Designing and Implementing Effective Training Materials for Volunteers

When you see these symbols: Main ideas FYI (you may need this later) Cool Idea

Main ideas

FYI (you may need this later)

Cool Idea

Overview The importance of effective training materials Where do I begin? How do I design the written materials to train someone effectively? How do I implement the training materials? Once the materials are created and the training completed, am I done? Hands-on: Designing the perfect job aid

The importance of effective training materials

Where do I begin?

How do I design the written materials to train someone effectively?

How do I implement the training materials?

Once the materials are created and the training completed, am I done?

Hands-on: Designing the perfect job aid

The Importance of Effective Training Materials

The importance of effective volunteer training materials Have you ever had a negative volunteering experience? Could this have been solved with better training materials? Could this have been solved with better training?

Have you ever had a negative volunteering experience?

Could this have been solved with better training materials?

Could this have been solved with better training?

One Department’s Volunteer Experience Learning from the Eugene Police Department Volunteer program needed evaluation Initially volunteer opportunities were limited Once opportunities expanded, people responded Quality training became crucial to the department. Training sessions consist of: Orientation Overview of the organizational chart Handbook review (31 pages of material) OJT training (including field training & academy training)

Learning from the Eugene Police Department

Volunteer program needed evaluation

Initially volunteer opportunities were limited

Once opportunities expanded, people responded

Quality training became crucial to the department.

Training sessions consist of:

Orientation

Overview of the organizational chart

Handbook review (31 pages of material)

OJT training (including field training & academy training)

A clearly written, accurate guide to volunteer job duties & expectations Including policies and procedures, forms & agreements and reference materials Comprehensive training Monitored O.J.T. (on the job training) Follow up checks for quality assurance What do you mean by “effective volunteer training materials”?

A clearly written, accurate guide to volunteer job duties & expectations

Including policies and procedures, forms & agreements and reference materials

Comprehensive training

Monitored O.J.T. (on the job training)

Follow up checks for quality assurance

Where do I begin?

Where do I begin? The 1 st three principles from the 7 Habits of Highly Effective People apply here! Be Proactive Begin with the End in Mind Put First Things First

The 1 st three principles from the 7 Habits of Highly Effective People apply here!

Be Proactive

Begin with the End in Mind

Put First Things First

Where do I begin? What does your volunteer need to know? Have you done their job? If not, do it yourself! Assess the tasks and take notes about the process Define the outcome – what do you want to achieve? Select the 3 M’s : M ethods, M edia, M aterials Research current materials used for training

What does your volunteer need to know?

Have you done their job? If not, do it yourself!

Assess the tasks and take notes about the process

Define the outcome – what do you want to achieve?

Select the 3 M’s : M ethods, M edia, M aterials

Research current materials used for training

Where do I begin? Doing the job yourself & assessing tasks Clear your mind, walk through the process slowly and carefully, taking detailed notes DO remember to jot down your concerns DON’T forget to write down a step! Do the job using your notes Did you remember EVERYTHING? Chances are, you will need to do this several times. Repeat the process with every re-write of the original notes. CPI: C ontinual P rocess I mprovement is an added benefit – who knows better than you?

Doing the job yourself & assessing tasks

Clear your mind, walk through the process slowly and carefully, taking detailed notes

DO remember to jot down your concerns

DON’T forget to write down a step!

Do the job using your notes

Did you remember EVERYTHING? Chances are, you will need to do this several times. Repeat the process with every re-write of the original notes.

CPI: C ontinual P rocess I mprovement is an

added benefit – who knows better than you?

Where do I begin? What do I want to achieve? Knowledgeable volunteers Simpler training process More time for self Less work for others Satisfied workers & recipients Better work flow Clearly defined goals for volunteering Written policies, procedures & expectations

What do I want to achieve?

Knowledgeable volunteers

Simpler training process

More time for self

Less work for others

Satisfied workers & recipients

Better work flow

Clearly defined goals for volunteering

Written policies, procedures & expectations

Where do I begin? The 3 M’s Methods Style guide Technical approach (ASSURE, ADDIE) Casual approach Media Written materials DVD/Video recordings Materials How will they be produced? What type of materials will they be? What will they cost?

The 3 M’s

Methods

Style guide

Technical approach (ASSURE, ADDIE)

Casual approach

Media

Written materials

DVD/Video recordings

Materials

How will they be produced?

What type of materials will they be?

What will they cost?

Methods – Style Guide What is a Style Guide Why is a Style Guide useful? Standard way of writing materials Answers questions before they are asked Helps all members of an organization keep things uniform How do I create a Style Guide? Use other people’s guides as templates Use other manuals as examples Where do I begin?

Methods – Style Guide

What is a Style Guide

Why is a Style Guide useful?

Standard way of writing materials

Answers questions before they are asked

Helps all members of an organization keep things uniform

How do I create a Style Guide?

Use other people’s guides as templates

Use other manuals as examples

Where do I begin? Methods – Technical Approach ASSURE A nalyze Learners S tate Objectives S elect Media, Methods, and Materials U tilize media and materials R equire Participation E valuate and Revise

Methods – Technical Approach

ASSURE

A nalyze Learners

S tate Objectives

S elect Media, Methods, and Materials

U tilize media and materials

R equire Participation

E valuate and Revise

Methods – Technical Approach ADDIE A = analyze - Identify a performance deficiency (training = intervention) D = design - Writing performance objectives sequencing content, selecting instructional methods D = development - Creation of instructional materials I = implementation - Installation and maintenance E = evaluation - Validating and summative evaluation) Where do I begin?

Methods – Technical Approach

ADDIE

A = analyze - Identify a performance deficiency

(training = intervention)

D = design - Writing performance objectives

sequencing content, selecting instructional methods

D = development - Creation of instructional materials

I = implementation - Installation and maintenance

E = evaluation - Validating and summative evaluation)

Where do I begin? Methods – Casual Approach Nothing wrong with “casual” Generally less work involved in creating materials Has few defined parameters to track Anyone can write it, add to it, edit it

Methods – Casual Approach

Nothing wrong with “casual”

Generally less work involved in creating materials

Has few defined parameters to track

Anyone can write it, add to it, edit it

Where do I begin? Media – Written Materials Guide Manual Job Aids Pamphlet Flow chart Other examples of written materials

Media – Written Materials

Guide

Manual

Job Aids

Pamphlet

Flow chart

Other examples of written materials

Where do I begin? Media – DVD/Video Recordings DVDs and Videos are portable and show step-by-step training processes for volunteers Remember to use mainstream media Use volunteers as actors! Always use a script (you can use your jobs aids/handbook/manual as a script outline!) Offer e-learning opportunities by presenting streaming media on the web How do I create and upload videos ONLINE at virtually no cost to my organization?

Media – DVD/Video Recordings

DVDs and Videos are portable and show step-by-step training processes for volunteers

Remember to use mainstream media

Use volunteers as actors!

Always use a script (you can use your jobs aids/handbook/manual as a script outline!)

Offer e-learning opportunities by presenting streaming media on the web

How do I create and upload videos ONLINE at virtually no cost to my organization?

Where do I begin? Media – DVD/Video Recordings WELCOME TO YouTube! How do I make a video? You’ll need a way to capture digital movies Camcorder Digital Camera Web cam How do I get my Video on YouTube? Quick Capture A way to record directly to YouTube Find more information in the YouTube Help Center Great example: Dickinson College Volunteer Training

Media – DVD/Video Recordings

WELCOME TO YouTube!

How do I make a video?

You’ll need a way to capture digital movies

Camcorder

Digital Camera

Web cam

How do I get my Video on YouTube?

Quick Capture

A way to record directly to YouTube

Find more information in the YouTube Help Center

Great example: Dickinson College Volunteer Training

Where do I begin? Materials – How will they be produced? Guides/Handbooks/Manuals/Job Aids Binding vs. Binder Packets Folders Sleeves DVD or Video Media Direct to website Offer actual DVD or Tape

Materials – How will they be produced?

Guides/Handbooks/Manuals/Job Aids

Binding vs. Binder

Packets

Folders

Sleeves

DVD or Video Media

Direct to website

Offer actual DVD or Tape

Where do I begin? Materials – What type of written materials are they? Guides Binding Manuals Binders Handbooks Packets/Folders Job Aids Sleeves

Materials – What type of written materials

are they?

Guides Binding

Manuals Binders

Handbooks Packets/Folders

Job Aids Sleeves

Where do I begin? Materials – What will the cost be? Binding Machines Investment, one-time cost + bindings Volunteers can be trained to use these Materials look professionally designed Copy centers Ask for discounts! Office Supply Stores Discounts for bulk quantities

Materials – What will the cost be?

Binding Machines

Investment, one-time cost + bindings

Volunteers can be trained to use these

Materials look professionally designed

Copy centers

Ask for discounts!

Office Supply Stores

Discounts for bulk quantities

How do I design the written materials to train someone effectively?

How do I design the written materials to train someone effectively? Finalize your Style Guide Evaluate your current materials Outline any new materials to be written Rough draft your new documentation Send out final drafts with SME Sign-Off Print your material and compile based on the size/shape of the documentation Review and evaluate your materials periodically

Finalize your Style Guide

Evaluate your current materials

Outline any new materials to be written

Rough draft your new documentation

Send out final drafts with SME Sign-Off

Print your material and compile based on the size/shape of the documentation

Review and evaluate your materials periodically

How do I design the written materials to train someone effectively? Finalizing your Style Guide What will your materials look like in general? Have you addressed all abbreviations and acronyms? Have you decided what your “Design Basics” will be? Standard practices Layout Statements/Missions/Disclaimers text Don’t forget your Document Review & Sign Off checklists!

Finalizing your Style Guide

What will your materials look like in general?

Have you addressed all abbreviations and acronyms?

Have you decided what your “Design Basics” will be?

Standard practices

Layout

Statements/Missions/Disclaimers text

Don’t forget your Document Review & Sign Off checklists!

How do I design the written materials to train someone effectively? Evaluate your current materials Do training materials currently exist? Yes – if yes, review materials for correctness Are they correct? If so, you may just need to reorganize the material to reflect your Style Guide. If they are incorrect, you will need to update with the correct information and go through checklist and sign off process No – If no, prepare to write out processes in detail and create an outline for your materials

Evaluate your current materials

Do training materials currently exist?

Yes – if yes, review materials for correctness

Are they correct? If so, you may just need to reorganize the material to reflect your Style Guide.

If they are incorrect, you will need to update with the correct information and go through checklist and sign off process

No – If no, prepare to write out processes in detail and create an outline for your materials

How do I design the written materials to train someone effectively? Outline any new materials to be written Outlines can be extremely valuable and revealing Consider a Split-Page design to outline Half page of outline, half page for notes to update your outline The more detailed the outline, the easier your materials will be to write The trick to creating a great outline is DETAIL – not DESCRIPTIONS

Outline any new materials to be written

Outlines can be extremely valuable and revealing

Consider a Split-Page design to outline

Half page of outline, half page for notes to update your outline

The more detailed the outline, the easier your materials will be to write

The trick to creating a great outline is DETAIL – not DESCRIPTIONS

How do I design the written materials to train someone effectively? Rough draft your new documentation Once you have your detailed outline, you can begin to add your descriptions and content Do not fear if your materials initially lack cohesiveness, now is the time to get the data down on paper Once you have completed your draft, read through and check for organization of your ideas, clarity of statements, correct grammar usage and correct punctuation

Rough draft your new documentation

Once you have your detailed outline, you can begin to add your descriptions and content

Do not fear if your materials initially lack cohesiveness, now is the time to get the data down on paper

Once you have completed your draft, read through and check for organization of your ideas, clarity of statements, correct grammar usage and correct punctuation

How do I design the written materials to train someone effectively? Send out final draft with Final Checklist and SME Sign-Off attached What is a SME? Give clear guidelines about due dates for return Edits Expect edits from SMEs Edit for CONTENT ONLY, no reason to rewrite sentences unless others really believe they are misleading Remember: Everyone has a different writing style Try to remain detached from your work – don’t take the edits personally!

Send out final draft with Final Checklist and SME Sign-Off attached

What is a SME?

Give clear guidelines about due dates for return

Edits

Expect edits from SMEs

Edit for CONTENT ONLY, no reason to rewrite sentences unless others really believe they are misleading

Remember: Everyone has a different writing style

Try to remain detached from your work – don’t take the edits personally!

How do I design the written materials to train someone effectively? Print your material and compile based on the size/shape of the documentation Ask yourself “Is this a guide, a manual, a job aid” and compile based on the answer Why ask that question first? For manuals in binders, you may want to print and copy on three-hole-punched paper For some Guides and Job Aids you might want to copy double-sided You may need to make changes to your materials at the last minute depending on edits from SMEs

Print your material and compile based on the size/shape of the documentation

Ask yourself “Is this a guide, a manual, a job aid” and compile based on the answer

Why ask that question first?

For manuals in binders, you may want to print and copy on three-hole-punched paper

For some Guides and Job Aids you might want to copy double-sided

You may need to make changes to your materials at the last minute depending on edits from SMEs

How do I design the written materials to train someone effectively? Review and evaluate your materials periodically One of the most important steps of ADDIE This insures that outdated information is removed from your material on a regular basis Corrections (missed steps, changes in processes) are caught and updated in this step Effectiveness is obtained through evaluation If it IS broken, it needs to be fixed If it doesn’t make sense, explain it better

Review and evaluate your materials periodically

One of the most important steps of ADDIE

This insures that outdated information is removed from your material on a regular basis

Corrections (missed steps, changes in processes) are caught and updated in this step

Effectiveness is obtained through evaluation

If it IS broken, it needs to be fixed

If it doesn’t make sense, explain it better

How do I implement the materials?

How do I implement the materials? Easy does it Don’t break the bank or stress yourself out! Consider implementing the new material when old material is outdated & needs changing Start small – Job Aids! First things first Implement most often-used materials first if possible Quality vs. Quantity Make sure your information is correct, complete, revised, reviewed and READY!

Easy does it

Don’t break the bank or stress yourself out!

Consider implementing the new material when old material is outdated & needs changing

Start small – Job Aids!

First things first

Implement most often-used materials first if possible

Quality vs. Quantity

Make sure your information is correct, complete, revised, reviewed and READY!

How do I implement the materials? Training sessions Invite newcomers and “oldies” to attend the same training session (or sessions) together Replace all old materials This is INVALUABLE. May take time, bad materials hide in all sorts of nooks and crannies! Mail out packets or job aids to current volunteers

Training sessions

Invite newcomers and “oldies” to attend the same training session (or sessions) together

Replace all old materials

This is INVALUABLE.

May take time, bad materials hide in all sorts of nooks and crannies!

Mail out packets or job aids to current volunteers

How do I implement the materials? VERBAL SURVEY Ask newcomers how this experience and these materials compare to previous volunteer experiences Ask “oldies” if they like the new materials and/or changes that you have made If yes, ask why If no, ask why not and what they would change

VERBAL SURVEY

Ask newcomers how this experience and these materials compare to previous volunteer experiences

Ask “oldies” if they like the new materials and/or changes that you have made

If yes, ask why

If no, ask why not and what they would change

Once the materials are created and the training completed, am I done?

Once the materials are created, am I done? NO! NO! NO! Remember: ADDIE model A Analyze D Design D Develop I Implement E Evaluate and Revise Consider written surveys!

NO! NO! NO!

Remember: ADDIE model

A Analyze

D Design

D Develop

I Implement

E Evaluate and Revise

Consider written surveys!

Hands On: Designing the PERFECT Job Aid

Designing the PERFECT Job Aid No longer than 1 page, both sides Must contain all main ideas of job duties and answer general questions that would likely arise during the job Must adhere to the best practices discussed in this session

No longer than 1 page, both sides

Must contain all main ideas of job duties and answer general questions that would likely arise during the job

Must adhere to the best practices discussed in this session