IMPACTED EMPLOYEE TRAINING & ENABLEMENT
for Organizational Change Management & Project Management Teams
Training & Enablement Plan – Everything You Need for Change & Project Management
This guide provides you with a step-by-step overview, as well as everything you need to know for implementing an effective employee training program, as part of a project, program or business change.
Included below are best employee training plan practices and strategies, as well as links to a training implementation tool for you to assess and gather your training requirements and Trainee information. This guide also references templates that you can use to implement and track all aspects of your staff and impacted employee training programs.
Who is This Guide Designed for?
This employee training and enablement guide is designed for Organizational Change Management Leads, Program Managers, HR staff members, Project Leads, and all other change practitioners that need to train impacted target audience to transition them from their current state to a future state.
Which Employees Should be Added to Your List of Trainees’ Spreadsheet?
Impacted employees include any employee (front line managers, staff, individual contributors, leadership, etc.) who will be impacted by a business, technology, or operational change, and who need to be enabled and trained.
These impacted employees should all be added to your list of Trainees (more on this below). Trainees can be employees across a wide range of departments including Sales, Finance, Operations, Manufacturing, Engineering, Development, Sales Operations, Marketing, Administration, Legal, HR, Compliance, Accounting, Audit, Design, and all other groups.
Employee Training and Development Process
The list below provides you with an end-to-end review of the training planning, development, implementation, and tracking processes for delivering training activities for employees that are impacted by a change.
Click any of the links below to be taken to the section of this training plan that is of interest, or keep scrolling down.
- Analysis for Developing Your Training Plan
- Designing the Employee Training Program
- Developing the Employee Training
- Implementing a Pilot Training
- Delivering the Main Training Program
- Tracking & Measuring Employee Training & Enablement Successes
- Training Plan Methodologies
Don’t hesitate to message Airiodion Global Services if you have any questions or input about this training plan implementation and management guide.
Analysis for Developing Your Training Plan
The first step for developing and implementing your training program is to assess your training objectives, including the Who, Why, What, When, and How.
- Who needs to be trained (Trainees)
- Why do they need to be trained (Impacts)
- What do they need to know (Training Topics)
- When do they need to be trained (Training Timelines)
- How do they need to be trained (Training Delivery Props/Channels)
If you have an existing list of potential Trainees, that’s great. In addition, you can follow the training audience identification steps below to identify more Trainees and stakeholders that should be added to your list of Trainees.
(A) Perform a business change impact assessment to identify the groups that will be impacted by the business change, technology integration, business process re-engineering or any type of change.
Your assessment should include process, tool, system, job role, and culture changes. Part of your change assessment should involve documenting what impacted employees need to know.
See the screenshot below that presents a sample change impact assessment template and that shows a column for capturing what impacted employees need to be trained on. This information will be used for developing the needed training courses for employees.
(B) Perform a comprehensive stakeholder assessment to identify key managers and leaders that will be impacted by the change, or who will be needed to support the program in order for the program to be successful.
As part of your training plan and strategy, you should assess these stakeholders to determine what they need to be educated on, and which of these stakeholders need to be added to your training target audience for training and enablement.
(C) Conduct an organizational readiness analysis to assess how ready and prepared each impacted group/organization is for Go-Live. This will allow you to determine the knowledge gaps. The knowledge gap is the difference between what Trainees currently know and what they need to know in the future as part of the project. This information will be leveraged for developing your employee training and development programs.
Gathering the various information from your training assessments will be an ongoing process. As you progress with your training information and requirements gathering, you can enter the gathered information into a training plan implementation and management spreadsheet, software, tool or platform.
In addition, you can also obtain a top Training Implementation, Tracking and Management Tool and Template from AGS that you can use for any kind of project, and employee training plans.
Template for entering and analyzing training plan delivery & training topics for employees
During the training program requirements assessment phase is when you will conduct a current skills vs required skills assessment across your employee training audience groups to determine how much training and coaching will need to be provided. Whenever you have a wide gap between existing knowledge and required knowledge, you’ll need to develop and deliver a more extensive staff training and development.
In implementing your training plan and strategies, you should also assess and determine who will deliver each training topic. In addition, you should also determine the training delivery platform/tool, as well as the anticipated employee development training dates.
Below is an example of an employee training plan template that includes a column for training topics for employees, as well as columns for potential delivery platforms, and training delivery owners.
Training Methods for Employees: Training Plan Template Matrix
Below are possible training delivery channels that you should consider for your employee training planning and training program implementation.
Training and development process – delivery platforms
List of delivery channels for staff training :
- Instructor-led training (in-person)
- Instructor-led training (virtual or via video)
- Recorded or video instructor-led training
- Online resources
- New job aids and procedures
- Computer-based training
- e-learning focused training
- 1-on-1 coaching
- Group mentoring
- Train-the-trainer sessions
As mentioned above, to increase the effectiveness of your employee training plan implementation, you should document your training analysis output in a spreadsheet or template.
You can create this training template, enablement matrix or database from scratch by yourself, or obtain one from Airiodion Global Service (AGS). AGS’ training template is included as part of an offered training management tool for managing all aspects of your impacted audience training. Click below to learn more.
Designing an Effective Employee Training & Enablement Program
After completing your training assessments, and determining impacted employee development needs, the next phase is to draft outlines of your training material and curriculum.
Part of this will involve an iterative process for designing the training storyboard, content, props, prototype, program, and overall training implementation strategy.
An iterative process involves: design->socialize->integrate feedback->update design.
Best guides on training methods for employees show that you should engage with the program team including Business Analysts, Program Managers, and other resources to develop your project training designs.
During this employee learning design phase, you will also need to design the user interface and user experience, but only if your training delivery includes web-based or online training delivery.
Make sure to design the training prototype platform with the end-user in mind. Optimized user experience is a key factor in the success of a training program. Make sure your training props are visually appealing with lots of graphics, images, and other visual media.
Note: Not every training program will involve the design phase or technical delivery tools.
During the training design phase, you should also design the prototypes for both the pilot training implementation and the general population training implementation (more on these below).
Designing training prototypes will include creating course curriculum and end-to-end testing and training scripts (business & technology process flow/user stories), learning outcomes, methods of delivery, props (documents, tools, software, learning application or website), procedures, etc.
Developing Your Impacted Employee Learning & Training Program
The next phase in your project training and employee enablement plan involves the actual development of the training designs that you created during the phase discussed above.
During this employee training development phase, you can develop (or seek internal/external resources to help develop) the training prototype, training materials, props, learning interactions, and overall training program that will be used for delivering employee learning.
Depending on which resources are dedicated to your project, you can work with Business Analysts, IT Developers, Testers, Program Managers, HR Training staff, project resources, and other stakeholders to develop and test/evaluate the training content, materials (for example: PowerPoint decks and Microsoft Word instructional manuals), as well as graphics, images, audio, and video.
Part of the training implementation process will involve developing and testing the prototypes for both the Pilot training and the general training. Developing the training prototypes will involve creating course curriculum, end-to-end training scripts, business & technology process flows or user stories, learning outcomes, method of delivery, training props (for examples, documents, tools, software, learning application or website training page), and updated business process procedures.
The employee training program development processes outlined above are normally done using an iterative approach, where the completed tasks are presented to key stakeholders, reviewed, feedback is provided, feedback is integrated, additional revisions are made, more testing is done, and additional review is made until all key stakeholders are satisfied with the finalized training development plans.
Implementing a Pilot Training Program
Where possible, a training plan implementation pilot should be conducted before the general training program is rolled out across to the broader training population.
When training employees, using a training pilot strategy is a best practice that allows you to test out your training program, and get direct feedback from a selected number of Trainees and employees.
The target training audience for the Pilot should be people that are not part of the program and who were not involved in the staff training planning, training design, development, and testing. Why? Because you want “fresh eyes” and a fresh perspective. You want people that are seeing the training for the first time, and who can provide a fresh perspective from a UX (user experience) perspective.
During the training pilot phase, you want to engage closely with trainers, facilitators, SMEs, and instructors to ensure that they are preparing to implement the general training program, and are aware of the lessons learned from the Pilot.
Delivering the Main Training Program for Change Adoption
After your Pilot implementation (if you choose to use a Pilot strategy), the next phase, after integrating any lessons learned from your Pilot is to roll out the general training program to the broader training audience groups.
When scheduling your training sessions for employees, it is recommended that you schedule them at least 4 weeks in advance of the training delivery dates, and then two weeks later send out a reminder, and then another reminder one week before the training.
In some cases, you might also want to send a “Training is Tomorrow – Will You be Able to Attend” email the day before your employee training session, especially if you are training sales employees. Sales employees have a known habit of not wanting to show up to training.
Also, you should contact Trainee managers with a heads-up communication, and provide them with a reminder of the training program timing and venue for their employees. In your training communications to managers, you can also include the training topics for employees’ development.
When gathering details on your Trainees, you should gather the managers’ information as well. Below is an example of a training development template that includes columns for inputting information about managers.
Sample Training Template Matrix with Trainee Managers’ Details
You’ll want to gather and document each Trainee manager’s First Name, Last Name, Title, and Email Address.
When developing a training program for employees, gathering managers’ information is important as you’ll need to engage with these managers to provide regular status updates on their direct report’s training, as well as to communicate the benefits of the training. Most importantly, you might need to follow up with them, especially if their employees are not showing up to the employee training and development sessions.
Training Evaluation (Final Phase of the Training Program)
During and after implementing your training sessions for employees, you will need to:
- Determine the training success KPIs and metrics
- Measure the effectiveness of the training program
- Measure change adoption and enablement of the new skills and knowledge
- Follow-up with trained employees, and provide additional training as needed
Click here to read more: Tracking Change Adoption, Enablement, and Employee Development Programs.
Employee Learning and Development Methodologies
There is a wide range of best employee training programs and methodologies that can be applied to developing and implementing a staff training plan.
The best training methodology that I’ve identified is the ADDIE Training framework.
As a Senior Organizational Change Management Lead with extensive experience working with large organizations on complex, enterprise-wide transformations, I often leverage ADDIE for training and development activities for employees. This is because of ADDIE’s simplicity, comprehensiveness, and easy to understand the structure, shown below.
Here is a summarized view of the original five steps that are part of the ADDIE training model. I added a 6th step (“Pilot / UAT”) based on my experience in implementing best training practices.
The original ADDIE training model was developed for the U.S. Military in the 1970s and has now become the industry standard for developing and rolling out effective employee and leadership training programs across different industries and sectors.
ADDIE is an acronym for Analysis, Design, Development, Implementation, and Evaluation, which are five key phases for analyzing training program needs, identifying training audience groups, developing instructional curriculum, building training materials, and implementing training.
Conclusion – Employee Development and Training Programs
Planning, designing, developing, and executing an effective training strategy, plan and program is one of the most vital deliverables you need to implement to identify the right training topics for employee development and to ensure that your target audience is provided with the specific skills and behaviors needed to succeed in their new roles or in a future state.
A new role might involve a new employee joining the organization, or it might involve new roles that existing employees have to take on as part of a change to the company’s business processes, technology, systems, organizational restructuring or for any other reason.
Training might also involve educating external parties (for example, your firm’s customers, suppliers, vendors, distributors, consulting partners, etc.) on new business processes, new sales programs, re-engineered ways of conducting transactions, how to use new processes for an account they have with the company, overview of new products that the company has developed, or educating them on new ways of doing business with the company.
Irrespective of whether you need to train new employees, existing employees, mid-level management, senior leaders, or external parties, the training strategy that you use will often remain the same. What changes will be your training plan, which needs to be customized for each targeted training audience?
The process for developing and implementing your training strategy and plan is outlined above. In addition, we’ve also referenced various training templates, samples, and a step-by-step training approach to help increase the success of your training plan implementation.
Best of luck in your customer or employee training and development programs.
Author: Ogbe Airiodion (Senior Change Management Leader and Founder of AGS).
Note: Content on Airiodion Global Services (AGS)'s Airiodion.com website is copyrighted. If you have questions, comments, or tips about this Airiodion Global Services content, please contact Airiodion Global Services today.
External sources: https://www.pexels.com/photo/woman-wearing-gray-blazer-writing-on-dry-erase-board-1181534/, https://pixabay.com/photos/ux-prototyping-design-webdesign-788002/, https://pixabay.com/photos/adult-city-employee-furniture-2178440/