure training staff are familiar with trainees work issues so they can use them in their examples during the course/program.
- Produce more customized training products and cut training costs by hiring in-house trainers and setting up an initial 'train the trainer' session to prepare for agency wide training.
- Create several training schedules and opportunities to accommodate around the clock schedules.
- Make sure stakeholders understand the cost of training, and agree upon who is responsible for paying the costs.
- Make the goals of the training clear. When the student has a clear understanding of what he or she is expected to learn, learning tends to be maximized.
- Identify training program outcomes as the skills and abilities needed to perform tasks. Test for these at the conclusion of training.
- Adjust the training to the meet the needs of the diverse levels of positions within the organization.
- Create a separate training environment so training data is not put into a production environment. Prevent testing and development from conflicting.
- Reset the training environment between classes.
- Choose a facility that will enhance the training experience by assuring comfort. The availability of coffee, tea, good restroom facilities, ample parking, and vending machines help to keep distractions to a minimum.
- Use surveys and questionnaires to solicit feedback after training is conducted to see if :
- any improvements are needed in the training curriculum
- training facilities are suitable
- equipment is adequate
- teachers/trainers are knowledgeable.
- Have training material, help desk or on-line support available after training is conducted to supplement the educational process and provide ongoing training.
Also Consider
- Contracting training to an external training agency.
- Including business trainers to supplement the technical aspects of training.
- Including a process to ensure future employees receive training.
- Promoting a culture where learning is valued and using the new product/new skills is both expected and supported.
- Helping individuals appreciate WIIFM (what's in it for me) during the learning process and apply new information in their work.
- Including treats and breaks to motivate and rejuvenate.
- Offering rewards for successful completion of coursework.
- Renting training facilities.
- Being prepared to deal with issues of cultural change and resistance, and to discuss aspects of the transition or questions regarding the Implementation and Transition Plan.
- Putting trainers on-site for the first day of system implementation to bolster trainee confidence and provide immediate assistance.
- Including outcome performance indicators to measure the impacts or effects of the training program on the end product.
Related Links:
Training Plan
Training Plan Examples
Training Plan Template
Checklists