Train the Trainer awareness session for employees

Training

1. Training objectives To train all in house trainers, on following topics: Part I - Meaning and importance of competencies Part II - Purpose of a training Part III - Systematic training model/process Part IV - Presentation Skills Part V - Factors that leads to a poor training So that T hey can impart the trainings in a effective and efficient manner. T he people they train will not only enjoy their training but go away with the knowledge they need.

2. Purpose of a training

3. W e li v e in a rapidly changing world – Technology, customer needs, legislations, lifestyles etc. are few. this, f or also required good k e e p on Be c ause of c omp e t e n c i es performance changing. So training helps to bridge the gap between existing and desired competencies. Purpose of a training

4. T r aining? Training helps to bridge the gap Existing Skills Knowledge Attitudes Required Skills K n o w l edge Attitudes

5. Why We Need Training To bring change in Skills change in procedures change in process change in organizational structure To update knowledge ... technology ... process ... organization To strengthen decision making To bring change in Attitude Behavior Ethics / values

6. Why We Need Training 5) To meet organizational Goals Overall purpose Long term vision Company ethics / values Objectives and targets Organizational changes

7. The Trainer Looks for opportunities Takes training seriously Shares the responsibility Gets others involved

8. Why Train the Trainers Create internal resources to meet need

9. Why Train the Trainers Myth Any person with subject knowledge can do training During training you just need to speak Fact A person may have good subject knowledge but he/she may not be able to take training Training is a planned activity designed for a specific objective Myth Buster

10. Training Methods Effectiveness of information retained is related to training methods used. Training Method % Retained Reading Hearing Seeing Seeing & Hearing Talking & Writing + Doing 11  10% 9 0% 7 0% 5 0% 3 0% 2 0%

11. Teaching or Training Teaching Giving Knowledge Theoretical Passive Participation Watch Me Try it Yourself Training Sharing Knowledge Real-life or Practical Active Participation Lets do it together Try and improve it further Difference

12. What is our purpose in the organization? so m e - To perform assigned job/work. And t o p e r f or m assi g ne d job , w e sh o ul d h a v e competencies that are required to perform that job. Competence (or competency ) is the ability of an individual to do a job properly.

13. Competence Skill Knowledge Aptitude Attitude

14. “Skill is used to denote expertise developed in the course of training and experience .” Skill is acquired and therefore has to be learned. For example skilled labour has expertise in their domain of w or k i . e . a mason, c a rp e nt e r , bl a ck sm i th; elect r ici a n e t c knows how to fix a problem because of his vast experience and training. S kill

15. “Knowledge is a set of facts and principles needed to address problems and issues in particular job” It is the theoretical and practical understanding of a subject. So a skilled worker may have very good expertise (Practical Skill) in his job but may not have theoretical understanding in detail. K nowledge

16. Abilities are things that you are naturally good at , you may get better at it with practice. Some people tend to be good at math; other people tend to be very artistic and creative. Chances of success multiplies when we chose a field of our aptitude. A bilities/ A p titude

17. T ry t o fi n d y o u r “f l o w ” or P a s sio n , ch a nce s of s u c cess multiplies when you peruse your passion. Throughout history, people had little need to know their strengths. A person was born into a position and a line of work: the peasant's son would also be a peasant; the artisan's daughter, an artisan's wife, and so on. But now people have choices. We need to know our strengths in order to know where we belong.

18. An attitude can be defined as a positive or negative evaluation of people, objects, event, activities, ideas, or just about anything in your environment. So it is a way of thinking or behaving. “You can complain because roses have thorns, or you can rejoice because thorns have roses”. A t titude

19. Two seeds lay side by side in the fertile soil. The first seed said, "I want to grow! I want to send my roots deep into the soil beneath me, and thrust my sprouts through the earth's crust above me ... I want to unfurl my tender buds like banners to announce the arrival of spring ... I want to feel the warmth of the sun on my face and the blessing of the morning dew on my petals!“ And so she grew...

20. The second seed said, "Hmmmm. If I send my roots into the ground below, I don't know what I will encounter in the dark. If I push my way through the hard soil above me I may damage my delicate sprouts ... what if I let my buds open and a snail tries to eat them? And if I were to open my blossoms, a small child may pull me from the ground. No, it is much better for me to wait until it is safe." And so she waited...

21. A yard hen scratching around in the early spring ground for food found the waiting seed and promptly ate it.

22. Behavioral Ice berg model

23. We know that an iceberg has only 10 percent of its total mass above the water unde r w at e r . But th a t while 9 p e r c e n t o f i t is 90 percent is what the ocean currents act on and what creates the icebergs behavior at its tip. Ice berg

24. Our performance at work can be looked into same way. Tip of the ice berg is our observable behavior/performance which is an outcome of 90% of its which is under water. That 90% represents our competencies. Th a t m e ans ou r o b se r v able be h a vi o r/per f o r ma n ce is t he product of/outcome of our competencies.

25. O b se r v able Behavior Compe t en c ies Aptitudes Attitudes / Traits Skills Knowledge Behavioral Ice berg model

26. Importance of competencies

27. Recap of part I Our purpose in the organization is to perform our duties in best way. To perform our duties, we should have some competencies. Competencies are a combination of skill, knowledge, attitude and aptitude. Skill is developed with experience and training. Knowledge is the theoretical understanding of the subject, its principals and facts. Aptitude is innate abilities that one is naturally good at. Attitude is way of thinking or behaving . Persons observable behavior is a out come of his competencies. S o if p e r s o n h a v e g ood c o m p e t e n ci e s , hi s b e h a v ior o r his performance at work will also be good.

28. What is a systematic training model?

29. Training Process : ADDIE Model Analysis Determine goal, objective and need of training. Design Creating a road map for accomplishing the goals and objectives. Development Develop and create the elements laid out in design stage Implementation Deploying the training Evaluate Measuring whether the training works and goal have been achieved

30. Analysis Determine goal, objective and need of training. Observing and Listening Surveys Interviews Tests R evi e wing C ompa n y Records Customer Requirement Changes in Legislations/laws etc Training Process : A DDIE Model

31. Training Process : A D DIE Model Design Creating a road map for accomplishing the goals and objectives. Learning objectives Course outline - Develop and sequence major topics Assess available resources Method of Teaching – Lecture/On the job/Experience/Roll Playing etc. Learning/Teaching aids – Board/Laptop /OHP PowerPoint /Flip charts/TV & video (CD/DVDs)/ Pictures/Skill Practice/Games/Music Target group – Level/Size /Insiders/ outsiders/ Diversity. Venue – Size/Location/Comfort/Time etc.

32. Development Develop and create the elements laid out in design stage Create the presentation of the course content Performing table top review Improve the presentation. Run a pilot session/Practice it. Training Process : AD D IE Model

33. Implementation Deploying the training Launch the training Deliver materials to the trainees Conduct training accordingly Training Process : ADD I E Model

34. Evaluate Measuring whether the training works and goal have been achieved There are four standard levels of evaluation Trainee reactions to the training Trainee learning Trainee on-the-job behavioral changes Results of the training for the organization One can evaluate the training effectiveness by Observations/ Interviews/Tests /Parameters Any more? Training Process : ADDI E Model

35. Recap of part II and part III Purpose of any training is to bridge the gap between existing and desired competencies. A systematic training process shall be based on ADDIE Model. Analyze the training needs. Design your training as per need. Develop the training program/material as per design. Implement the training. Evaluate the training.

36. Presentation Skills - Preparing a good presentation - On Stage Presentation

37. For a trainer, having good presentation skills are very crucial. Presentation is a way of communicating the idea, knowledge or message that a trainer wants to deliver to participants.

38. Making a good presentation : The first thing to do is to organize your thoughts in a sequential manner so that all critical points are covered. Content, remember, is more important than style. Delivering the presentation : Communication A two way process of exchanging the ideas, information or transmitting of verbal and non verbal messages. Vital things for a good trainer Never confuse the word “Communication” with English speaking ability.

39. Making a good presentation

40. Making a Presentation Structure the contents using 5 W and 1 H (where, who, why, when, what and how). Organize the content accordingly. Use images and other visuals. Be careful with small, pixelated images! Ane c do t e / s t ories / e xper ien c es t o b e use d t o ma k e the presentation interesting. Use rule of 7X7 To make a slide stand out, change the font or background – Attention grabber

41. Make the Text Big Enough: Ensure readability! Choose a clean font that is easy to read Stick with one or two types of fonts Font size for Header should be between 32 to 44 Font size for text body content should be between 20 to 28 Use bullets or numbers for text body content Avoid Clutter: let some white space open! Use Videos or Audios: Be careful! It should not be too long, otherwise the audience will lose attention. Making a Presentation

42. Delivering the presentation

43. Ice breaker

44. Communication A two way process of exchanging the ideas, information or transmitting of verbal and non verbal messages.

45. Opening of a training session This is most important and crucial step for rapport building. This session can decide the fate of a training program itself. Trainer should clearly communicate about Objective of the training. Why this program is being conducted. How this program will benefit the participants/organization. He /She should brief about the outline of training program – topics, breaks, timing etc. In this way, participants will be more receptive to learning before they can actually start to learn.

46. Ice breakers An opening exercise such as an icebreaker is useful to start up a training session. As the name suggests, icebreakers are designed to “warm up” the session. Icebreakers are commonly presented as a game to "warm up" the group by helping the members to get to know each other. Ice breakers can be used at the Starting or at any time of the training program.

47. Ice breakers Examples of these kinds of facilitation exercises include: The Little Known Fact - Participants are asked to share their name, department or role in the organization, length of service, and one "little-known fact" about themselves. This "little-known fact" becomes a humanizing element for future interactions. Interviews - Participants are paired up and spend 5 minutes interviewing each other. The group reconvenes and the interviewer introduces the interviewee to the group. Any game.

48. Remember that…. Ice breakers are normally used : When group is diversified i.e. From different backgrounds, different companies, different professions, different locations etc. to make comfortable with each other. When they have to work as a team later on. T o evaluate the group i.e. quick assessment to gauge how much they know about the topic, their background, expertise, attitude etc. When you want to teach some practical learning.

49. Delivering the presentation (On stage presentation) Speaking : Any idea or message said in an inappropriate tone can lead to confusion and leave the audience unmoved. Body Language: Next, is your body language. People react more positively when an idea is delivered combined with good body language. Poor body language can convey mixed messages and turn off an audience

50. Delivering the presentation (On stage presentation) Your appearance should be neat and acceptable to create the best first impression. Start your presentation calmly without fear and with confidence. If you have stage fright, before starting your presentation, take a deep breath. Say It with Body Language - You may not realize it, but body language has a huge impact on your voice quality and the impression you make over the audience. Smile. Not only participants see it, but they hear it also.

51. Keep eye contact with them. Engage the audience in conversation and involve them. Keep revolving your eyes and observe audience reaction. Ensure that your contents relate to the audience; Give only what they can consume; Do not showcase your knowledge and expertise. Deliver your presentation systematically; do not read the PowerPoint presentation robotically . Delivering the presentation (On stage presentation)

52. Usage of anecdotes, stories, humor is important. Confine to the allotted time and do not exceed Handle your Q & A Session gracefully; If you do not know an answer, accept this and promise to provide separately. Get the honest feedback from your friends and from others for future improvement. Thank the audience. Delivering the presentation (On stage presentation)

53. Do’s Positive mental attitude  Dress appropriately  Be energetic and enthusiastic  Have fun  Be energetic  Avoid excessive slang  Speak up  Be yourself  Practice what you preach and teach  Watch your body language  57

54. Do’s Be the best ‘you’ that you can be  Be prepared & sensitive  Acknowledge learners  Use your sense of humor  Always ask for volunteers  Be respectful  Be accessible and approachable  Be responsive  Move freely around the class  Allow learners to lead  Be flexible  Maintain your schedule  58

55. Don’ts 59 Loose control Catch people unprepared Be afraid to say you do not know Call on someone who does not volunteer Avoid eye contact

56. Don’ts 60 Be too formal Be a know it all Be unprepared Talk down to learners Use profanity Be distracting

57. Fatal Mistakes Poor first impression No learning objectives Dull, dry and boring Frozen in one spot Weak eye contact Poor visual aids 61

58. Fatal Mistakes No humor Poor preparation Not involving participants No enthusiasm or conviction Poor facial expression Weak close and review of learning objectives 62

59. Answering Questions Repeat the question Answer now/later Redirect Discussion Don’t bluff You know You don’t know 63

60. Difficult Questions and Learners Argumentative individual Loaded questions Long-winded No good answer 64

61. Evaluation and Continuous Improvement Use participant evaluations to improve: - training materials - your future performance Continue to improve your knowledge of the subject Revise materials as necessary 65

62. Recap of part IV For a trainer, having good presentation skills are very crucial Presentation skills can be divided into two parts – Making a presentation and delivering a presentation On stage presentation is actually a process of communication where trainer exchange the ideas, thoughts, knowledge or messages with participants. Opening of a presentation matters a lot. Good on stage presentation is a combination of verbal (speaking) and non verbal (body language) messages. For future improvements, always take feedback.

63. Factors that leads to a poor training

64. Over confidence – making presentation without proper understanding of the audience and the theme – Not making adequate preparation. Mismatch/unclear of training requirements. Monotony - Reading the slides in the PowerPoint. Not connecting with the audience. Exceeding the time allotted. General factors

65. Size of the group Levels of knowledge / background Support / opposition Lighting, heating & ventilation Seating and equipment Disturbances & noise Situational Factors

66. Rattling keys or coins in your pocket The habitual and continuing use of “uhs” and “ahs” Sucking the teeth Ring twisting Lip licking Lip biting Pushing the bridge of your glasses Playing with a watch Guaranteed Distractions

67. Drumming your finger Bouncing a pencil on its eraser Blowing hair out of your eyes Popping the top of a magic marker Extending and retracting the pointer For females: Twirling hair and playing with jewelry Guaranteed Distractions

68. How to overcome this? Remember 6P - P rior P reparation P revents P retty P oor P erformance! Simulate at least once your presentation at home and imagine a virtual audience. Thereby you get a feeling of the presentation flow. Practice transition from slide to slide to make the presentation liquid.

69. R e c ap Competencies are very importance for good performance at any job. That means for a good performance at work, one should have skill, knowledge, ability/aptitude and attitude for the same. Because of changing scenario, competencies required are keep on changing. Training is used to bridge the gap between desired and actual competencies. For a good training we should adopt ADDIE model. Presentation skills are very important for a good trainer. O n s t a g e p r ese n t a tion is as impor t a n t as mak i n g a g ood presentation. A t r ainer s h o ul d al w a y s a v o i d s om e poi n ts th a t leads t o po o r training.

70. Movie Clips

71. We gain at work, at home & in the society At Work : Job becomes more interesting, meaningful and rewarding At Home : Family life becomes fuller, richer and happier Socially Li f e t a k es ne w di mensi o ns , o n e lo o k s f or n e w challenges With a good training

72. And you can make a difference

73. You can give your feedback at [email protected] Mob.: [phone]