Developing and Implementing Effective Training for Volunteers
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Transcript of Developing and Implementing Effective Training for Volunteers
Designing and Implementing Effective Training
Materials for Volunteers
When you see these symbols:
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
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?
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)
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”?
Where do I begin?
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
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
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?
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
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?
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?
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
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?
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
Where do I begin?
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?
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
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
Where do I begin?
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
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
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!
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
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
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
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!
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
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
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!
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
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
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!
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