Making Your Training Workshop a Success

If you are coordinating and conducting a workshop, the tips below will be useful in making your workshop a success.

PRE-WORKSHOP

 Course design and developments

     The pre-workshop components are the foundation for a successful workshop. Remember the phrase “Begin with the end in mind”. It is crucial to start with identifying the purpose and objective of the workshop, i.e. what do you want the workshop to achieve. It is recommended that the workshop objectives be competency-based to ensure that the attendees will be competent in the skills taught.

      Next, prepare the lesson plan and time table and identify the equipment and materials required. Then, write the course content and plan the sequence. After that, prepare the workshop materials such as participants manuals, handouts and slides. Do prepare extra copies as some people might just turn up on the day of the workshop without prior notification.

Developing the brochure

     The brochure is an important marketing and positioning tool and provides credibility to the whole workshop. It should include the following information :

•  workshop title
• date
• time
• venue
• purpose
• objectives
• benefits
• course outline
• facilitator’s name and biodata
• targeted participants
• contact details; i.e. name, phone number, email address and fee (with deadline).

     It is also recommended to include registration form, payment information (cheque payable to whom) and the contact details of the organizer. Ensure that the workshop information is easily accessible and understandable. If the brochure includes a cut-off registration form, ensure that there isn’t any important information on the reverse side of the form. The pricing should be determined by the nature of your workshop and your target market.

Publicizing the workshop             

     Give yourself adequate time to publicize your workshop. The type of advertising will vary depending on the workshop and the target audience. The main modes of advertising are via newspapers, magazines, press releases, bulk mailing, email distribution lists, internet, SMS, brochures/flyers, direct mail, newsletters, web pages, word of mouth and networking.

LOGISTICAL ARRANGEMENTS            

 Training environment

     Identify the training environment and book the venue. Visit the location before deciding if it will meet your needs. Make sure that lightning, size and shape of the room are adequate. In addition, consider the ventilation, facilities, accessibility, parking and rental. Determine also if refreshments will be served, and if so, what kind and how much.

Setting arrangements

     If you are holding the training at hotel, ensure that the hotel staff set up the backdrop and arrange the seating prior to the workshop. Select an appropriate seating arrangement – cluster, classroom style, V-shaped, U-shaped, lecture style, etc. This also depends on the number of participants attending. Set up tables and chairs for the registration area at the entrance of the room. If the venue is large, display signs at strategic locations so that participants will know exactly which room to go to upon arrival at the venue.

Equipment and materials

     Set up essential equipment like the DLP / LCD / OHP projector, laptop, microphone, CD / DVD player and video player. Check the sound and lightning and ensure that all equipment are functioning properly before the training session begins. If you are using a sound system provided by the venue, ensure that the equipment is in working order and that someone on-site is available on the day of the event, in case of problems. Prepare flipchart, marker pens, pencils, paper and certificates (if required) and have extra items on hand, just in case.

Handling the registration process

     Compile a list of names of all registered participants. Have the participants sign in their attendance when they arrive. In addition, prepare name tags or name tents. These can either be pre-written so that participants only need to pick up their tag or tent upon arrival, or they can write their own name tags or tents upon arrival.

DURING WORKSHOP

      Start with an ice-breaking session to establish a comfortable atmosphere. Brief the participants on administrative guidelines; meals, parking, workshop schedule, etc. Explain the workshop objectives to the participants and inform them what they will gain at the end of the workshop.

     Check their current knowledge and manage their expectations. It would be useful to have an understanding of who your participants are, their background and the reasons why they attend your workshop. Adapt to the participants’ level of understanding and be aware of group dynamics. By assessing the level of understanding, you can then tailor your presentation to the knowledge or skills level of the participants.

     Utilize various training methods to ensure effective transfer of learning – accelerated learning, experiential learning, case studies, discussion, demonstration, music, videos, etc. Variation of training methods promotes learning, as each participants may have a different learning style. Use effective presentation skills when delivering the training. Be passionate about what you deliver. Do encourage discussion and feedback. Often, participants have experiences and insights that will be useful to the group.

END OF WORKSHOP

     Conduct an assessment to check whether the participants have acquired the skills and knowledge taught. Assessment may include practical exercises, observation, oral or written questions and assignments.

     Issue an evaluation form to obtain feedback regarding the facilitator, course content, and facilities. The feedback will assist in the improvement of future programs.

POST-WORKSHOP

Follow up with the participants a few weeks or months later to see how they have applied their skills and knowledge to real-life situations.