In training, participant begin the transfer process by applying what they’ve learned in class many times over. At times they succeed and at times they struggle. But more often than not they move a little off course from what their employers had hoped the on-the-job behaviors would be. This is where application support by trainers post-program can bring students back on course, can aid participants in perfecting their skills, or help reenergize their willingness to try if they have fallen short.
The steps to implement application support by trainers are:
Step 1: Determine the appropriate time to schedule formal post program one-on-one meetings between the participant and the trainer. You want to make sure that the first meeting is far enough removed from when the class is held so that participants have the opportunity to apply their new skills on their own but close enough to when the class was held to keep them motivated. Also, I recommend two formal meetings between trainers and participants. This gives participants the opportunity to review their action plan in the first meeting and then determine what can be done to realize the plan before the second meeting.
Step 2:. The trainer should reach out to each participant and schedule the first one on one meeting. In the invitation, trainers should include the purpose of the meeting and items that are appropriate to talk about with participants. Here is an example of a recent email I sent to participants in preparation for one meeting following a project management class:
The purpose of these meetings is to help you implement your projects. Specifically, I would like to talk with you about:
- The progress you have made with the Action Plan you put in place at the end of class. What has gone right so far and what you could do better.
- How has the company environment enabled your success and where has it hindered your efforts?
- How well has your project team functioned and how is the performance? What help do you need as you lead the team?
- How well are you using the project management tool? What can I help you with? If you have something specific you would like to discuss with me, please let me know.
Note: everything we talk about will be held in confidence.
Step 3: The trainer, who is now becoming the coach, must properly prepare prior to each one-on-one meeting. Trainers/coaches should review participant work output, which is evidence of application of the learned skills from the class. They should also analyze the work output comparing it against the desired on-the-job behaviors that were documented in the impact map for the course. Trainers/coaches then need to create a summary of their analysis, documenting what they think was done well, or where opportunities for improvement exists, or list questions which need further information before participants are judged. The participant’s plan of action should also be reviewed carefully and added to the trainer’s notes so that the trainer can discuss with the participant their progress and offer any help they can provide. Here’s an example of notes for a recently held meeting:
Step 4: Conduct the one-on-one application coaching session with each participant. This is a conversation with a purpose. These purpose-specific discussions are planned conversations around the application of course skills. But coaches also want to be alert to opportunities that emerge. In these instances, they want to seize the moment and “coach.” Coaches should show respect for the participant by letting individuals express themselves, by not interrupting, and by not judging what the individual says. Coaches should listen with purpose and use effective listening techniques, which builds trust with the participant.
As a coach works through and provides students with feedback on their application of skills and shows them different or more advanced techniques of how to apply what they’ve learned, coaches should be sure to move towards a commitment conversation. They need to do everything possible to ensure the participants act on commitments made during their prior coaching conversation. I make it a point to end every coaching conversation with a summary question that encourages action. Some of the questions I use are:
“What’s your next step?”
“I want to remind you of your action plan to…”
“When will you have this issue resolved?”
“You’ve done well. Where else can you use this?”
Coaching sessions need to conclude with agreement on a plan of action in order to succeed. To begin the process, what’s been discussed should be summarized and options reviewed that were explored earlier. It is crucial to gain commitment from the participant to try new things or continue on with training transfer.
Step 5: The final step is to follow up with a 2nd one-on-one session, usually 8-12 weeks post course. I follow the same process as outlined previously but look for opportunities to enhance institutionalized skills or correct less than stellar application.
As always, I enjoy hearing ways that you have done things similar to this, so don’t hesitate to contact me with comments or questions.