Train the Trainer

Structuring a training session Adult Learning (know your audience) Agenda Structuring a training session Adult Learning (know your audience) Presentation Skills Practice presentation Confidential

Structuring a Training Session When presentations are poorly organized, the impact of the message is reduced, and the audience is less likely to learn. POINT Confidential

Structuring a Training Session (cont.) Modular Builds on one another From easy to harder For each subject Presentation Demonstration Hands on practice Confidential

Structuring a Training Session Main presentation Introduction Summary Confidential

Overview/Introduction Introduces the lecture topics Main points Quick “road map” of information Gets the attention and interest Helps in organizing the material Informs of agenda Confidential

An Effective Introduction Keep it brief Don’t go into details of lecture Set the objectives Set expectations Relate to prior knowledge Try to get attention Confidential

Every point leads to the next. Don’t jump from one topic to other. Main Presentation Logical flow Every point leads to the next. Don’t jump from one topic to other. Connect the points. Explain the details Use simple words. Use graphics when needed. Use Examples Confidential

Main Presentation (Cont.) Use Syllabus. Refer to Handouts. Answer only content relevant questions. Refer others to later. Ask questions. Don’t read from slides. Confidential

Provides a sense of closure Time for questions & answers Summary/Conclusion Reinforces message Summary of main points A closing grabber Provides a sense of closure Time for questions & answers Confidential

End with a bang, not a whimper!!! Don’t give new information. Effective Conclusion End with a bang, not a whimper!!! Don’t give new information. Only review points. Review process/steps. Refer to your introduction. When summarizing a module, show where it fits in the big picture. Confidential

Highlight main features. Make sure all students can see. Demonstrating Demonstrate workflow. Highlight main features. Make sure all students can see. Do it slowly!!! Confidential

Hands on Practice I hear and I forget. I see and I retain. I DO and I UNDERSTAND. Confidential

Insist on students completing exercises. Hands on Practice Practice makes better! Insist on students completing exercises. Instructor looks over shoulders to offer help. Don’t DO IT for them. NO, on the computer Confidential

Listen to the entire question. Repeat the question out loud. Questions and Answers Listen to the entire question. Repeat the question out loud. Pause to think if needed. Credit the person. Respond to the question. Confidential

If you don’t know the answer, promise to research. Always tell the truth!!! If you don’t know the answer, promise to research. Get back to trainee with answer. Answer directly. Simple answer to simple question. Stay on track, brief and to the point. Refer to your speech. Helps reinforce & clarify presentation. Confidential

Questions and Answers (Cont.) Anticipate areas of questioning and prepare. Acknowledge every question. If not appropriate, postpone. ? ? ? Confidential

Investigate (the problem) Acknowledge Formulate solution Respond Problem Solving Investigate (the problem) Acknowledge Formulate solution Respond Follow up Confidential

Have all students present. Other Factors... Time constraints Daily schedule Breaks Lunch No interruptions! Have all students present. Do NOT Disturb Confidential

Define setup in advance. Be early. Class Set up Define setup in advance. Be early. Set up class with appropriate computers and applications. Set up files and training materials. Confidential

User Guide/Care & Maintenance Guide Technical notes Installation Guide Training Material User Guide/Care & Maintenance Guide Technical notes Installation Guide Relevant drawings Confidential

Summary How should it be? Confidential

Adult Learning Know Your Audience

Understanding different learning styles Culture differences Motivation Table of Contents Course audience Understanding different learning styles Culture differences Motivation Information processing Preventing learner overload Confidential

Key principle of a successful presentation. Know Your Audience Key principle of a successful presentation. Preparation must include gathering information about your audience and their needs. A well prepared speech given to the wrong audience can have the same effect as a poorly prepared speech given to the correct audience. They both can fail terribly. Confidential

Know your A-u-d-i-e-n-c-e Analysis - Who are they? How many will be there? Understanding - What is their prior knowledge? Demographics - What is their age, sex, background? Interest - Why are they there? Who asked them? Environment - Where will I stand? Can they all see? Needs - What are their needs? What are your needs? Customized - What specific needs to address? Expectations - What do they expect to learn or hear? Confidential

What are their objectives? What is their prior knowlegde? Know your Audience Who is your audience? What are their objectives? What is their prior knowlegde? What are their expectations? Confidential

Individuals perceive and process information in very different ways. Learning Styles Individuals perceive and process information in very different ways. How much individuals learn has more to do with whether the educational experience is geared toward their particular style of learning than whether or not they are "smart“. Educators should not ask, "Is this student smart?" but rather "How is this student smart?" Confidential

Learn and prepare in advance. Adapt as much as possible. Culture Differences Be aware! Learn and prepare in advance. Adapt as much as possible. Customize to local needs. Be patient and ask for patience. Confidential

Issues Affecting Adult Learning: Learner’s Motivation Information Processing Applying Knowledge Confidential

Getting learners Attention Keeping instruction Relevant Learner’s Motivation ARCS model - Kellers (1987) Getting learners Attention Keeping instruction Relevant Giving learners Confidence they can learn Maintaining interest by providing Satisfaction Confidential

Information Processing Elements Before you start… Prior Knowledge Objectives Gain Attention Confidential

Information Processing Elements (Cont.) Presentation Course Overview Focus Attention Level of Presentation Organize Material Transferring to Long Term Memory Confidential

Information Processing How would you cope with a learner that does not understand your explanation? Confidential

Preventing Learner Overload What is learner overload? Why does it occur? Learners need to process information. Learners cannot hold large amount of information in working memory. What is learner overload? Too much information that cannot be processed Why does it occur? Instructor does not realize capacity of learners Learners need to process information Learners cannot hold large amount of information in working memory Confidential

Preventing Learner Overload - Suggestions Talk simply and explain more. Incorporate key learning points into notes. Do less while participants do more. Chunk training and distribute it over time. Give new learners “training wheels”. Detect and remedy overload situation. Talk simply and explain more Incorporate key learning points into notes Do less while participants do more Chunk training and distribute it over time Give new learners “training wheels” move from simple to complex Detect and remedy overload situation Confidential

Coping with Difficult Trainees Involve participants. Acknowledge trainees ideas. Don’t get personal - be objective. Don’t give in to personal attackers - stick to the facts. Enlist other trainees help if it is disruptive to them as well. Confidential

Learner centered instruction Objectives Needs Expectations Motivation Summary Learner centered instruction Objectives Needs Expectations Motivation Prior knowledge Personality type Learning Style Learning Capacity Confidential

Effective Customer Relations Listen to your customers - Then talk Confidential

Presentation Skills

What Is a Winning Presentation? List the elements that influence a presentation. Confidential

Table of Contents Overview Before You Begin... Using your Voice Body Language Skills Language and Style Demonstrating aids Confidential

Verbal (content) Vocal (How it is said) Visual (What is seen) Communication is... Verbal (content) Vocal (How it is said) Visual (What is seen) Confidential

Communication Success 7% VERBAL 55% VISUAL 38% VOCAL Psychologist Albert Mehrabian Confidential

Positive self-messages Before You Begin... “There are two types of speakers, those that are nervous, and those that are Liars”. (Mark Twain) Prepare Positive self-messages Attitude towards yourself, teaching, material, audience Confidential

Prepare 9 P’s Prior Proper Preparation Prevents Poor Performance of the Person Putting on the Presentation. Confidential

Preparing Presentations Know audience. Know subject matter. Know training material - Rehearse first 3 minutes. Prepare room. Check equipment. Handouts. Confidential

How Do People Use Their Voice? Confidential

Using your VOICE Breathing Projection Articulation Volume Variety Common Voice problems Confidential

Good Breathing= Good Voice Relaxes Frees muscles for good speech Proper Breathing... Good Breathing= Good Voice Relaxes Frees muscles for good speech Focuses thoughts Enables the right attitude Confidential

Making yourself understood Bringing breath forward into sound Projection Projection Making yourself understood Bringing breath forward into sound Relax muscles and stand erect. Shouting tires voice, causes hoarseness. Projection gives POWER. Projection: Reinforce that breathing is the key to a good voice. If you breath correctly you will be able to project your voice. Can give the following exercise: Say hello from the back of your mouth Breath deeply and then say hello, projecting the word. Confidential

Articulation - making yourself understood. Every sound is clearly heard. Articulate with consonants = t,d,p,b,v,f,k,c,g Enunciate with Vowels = A, I,O,E,U TIP! Consonants lost over distance – Exaggerate! Confidential

Add excitement, enthusiasm by varying: Pitch - tone Variety Add excitement, enthusiasm by varying: Pitch - tone Adds impact and drama. Pace Pause Volume Change for significant information or new mood. Confidential

Swallowed voice - Mumbling Thinking Noises: Um, Ah, Er Lip smacking Common Voice Problems Nervousness Swallowed voice - Mumbling Thinking Noises: Um, Ah, Er Lip smacking Shouting Speaking too fast or slow Monotone Nervousness Vocal problems e.g shrillness, shortness of breath can be caused by nervousness. Work at relaxation techniques and developing a positive attitude. Swallowed Voice Can be caused by incorrect breathing, or not using jaw to articulate. Try move the jaw more freely while talking. Thinking Noises Er, Um are common thinking noises, or sucking or tutting noises. Speakers never know that they are making these noises, but they distract the audience and weaken the effect of the speech. Lip smacking Speakers moisten lips when they become dry. If lips are parted quickly, they may produce a smacking sound. Here again, the speaker is unaware of what they are doing. Shouting Caused by not breathing and projecting voice properly Speaking to fast or slow Vary pace, but do not speak to fast or slow Monotone Vary pitch Confidential

Total body as a communication vehicle Body Language Skills Total body as a communication vehicle Eye Contact Hands and Arms Dress Gestures Facial expression Confidential

Eye-to-Eye Communication Engages audience, gains attention, improves impression, provides feedback. HOW? Connect with audience, one person at a time. Look directly. Move eyes after 3-5 seconds. Speak to everyone. Do not shift gaze - left to right. Talk to audience not screen, projector, ceiling. Connect with audience - engage a person for a brief moment. Look directly - side glances do not install confidence From 3-5 seconds - If you gaze at a person for longer they will begin to feel uncomfortable, and you appear figety Speak to everyone- do not only direct attention at high ranking person. Even when answering a question, keep the whole group in the dialog. Do not shift gaze - audience will feel that you are watching a ping pong game Confidential

Vary facial expression - put emotion into speaking. Facial Communication Vary facial expression - put emotion into speaking. Don’t forget to SMILE! Confidential

Using Your Hands and Arms Confidential

Using Your Hands and Arms HOW ? Become conscious. Do not grip things or hands. Natural movements. Eliminate irritating movements. Jingling keys, waving, tapping. Confidential

Dress BE: Comfortable Appropriate Yourself Confidential

Using Language and Style Be Specific. Explain ambiguities. Use simple words. Watch Abbreviations & Acronyms. Active voice. Be Specific: Describe concepts and procedures exactly. Never assume the audience knows what you are talking about. Never say “uh, like you know…” Use simple words: Do not be pretentious. George Orwell said.. Never use a long word when a short one will do. Limit Abbreviations & Acronyms: Be careful with these. Only use them when all parties know what they mean and understand them to mean the same thing. Active voice: More understandable, and less ambiguous. Grammar flaws: Watch grammar flaws e.g double negatives, “ I didn’t never say that”, tense confusion “ He trunk his coffee already”, adjective, adverb confusion “ She spoke good”, Verb confusion “ I will learn you”. Jargon and Slang: Only use if technical audience cliches and redundancies: Try avoid tried and tested cliches.. Like the plague. Confidential

Language and Style Watch: Grammar faults Jargon Slang Confidential

Spicing Up your speech Introduce: Examples Questions Case studies Stories Humor Confidential

Tell them what you are going to do. Demonstrating WHAT TO DO? Tell them what you are going to do. Demo it, or get class member to demo. Tell them what you have done. HOW? Project voice, Speak slowly. Maintain eye contact with audience. Only look at screen when needed. Confidential

Demonstrating - Tips and Tricks DO: Make sure EVERY member can see the demonstration. Face and speak to audience, not monitor or machine. Use pointer to highlight items. Stand to the side. Confidential

Block line of sight to screen. Demonstrating - Do NOT Block line of sight to screen. Create shadows. Confidential

Summary - Winning Presentations Use your voice correctly Breathing, being heard, being understood, variety. Use your body Eye contact, expression, hands and arms, gestures, dress. Use correct language. Keep the audience interested. Demonstrate effectively. Confidential