Trainer’s Manual (Guidelines)

1. Trainer’s Manual (Guidelines) Lecture 8

2. Definition • A trainer’s manual is a series of instructions to the trainer for planning, coordinating and conducting training programs. It includes introduction to the training , training design, training methodologies, specific guidelines on dos and don'ts of training. • It helps the trainer to understand the background of training and participants.

3. Designing the manual • A well designed training manual, that is kept up to date, can become a valuable source of information to the organization. An effective manual: • Is easy to read and has easy to follow instructions • Has an attractive design • Uses illustrations to enhance understanding • Can be used for future reference

4. Consideration for trainer’s manual • Content – topics, tasks, procedures and other information arranged in a logical sequence and broken down into small units • Audience – their reading skills, previous work experience • How the manual is to be used during the training session, afterwards (for revision) and/or as a reference in the work place.

5. Consideration for trainer’s manual • The training manual can have different versions for the trainer/presenter and the trainees. • The version for the trainer may include • The basic text • prompts for discussions and demonstrations or other activities. • Information or checklists on preparation for the session.

6. Writing the manual • First, organize the contents into a logical sequence of topics. Break down the topics into smaller segments that describe a task, procedure or concept. • Include an overview on how to use the manual. As preparation for the training session give a list of key points or a summary of what is going to be covered at the start of each chapter.

7. Key elements of a Training Manual The Training Manual may contain the following elements 1. A Cover page with plain or graphic with Title clearly written 2. A Blank page after the cover page 3. Table of contents 4. An Introduction page on What-How-Who - "What the Manual is about", "How to use the Manual" & "For whom the Manual is meant" 5. A Navigational Tips page with visually catchy icons which will be used throughout the manual 6. Expanding the Table of contents - Objectives / Description of each topic / Section Summary 7. Placeholders for graphics

8. Key Elements of a training manual 8. Placeholders for work sheets 9. Page for Conclusion 10.Page for Further Reading 11.Page for Bibliography / References / Citations 12.A Blank page prior to closure 13.Closing Cover page

9. Cover page • Company Name: For Example, ABC Consulting Group • Subject Heading: For example, Train the trainers, Trainer guidelines • Address of the company

10. Table of Contents • Acknowledgements • Notes to the trainer • Introduction/ Background of training • Unit wise division/ Module wise division • Abbreviations and Acronyms • Appendix

11. Introduction to the training program • Rationale of the training • Brief introduction to the modules of the training • Brief introduction about the trainees • Key terms to be used in the training • Brief overview about the trainers • Methods and materials to be used in training

12. Training modules • Goal/Objective of each module • List of materials to be used in each module • Advanced preparation by trainer for each module • Suggested activities and training method based on learning objective of each module • Evaluation session for each module • Time line for each module

13. Evaluation questions for Module • 1.Did the information presented meet the module’s objectives? • 2. What information would you like to see more in-depth? • 3. What information was not particularly useful/helpful? • 4. Were the materials presented in the module useful overall? • 5. What materials were particularly useful? Please describe.

14. Evaluation questions for module • 6. What materials were not useful? Please describe. • 7. Do you feel you mastered the skill(s) needed for a given exercise/field practice? • 8. How could the exercises/field practice be improved? • 9. Which exercises or field practice sessions do you think worked best? • 10. How could this module be improved to meet the objectives?

15. Guidelines • Write in plain English: Avoid using technical terms, unless it is part of the work place vocabulary. In that case make sure technical terms are explained in simple language/terms. Spell out or explain acronyms and abbreviations. • Use the active voice: It is concise. • Be consistent in the use of terminology, tone and style of writing. • Long sentences and paragraphs can be confusing. Use short sentences and phrases. Numbered steps are easier to follow than long paragraphs.

16. Guidelines • Include illustrations (graphs, flow charts, tables, pictures, screen displays, examples of finished tasks) where appropriate to clarify concepts and enhance understanding. It also adds visual interest. Illustrations should be in proper proportion to nearby text

17. Presentation • An attractive appearance and ease of use can motivate the trainers to use the manual and thus reinforce learning. • Good page layout increase readability and make the information more accessible. • The organization of the material on the page guides the eye of the reader – which areas get attention and in what order

18. Graphic Design Principles • Proximity: Group related pieces of information and other items together to form a cohesive unit, e.g. illustrations should appear on the same page as the related text. That is part of organizing the content in a logical order. Avoid too many separate elements on the page. Use close proximity to indicate unity between items. Use white space to separate unrelated items. • Alignment: The alignment of text and graphics is another technique in organizing the page. All the elements (text and graphics) should appear unified and interrelated by their placement on the page.

19. Graphic Design Principles • Repetition/Consistency: Consistency in the style of the elements (headings, graphics, arrangement) gives visual clues to the reader. It also unifies the different part of the manual and creates visual interest • Contrast: Creating contrast between sections visually organize the page, leading the eye in a logical flow from one section to the next. Contrast is created by the use of fonts, line thickness, colors, shapes and space. Create a strong contrast to be effective

20. Graphic Design • Fonts (or type): Avoid using more than two or three fonts in a document. Fonts can be in italic, bold, light, heavy, or condensed versions. Avoid all uppercase – it is difficult to read – use bold, italic or other versions of the font for emphasis. Titles, headings and subheadings should be in a larger size font than the body of the text. When combining different fonts, use fonts that are clearly distinct to create contrast.

21. Graphic Design • Color: It could be used in text for emphasizing and in graphics where appropriate. When used judiciously it increases learning and retention. Avoid overuse of color as it loses its interest value.

22. Ease of Use • Another consideration apart from the page layout is the collation of the manual to make the final product easy to use. The following techniques might be helpful: • Section dividers that extend beyond the page width make it easy to find sections, especially if it has the topics printed on the tabs. This is especially appropriate for a bulky manual that is to be used over several sessions.

23. Ease of Use • A detailed table of contents at the beginning of sections, in addition to the main table of contents at the front of the manual makes it more accessible. • Allow wide enough margins to accommodate the type of binding used, as well as space for users to make key notes. • When considering binding, use a method that would allow easy replacement of pages. The manual can be updated easily, which adds to its reference value.