Copyright 2010, The World Bank Group. All Rights Reserved. Development of Training and Procedural Manuals Section A 1

Copyright 2010, The World Bank Group. All Rights Reserved. Procedures and Training What is the difference between a procedural manual and a training manual? When is it advisable to have both types of manuals? 2

Copyright 2010, The World Bank Group. All Rights Reserved. What characteristics do you wish to see in the “product” (enumerator) of this process (training)? What should a trainee be able to do to convince you that she or he can do the job for which they were trained? 3

Copyright 2010, The World Bank Group. All Rights Reserved. Analysis Task analysis Audience analysis Performance analysis Course objectives 4

Copyright 2010, The World Bank Group. All Rights Reserved. Analysis of Tasks A task is a series of steps leading to a meaningful outcome. A task has an identifiable beginning, middle, and end. A step in a task would be something like asking a survey question, identifying an adequate answer to a question, transcribing the information to the form, etc. 5

Copyright 2010, The World Bank Group. All Rights Reserved. How to do Task Analysis 1.Prepare a list describing the tasks in a job List all tasks – critical and trivial Decide later which tasks need to be covered in the training 2.Describe the steps in each of the tasks listed, including: When is the task performed (what triggers the activity)? What steps are followed and decisions made while performing the task? How do you know when you’re done? 6

Copyright 2010, The World Bank Group. All Rights Reserved. Purpose of Task Analysis Visualize competent performance Don’t include instructions, just describe the task What does someone need to do to complete this task successfully? Identify any necessary skills for the task 7

Copyright 2010, The World Bank Group. All Rights Reserved. Task Analysis Example Task: Take out the trash When initiated: Night before trash collection (*Monday night, but check schedule) *Monday night take a garbage bag from under kitchen sink. Empty all trash containers in house into garbage bag. If garbage bag becomes full, use a second bag. Place garbage bag(s) into plastic garbage bin in front of house on sidewalk. Check house trash containers for any missed garbage. 8

Copyright 2010, The World Bank Group. All Rights Reserved. Task Analysis Exercise Task 1: Making a cup of tea for a guest Task 2: Log onto a classroom computer and check (with an existing yahoo or hotmail account) Task 3: Make sure that the classroom stapler is always full. 9

Copyright 2010, The World Bank Group. All Rights Reserved. Analysis of Audience Characteristics of students help us determine where to begin our training Think of training in terms of the following equation: What students need to know and be able to do - What they already know and are able to do = Training (instruction manual) 10

Copyright 2010, The World Bank Group. All Rights Reserved. How to do Audience Analysis Answer a series of questions about your potential students to compile a profile of trainees: –Interests, perceptions and biases and their reason for participating in the training –Demographic characteristics: sex, age, religion, ethnicity, marital status, socioeconomic status, etc. –Previous training, education level, language, reading level –Relevant skills they already possess –Training facility conditions 11

Copyright 2010, The World Bank Group. All Rights Reserved. Purpose of Audience Analysis Helps determine the important characteristics of an audience in order to choose the best style, format, terminology and language when writing or speaking. Allows writers to understand the identity, personality and characteristics brought to a training by the specific type of audience that may require changes in presentation of materials. 12

Copyright 2010, The World Bank Group. All Rights Reserved. Analysis of Performance Purpose: To make sure that the training program teaches people only what they don’t already know. Identify gaps between what people are doing and what they should be doing Determine whether gaps are due to lack of skill or some other reason Suggest solution(s) that reduce or eliminate the gaps 13

Copyright 2010, The World Bank Group. All Rights Reserved. Performance Analysis When to do this: When training experienced interviewers or staff What do you need to do this: Knowledge about what the students are doing now Knowledge about what they should be doing 14

Copyright 2010, The World Bank Group. All Rights Reserved. How to do Performance Analysis 1.Describe in detail what it is the students are currently doing that is a problem 2.Describe in detail what the students SHOULD be doing 3.Determine the cost of the discrepancy a.If the cost is small – do nothing, as long as sponsor agrees 15

Copyright 2010, The World Bank Group. All Rights Reserved. Performance Analysis – High Cost If the cost is significant – determine whether students know what to do if their lives depended on it i.If they could do the task, then find out why they aren’t doing it: ii.If they couldn’t do it, then consider most cost effective way to get them able to accomplish the task 16

Copyright 2010, The World Bank Group. All Rights Reserved. Training Objectives Objectives are what you want someone to learn or be able to do as a result of your training. Objectives come from the task or performance analysis. 17

Copyright 2010, The World Bank Group. All Rights Reserved. Training Objective Example An interviewer should give 2 reasons for the survey without looking at their manual. Conditions: when asked by the respondent and without looking at the manual Performance: give reasons from memory Criteria: must be able to give at least 2 reasons 18

Copyright 2010, The World Bank Group. All Rights Reserved. How to do Training Objectives 1.Look at the list of steps and skills necessary to complete each task listed and write an objective for each task. 2.Write each objective so that the conditions, performance, and criteria are specified. 3.The objective should describe a measurable behavior. 19

Copyright 2010, The World Bank Group. All Rights Reserved. Purpose of Training Objectives Ensures that the training is focused and can help to reduce costs by excluding extraneous content Allows you to determine whether the training has given students the skills and knowledge necessary to do their jobs 20