Developing and Implementing Effective Training for Volunteers

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Designing and Implementing Effective Training Materials for Volunteers

description

An introduction to the methods and manners of Technical Writing. How to design and implement new training materials.

Transcript of Developing and Implementing Effective Training for Volunteers

Page 1: Developing and Implementing Effective Training for Volunteers

Designing and Implementing Effective Training

Materials for Volunteers

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When you see these symbols:

Main ideas

FYI (you may need this later)

Cool Idea

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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

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The Importance of Effective Training Materials

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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?

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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)

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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”?

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Where do I begin?

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Where do I begin?

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

Be Proactive

Begin with the End in Mind

Put First Things First

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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 : Methods, Media, Materials Research current materials used for training

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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: Continual Process Improvement is anadded benefit – who knows better than you?

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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

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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?

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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?

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Where do I begin?

Methods – Technical Approach

ASSURE

Analyze Learners

State Objectives

Select Media, Methods, and Materials

Utilize media and materials

Require Participation

Evaluate and Revise

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Methods – Technical Approach

ADDIEA= 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?

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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

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Where do I begin?

Media – Written Materials Guide Manual Job Aids Pamphlet Flow chart Other examples of written materials

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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?

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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

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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

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Where do I begin?

Materials – What type of written materials

are they?

Guides Binding

Manuals Binders

Handbooks Packets/Folders

Job Aids Sleeves

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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

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How do I design the written materials to train someone

effectively?

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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

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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!

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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

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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

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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

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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!

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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

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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

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How do I implement the materials?

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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!

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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

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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

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

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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!

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Hands On: Designing the PERFECT Job Aid

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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