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Training 101: Learn How to Train—Checklists and Samples

Course Title:

Trainer: # of Participants:


Date: Time:


Name Phone
Booking coordinator
Person collecting
Emergency contact
Technical (e.g. sys admin)
Maintenance (lights, air con)
Security (access, after
My office
Materials coordinator
Laptop helpdesk 1800 #
Projector helpdesk 1800 #

Preliminary preparation and contact with participants

A set of all training documentation (e.g. Information package sent to all participants
Training Needs Analysis, audience (see next page), and a copy has been
analysis, training plan, training course provided to you.
[including objectives and outcomes], all Disability access requirements
course materials [manuals, PowerPoint communicated to coordinator/venue.
slides, exercises, course outlines, Special requirements (e.g., food)
handouts, feedback sheets], etc.). communicated to coordinator/venue.
All letters, e-mails etc. checked for spelling, Brief reminder sent to participants 2 days
grammar, punctuation, content. prior to course—date, time, location.
All course materials checked for spelling, Course materials printed, compiled, bound.
grammar, punctuation, content. Check no pages are upside down or out of
Participants' names are spelled correctly on order. Count the bundles—number of
documentation, name tags/plates. participants + 1 one set for you + 2 extras,
Names on name tags must be printed large just in case. Prepare any additional slides
enough to be read from a distance. or flip charts.
Large name tag for trainer. All materials/equipment to be sent to venue
have been sent.

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Training 101: Learn How to Train—Checklists and Samples

Participants' information pack

Confirmation letter. Location—public transport details;

Course description. directions (mud-map) for those driving.
Objectives. Parking arrangements and likely cost.
Pre-requisites. Lunch and other refreshment/beverage
Schedule. arrangements.
Course outline. Other special requirements.
Date. Contact information (for those with special
needs that need to be taken into account
Time—request arrival 15 mins prior to start
[e.g., mobility, audio, visual, food]; those
time so class can begin promptly.
who need to correct the spelling of their
Policy regarding late arrivals or 'no shows'. name; and those who have other

Travel and venue

Travel arrangements made—flights, Training room is available 1 hour

accommodation, corporate credit card before/after class time for setup/clean up.
access, car rental etc. Itinerary, tickets, Sign-in and logon procedures for training
vouchers provided to you. room computers.
Training room booked. Location of restrooms, phones, tea/coffee
Directions to hotel/venue. facilities—all are easily accessible and well
Client and your home office have a copy of signed; tea/coffee facilities are well-stocked;
your flight/hotel information and cell phone cups, utensils, kitchen area are clean and
contact details. tidy; water or juice for the non-tea/coffee
Cell phone is fully charged, and battery drinkers; milk is fresh.
charger has been packed. Lunch and other refreshments have been
Contact details of person collecting you ordered/organized.
from airport/hotel. Venue rules for food, drink, smoking.
Client or venue contact details in case of Fire exit and evacuation plan locations.
illness or unavoidable delay.


Sign on door: course title and start time. Light: Adjustable? Location of switches.
Room size as requested. View: Can it be shut out? (curtains, blinds,
Arrangement suitable for viewing and shutters)
interaction. Sit in all positions and check the Noises: Can they be eliminated?
visibility of the screen, whiteboard, flip- Safety hazards: secure cords and cables on
chart, front of the room from each. the floor with duct tape.
Sufficient chairs/tables. Electrical outlets: Location.
Chairs comfortable for 3+ hours. Network connections: Location.
Tables have enough space for writing. Whiteboard cleaned of previous material.
Place for your equipment and materials. Write your preferred name and the course
Space to get to all participants. title on the whiteboard.
Clock for synchronizing watches. Write bullet points of introductory bio
Appropriate disability access. information: name, position, organization,
Temperature: Location of controls. what they expect from the training course.
Air flow, ventilation: Location of controls. Water pitcher and glass for you.

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Training 101: Learn How to Train—Checklists and Samples


Class list: names, organizations, positions, Backup copy of presentation on disk/CD (in
any info on participants' background and your carry-on luggage).
skill levels. Extra (advanced) exercises, reading or
Materials/equipment sent has arrived. reference material for those who complete
Software and presentation disks/CDs. an exercise early.
Extra unbound copy of all the training Place course material packages, name
materials (in your carry-on luggage). plates ('tents') on tables or on top of
Backup copy of software on disk/CD (in monitors.
your carry-on luggage).

Equipment: General

Whiteboard, markers, and eraser—check Cell phone: battery charged, charger

colors and readability. available.
Projection screen available. Basic tools for minor repair jobs (do NOT
Flip-chart available. take these items in your carry-on luggage):
Check the size and readability of your • Flathead/Phillips mini screwdriver set.
writing on the whiteboard/flip-chart from the • Scissors.
back of the room. • Letter opener/penknife to open boxes.

Equipment: Electrical and network

Computer projector available and working; Your laptop/PC:

remote control, extra batteries for remote. • Power cords.
Check visibility when all lights are on, and • Cables to connect to projector (and
from the back of the room.
Overhead projector available and working;
• Fully charged battery and spare.
put up arm and check visibility.
• Cables and connections for external
Spare lamps for projector(s).
keyboard, mouse, monitor.
Sound: If an integral part of the
• Remote mouse: extra batteries.
presentation, consider detachable speakers
(inexpensive, lightweight, better impact). • Check desktop and directories for
Other AV equipment available and working: anything that could be offensive or is
TV, VCR, DVD. Check visibility. proprietary/confidential.
Training room computers working. Network cables (include at least one
straight and one crossed cable).
Correct software and version installed.
Electrical cords and power strips.
Sufficient memory to run the software.
Power adapters (if travelling internationally).
Keyboards, mice, mouse pads: available
and working. Extension cords (25ft plus).
Printer available; networked to at least one Extra long telephone cord.
computer. Laser or extendable pointer (e.g., car
Login IDs/passwords available and tested. aerial).
Internet connection active.

CyberText Consulting: http://www.cybertext.com.au 3 STC Annual Conference: 2002

Training 101: Learn How to Train—Checklists and Samples

O ther supplies

Numerous zippered clear plastic bags Paper :

(various sizes): use for small items. • Post-it notes.
Candy for distribution (fruit/carrot sticks for • Spare name tags and holders.
those who don’t eat candy).
• Paper for participants.
Suitcase on wheels with pull-out handle.
• Shipping labels.
Small soft toys or stress toys; enough for
Other stationery :
whole group (hand out to participants to put
on top of their monitor to attract attention if • Stapler.
they need help; make sure you collect them • Thumbtacks.
at the end unless you're feeling generous). • Blank disks.
Tape : • Kitchen timer.
• Masking tape. • Paper clips.
• Packaging tape. First Aid items :
• Duct tape. • Band-aids.
• Scotch tape. • Aspirin.
Pens : • Antacid tablets.
• Spare pens for participants. • Cough drops.
• Highlighters. • Tissues.
• Marking pens for shipping labels. • Headache tablets.
• Spare whiteboard markers. • Sewing kit.


Food and drink : Use Zip-Lock Dress :

bags and insulated container. • Professional, comfortable, appropriate
• Insulated coffee mug with lid. for the group; conservative unless you
• Teabags/instant coffee packets. know otherwise.
• Instant soup. • Clean and pressed.
• Bottled water. • Power colors: navy blue, dark gray, and
jewel tones (rich reds, purples, and
• Bagged lunch.
• Fruit, cookies, crackers, dried fruit, trail
• Men: suit.
mix, etc.
• Women: suit or skirt and jacket.
Shoes :
• Long shirt sleeves are more
• Shone; free of scuff marks.
professional than short.
• Same color or darker than your outfit—
• No tight clothes, shoes or belts.
never lighter.
• Watch for loose bra straps or
Jewelry :
underwear that rides up—your
• Understated and classy; doesn’t have
discomfort will show on your face and in
to be real.
your movements—and it's not a good
• Remove visible body piercings, except look!
for one subtle set of earrings.
• No dangling jewelry.

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Training 101: Learn How to Train—Checklists and Samples


Arrive 30-60 minutes early. Introduce self – brief bio: expertise,

Turn off your cell phone. experience, job title. Max. 30 seconds.
Put on your name tag. Participant introductions – brief bio and
Participants' name tags ready; spelled reason for attending (max. 30 seconds
correctly. each).
Introduce yourself as participants arrive. Set rules for questions.
Start on time. List course benefits.
State your name and the name of the Flesh out course outline and summarize the
course. day.
Housekeeping : Get started!
• Turn off cell phones.
• Restrooms.
• Public phones.
• Beverage facilities.
• Arrangements for breaks and for lunch;
synchronize watches.
• Fire exits, evacuation plans.
• Special facilities for those with
• Rules of the room (e.g. no smoking, no
• Safety and ergonomic issues (e.g. top
of monitor at eye level, arm and leg
position, twisting to see screen).

Review objectives/outcomes achieved. Collect name tag holders, pens, toys etc.
Ask for questions—specific then general. Thank participants for attending.
Participants to complete feedback sheets; Remain behind for other questions.
or allow them to take away and fax/mail Tidy up room and tea/coffee area.
back. Feedback should be anonymous. Return all borrowed items, hand back
Your contact info—hand out business cards security passes etc.
or write on whiteboard.
Collect feedback sheets—no peeking!

CyberText Consulting: http://www.cybertext.com.au 5 STC Annual Conference: 2002

Training 101: Learn How to Train—Checklists and Samples

Sample confirmation letter

Note : The content of this sample letter is fairly dry—spice it up to reflect your organization's culture.
Although structured as a letter to be mailed, this confirmation letter can be easily modified to be faxed or
e-mailed. In addition, all the information in the confirmation letter should be available on your
organization's Web site. For an example, see the California Department of Personnel Administration:
State Training Center: http://www.dpa.ca.gov/tcid/stc/faq_stc.shtm

<your address block>

<their address block>


Dear <first name> <last

Your application to attend <name of course> is confirmed. This course focuses on <brief course
description>. It offers plenty of hands-on practice, and encourages you to learn from one another in
discussion sessions. The course will be held:
Date: <day and
Time: date>
<start to <finish
time> of venue> time>
Venue: <name
<address of venue>

We request that you are at the venue <15 minutes before start time> to allow time for registration, and for
us to start on time. We believe that learning should be relaxed and fun, so we suggest you dress casually
(e.g., neat jeans/chinos and polo shirt—no beach wear please) and comfortably as you will be sitting for
much of the <morning, afternoon, day, evening>.

In this package is further information related to this course and the venue:
Course pre-requisites.
Course objectives/outcomes.
Course outline and schedule.
Policy for "no shows" and late arrivals.
Driving directions, parking information, public transport directions.
Lunch and other refreshment/beverage arrangements.

Please check the spelling of your name on this letter, and let us know if we have got it wrong—your name
tag will have this name unless you tell us otherwise. If your name needs to be changed, if you have any
special needs that we need to cater for, or if you have questions about the training course or the
arrangements, please contact <contact on <phone, fax, e- .
person> mail>
We look forward to seeing you on <day and date of course>.


<signature block>

CyberText Consulting: http://www.cybertext.com.au 6 STC Annual Conference: 2002

Training 101: L earn How to Train—Checklists and Samples

Example learning objectives/outcomes

(Based on incorporating a Condition, Action, and Standard in each objective/outcome.)

Objective/Outcome Condition Action

Successfully open a Word file located on the network. Located on the network Open a Word file (Without errors)
Use the mouse and the keyboard to select text by character, Use the mouse Select text in Word By character
word, and paragraph in Word. Use the keyboard By word
(As this example has many variables, it should be broken By paragraph
down into much smaller tasks during the actual training)

Example teaching plan

Where there are materials and preparation details in common for ALL topics, you can list them in a block at the beginning of the document, and
only record the variations in the Preparation/Materials column. The Method is a summary of what you will teach and the order in which you will
teach it, and the References refer to specific pages and areas of the documentation used in the course.

Topic Outcome Skills Method Preparation/Materials References

Open file Successfully open • Locating a • Lecture/demonstrate • PC for each person • p10 in notes
a Word file network file finding a network • Microsoft Word installed on all PCs • Ex. 3 and 4 in
located on the • Opening a location workbook
• Mouse, keyboard
network Word • Demonstrate different
• Computer projection unit and screen • "Open a
document methods of opening a document" in
file (double-click, File • Whiteboard and markers
online help
> ) • Training notes and workbooks
Select Use the mouse • Selecting • Demonstrate using a • PC for each person • pp11-12 in notes
text and the keyboard text with a mouse to select a • Microsoft Word installed on all PCs • Drill exercises 5-8
to select text by mouse character in workbook;
• Mouse, keyboard
character, word, • Selecting • Demo mouse: select repeat until
and paragraph in • Computer projection unit and screen
text with the word mastered
Word. keyboard • Whiteboard and markers
• Demo mouse: select • "select text" in
paragraph • Training notes and workbooks online help
• Demo keyboard: select

Cy berText Consulting: http://www.cybertext.com.au 7 STC Annual Conference: 2002

Training 101: L earn How to Train—Checklists and Samples

Example course outline

Time Activity Notes

8:30-9:00 Introduction Housekeeping details (e.g. location of restrooms), break times, intro yourself. Participants
intro themselves and give some background bio info.
9:00-9:30 About … Concepts, terminology, ‘big picture’
9:30-10:00 Hands-on exercises and review Don’t forget to review and recap what has been learned
10:00-10:15 Break
10:15-11:00 More about … Start narrowing down to the finer detail
11:00-12:00 Hands-on exercises and review Don’t forget to review and recap what has been learned
12:00-12:30 Lunch break Yay! Food!
12:30-13:00 Even more about … More details…
13:00-14:00 Hands-on exercises and review Don’t forget to review and recap what has been learned
14:00-14:15 Break
14:15-15:00 Real nitty gritty stuff now… Yet more details…
15:00-16:00 Hands-on exercises and review Hand out candy about now to counter the mid-afternoon sugar slump!
16:00-16:30 Wrap-up: Review, questions Summarize the day and review what has been learned; don’t forget to ask for final questions;
and feedback get feedback (verbal or written).

Cy berText Consulting: http://www.cybertext.com.au 8 STC Annual Conference: 2002