How to Prepare Employees for Training

Preparing employees for training is easy when you plan ahead and use a standardized process. Provide advance notification of upcoming training requirements. Include items such as date, time, training location, and training intent. Gain management participation and support by focusing training on the highest risk items. Advise employees on the attendance policy and explain training documentation requirements as they relate to employee records and company regulations. Plan in advance so you can help prepare employees for training.

Organize training by requirements

Develop a training matrix of all mandatory and optional classes offered. Determine by each job level, job function and task which classes are required. Tie these into job descriptions so each employee understands his individual training expectations. When regulations or company requirements change, identify those affected, and update the matrix. Tie training into individual development plans (IDPs) and annual performance objectives. Provide annual objectives for training requirements.

Use a checklist when launching a new class to make sure all items are completed every time. Include the logistics of ordering food, setting the agenda, and notifying students. If food will be provided, let attendees know.

Provide Software and Log On Information

Before a class, provide log on IDs and passwords. Load appropriate software to computers for employees in advance of the start of class. If the class is accessed through the Intranet or Internet, provide the URL.

Training Notifications

Instructors train in classrooms, on the shop floor, in auditoriums, at convention centers or in a conference room. Provide advance notice to employees as to where training will occur.

Give students details including the course number, start time, duration or expected time to take the class. Provide the name of the class instructor or the method of training being used if not a live instructor course. Provide dial-in numbers, Webex participant codes, or URL links for web-based or electronic training. If protective equipment must be worn, or if employees need to do advanced reading or research prior to the class, give them ample warning and provide the necessary details, such as "bring safety shoes and glasses to class."

Periodic Reminders

Provide periodic reminders to students about upcoming classes. If start times, duration, location or training objective changes, advise them.

Adopt standardized training methods to reduce employee learning curves while minimizing risks from instructor training. Use employee feedback to improve future classes. If an employee identifies a situation where he felt "unprepared" to take the class, find out why and address the issue. In some cases, this may mean you need to modify the content material for future classes, or you may need to create a "beginner" course that prepares students for the class you just gave. If there are other issues with the logistics of the class, such as noise interference, lighting, failing computer connections, or poor food service, use these "lessons learned" to do better the next time.