Project Management Framework
Planning - Training Plan
Definition
The Training Plan describes the strategies, activities and tasks necessary to provide the business unit with the skills necessary to operate the new product or technology successfully. This plan does not address any training needed by the technical staff to develop the new product or to maintain the product after implementation. Training needed by the technical staff should be described in the Staffing Plan or the Maintenance & Operations Plan, respectively.
The Training Plan is just one of the plans that deals with the organizational or cultural changes brought about by the integration of a new product or technology into the business environment. The Implementation & Transition Plan tasks will also deal with the business change to some degree. If the project will result in a large degree of change to the culture or business practices, the business unit(s) may prepare a plan dealing specifically with the activities necessary to institute the new business practices.
Why is this important?
The training plan helps to ensure that project outcomes are successfully achieved by preparing the business unit to use the product effectively. The key to effective training, and a successful conclusion to the project, is to start the planning process early. If training needs are not considered until close to the end of the project, there will not be enough time to effectively prepare staff to use the new product.
If the business unit is responsible for delivering service directly to the public, it is very important that the training activities be planned, communicated, and delivered with minimal disruption to the delivery of service. Planning the training activities and events is also important for projects with a large degree of impact to the business practices.
Instructions
One goal of the training activity is to leave the trainees with enthusiasm and desire to use the new product. Design the training program to provide trainees with the specific knowledge and skills necessary to effectively perform their work. The training plan may also include strategies for marketing the product. Once the training is developed, it is a good idea to present the training to a test group. The training is then revised based on recommendations from the pilot audience.
Because the business staff is most knowledgeable about their existing business processes and environment, they may be best qualified to prepare the training plan. If the business staff prepare the training plan, they should also be the trainers. The technical staff will be tasked with establishing the training environment where the training exercises will be conducted.
In planning the training activities, consider follow-up and on-going training needs. These needs should be addressed in the training plan possibly in the training strategy or the training sources sections.
The training plan should include the following:
- A description of the scope of the training.
- A description of the Training objectives.
- Background information such as a description of the product and a high-level overview of the curriculum.
- The Training requirements such as the required skills, the audience(s), individuals or positions needing specific training, and the required time frame.
- The Training roles and responsibilities.
- A method for evaluating the training.
- The Training strategy.
- Sources for Training.
- The Dependencies/Constraints/Limitations affecting the training.
- Training resources.
- A description of the training environment.
- A description of the training materials.
- A course outline.
- A log for keeping track of who has received training.
- A process for updating the training materials.
How to Scale
The structure of the training plan and the type(s) of training delivered will vary depending on the type of the project, the business unit needs, and the degree of change to the business practices. For projects impacting multiple business units, a separate training plan may be prepared for each business unit. If staff with varying levels of technology expertise will be using the new product, the plan should describe the activities necessary to train each level of user. Projects introducing a great deal of cultural change may want to conduct multiple stages or levels of training so that the new business practices may be reinforced. Training for projects introducing a very small degree of impact to the business practices may only consist of the creation of desk-aides or help screens along with some good communication instead of formal classroom training.
Related Link:
Training Plan Examples
Training Plan Template
Training Management
Checklists