Training The Trainer

Training the Trainer Resource Pack
Margaret Crockett and Janet Foster
The Archives-Skills Consultancy

on behalf of the ICA Section on Archival Education and Training
March 2008
ICA SAE: Training the Trainer Resource Pack 2008
Contents
Introduction to the ICA/SAE Training the Trainer Resource Pack ......................................... 5
Training in the archives and records management field ...................................................... 5
ICA Section on Archival Education and Training .............................................................. 5
About the authors .............................................................................................................. 5
How to use this Resource Pack .......................................................................................... 5
Comments on the Pack ...................................................................................................... 6
Planning a course .................................................................................................................. 6
Establishing the training need ................................................................................................ 6
Checklist to assist in assessing and planning the training ................................................... 6
Logistics ............................................................................................................................... 7
Sample checklist ............................................................................................................... 7
Venues and classrooms...................................................................................................... 7
Factors which affect the participants’ comfort ................................................................... 8
Training equipment ........................................................................................................... 8
Equipment checklist .......................................................................................................... 8
Breaks and catering ........................................................................................................... 9
Aims, objectives and learning outcomes .............................................................................. 10
Introduction..................................................................................................................... 10
Writing learning outcomes .............................................................................................. 11
An example of learning aims, objectives and outcomes ................................................... 12
Content design .................................................................................................................... 12
Budgeting and resources ..................................................................................................... 14
Profiling learners ................................................................................................................. 16
Basic questions ................................................................................................................ 16
Participant profiling tables ............................................................................................... 17
Methods of delivery ............................................................................................................ 19
Selection ............................................................................................................................. 19
Developing and using case studies ...................................................................................... 20
Introduction..................................................................................................................... 20
How to develop and write case studies ............................................................................ 21
How can case studies be used for training and education ................................................. 21
Further reading ................................................................................................................ 23
ICA Section on Archival Education & Training 2

Coursework......................................................................................................................... 23
Setting coursework .......................................................................................................... 24
Examples of coursework ................................................................................................. 24
Giving feedback on coursework ...................................................................................... 25
Distance learning ................................................................................................................ 26
What is distance learning? ............................................................................................... 26
Why is distance learning used? ........................................................................................ 26
Pros and cons of distance learning ................................................................................... 26
How is distance learning delivered?................................................................................. 27
What is different about distance learning? ....................................................................... 27
How to write distance learning materials ......................................................................... 27
Success factors ................................................................................................................ 27
Class activities .................................................................................................................... 28
Types of activity.............................................................................................................. 28
Facilitated learning .............................................................................................................. 29
What is facilitated learning? ............................................................................................ 29
Advantages and disadvantages of facilitated learning ...................................................... 30
Delivery of facilitated learning ........................................................................................ 30
Individual learning .............................................................................................................. 31
Methods of delivery ............................................................................................................ 32
Presentations and lectures.................................................................................................... 32
Tips for delivering effective presentations and lectures .................................................... 33
Visual aids ...................................................................................................................... 34
How are presenters and lecturers assessed by the audience? ............................................ 35
How to make lectures and presentations more interactive ................................................ 35
Handouts ............................................................................................................................. 35
Reasons for giving handouts ............................................................................................ 36
Types of handouts ........................................................................................................... 36
When to pass around handouts ........................................................................................ 38
Teaching aids ...................................................................................................................... 39
Visual aids ...................................................................................................................... 39
Other teaching aids .......................................................................................................... 41
Examples of publications which can be used as teaching aids .......................................... 42
Assessment ......................................................................................................................... 43
Pre-training assessment ................................................................................................... 43
Participant self-assessment .............................................................................................. 43
Feedback on class exercises ............................................................................................. 43

Assessment by trainers .................................................................................................... 44

Evaluation ........................................................................................................................... 44
General impressions in the training room ........................................................................ 44
Planning written participant evaluations .......................................................................... 44
Follow-up for participant evaluations .............................................................................. 46
Trainer evaluation ........................................................................................................... 46
Training definitions ............................................................................................................. 47
Further reading .................................................................................................................... 50
Bibliography ................................................................................................................... 50
Useful contacts.................................................................................................................... 51
International Council on Archives ................................................................................... 51
International Council on Archives: Section on Archival Education and Training ............. 51
UNESCO Archives Portal ............................................................................................... 51
The International Records Management Trust ................................................................. 51
ARMA International ....................................................................................................... 52
Society of American Archivists ....................................................................................... 52
The Archive-Skills Consultancy ...................................................................................... 52

Introduction to the ICA/SAE Training the

Trainer Resource Pack
Training in the archives and records management field
It is not easy for trainers and educators in the archives and records management field to find
formal ways of learning the necessary skills and expertise to teach. Educators, and more
particularly trainers, are frequently only teaching as part of a practitioner’s heavy workload.
Whilst they are often experts in their own field or specialism with much to pass on to other
members of the profession and its supporting para-professional staff: this does not guarantee
effective training for those wishing to learn from them. As the experts it is appropriate that
they should teach the next generations of practitioners and although some are naturally gifted
teachers, there is always something to learn to improve delivery of training. Moreover, in
many parts of the world training is very expensive to deliver and cascaded learning, where a
few people attend formal training and then feed it back to their colleagues and institutions, is
an effective and a cheaper option.
This resource pack is intended for anyone who wants some guidance or direction in planning,
organising and delivering effective training for both professionals and support staff whatever
their working or learning environment. The bulk of the pack addresses the various techniques
for delivering training but it also covers the practical administrative tasks that are essential for
successful training courses and which underpin the training content.
ICA Section on Archival Education and Training

The Training the Trainer Resource Pack is a deliverable of the 2000–2004 Medium Term
Plan of the ICA/SAE (International Council on Archives Section on Archival Education and
Training) Steering Committee. For more information on the Section see: http://www.ica-
sae.org/.
About the authors

Margaret Crockett and Janet Foster are archives and records management consultants based
in the UK. They have delivered training in Mongolia, Estonia, Latvia, Malta and Hungary as
well as running their own on-going programme of training for staff at all levels working in
archives, records management and information services in the UK. They developed a
Training the Trainer course for the National Archives of Estonia and Latvia: this resource
pack is based on the training materials used for that training, coupled with their experience of
delivering a wide variety of archives and records management training over the past two
decades.
How to use this Resource Pack

There are many ways to use this pack. Individual learners can use it as a book and read it
through from start to finish. It may be more useful to approach it in a more targeted way and
focus on training techniques that may need improvement or represent methods that are

perhaps new. Click-throughs within the Web-based version allow learners to navigate to
supporting material and areas of follow-up interest.
The pack can also be used as the basis of a training programme for training trainers. If the
user follows the guidance in the pack on organising training, it is possible to select an
appropriate programme from the list of contents.
Comments on the Pack

The ICA Section on Archival Education and Training Steering Committee invited peer
review in the spring of 2005 and many comments have been incorporated into this first
edition. SAE continues to welcome feedback on the pack.
Planning a course
Establishing the training need
Essential to the success of a training event is that the training offered is actually required. It is
all too easy to assume that there is a training need just because you want to organise a
particular training event. You must first consult your potential audience. If training is to be a
useful experience it should be meeting a definite need on the part of the commissioning
organisation and/or the potential participants. However, it should be noted that there can be a
significant difference between what a group / agency thinks it needs and what it actually
needs both in level and nature of training. It should also be clear that training is the
appropriate response to what is required. Otherwise you will be faced with either a group
uninterested in the training or no participants at all.
Before you begin planning the training find out what training is needed and what those
involved will want. If training is being commissioned have a thorough discussion with the
commissioning organisation to establish that the focus and content of the training will meet
the requirement. If you are planning your own training event ask colleagues and your
potential participants what they want. Depending on the type of training you are considering,
the consultation can range from full-scale market research including interviews and
questionnaires to informal chats at professional meetings. The former would be suitable for a
major training programme such as a distance learning course. Sometimes you can only assess
the training need by drafting a training event programme, advertising it and seeing what
response you receive.
It is important to remember that training is not only for those without any experience or
expertise in the training area. It can also be aimed at established practitioners who need to
update their knowledge and skills, for example when new standards or legislation have been
introduced.
Checklist to assist in assessing and planning the training

 Is training needed?
 In what subject areas is training required?

 What does the employing organisation want?

 What do the potential trainees want?
 What type of event will best meet the need?
 What method of delivery is best suited to the event?
 How long will the training take?
 How long will it take to organise?
 What facilities and materials will the trainer need?
Logistics
To develop successful training courses you need a combination of skills and expertise. Good
logistical planning is one of the most crucial aspects of training delivery. If your participants
are not comfortable physically and at ease psychologically, they will not benefit fully from
the training content. The first step in planning logistics for training is to develop a timetable.
Set out what needs to happen by what date and assign responsibility for each task. Remember
that there will always be occasions when you have little or no control over some or all of the
logistics, in which case it is best to be flexible and work with your participants to make the
best of the situation.
Sample checklist
 Setting date for training
 Specification of equipment needed
 Identification of suitable venue
 Booking of venue
 Inviting speakers, including deadlines for handouts, summaries etc.
 Confirming speakers
 Draft programme
 Advertising
 Registration of participants
 Confirmation to participants
 Catering requirements and orders
 Copying of handouts and other training material
 Development of evaluation form
 Production of certificates
Venues and classrooms

One of the most important factors in successful training is the venue or room in which the
training is conducted. It is vital to choose your training venue well and, especially if you do
not have much choice, to get the most out of the space you are working in. If there is no
possibility of checking the venue in person beforehand, it is advisable to get to the venue
early on the day of the training to sort out any problems.
Do not be afraid to reorganise furniture, open or shut windows and doors as necessary to
ensure that participants are comfortable. If they are too hot or too cold, can hear outside
noise, are sitting on hard chairs or chairs that are too soft their concentration may not be
good.

Questions to ask
1. How many rooms will you need?
2. Do you need break out or syndicate rooms for small group work and discussions?
3. What size should the rooms be?
4. What is the furniture like — do participants have somewhere to rest to write? Are the
chairs comfortable?
5. What is the best way to arrange the furniture — lecture style, around a large table, a
circle of chairs?
Factors which affect the participants’ comfort

 Light — natural or artificial
 Fresh air
 Outside noise levels
 Acoustics in the training room
 Temperature
Training equipment
When planning training you need to make sure that you and your guest speakers have the
necessary equipment to support your presentations. Check with the venue before booking and
make sure that you have put your equipment requirements in writing.
Even if you have planned well and the venue is a reliable one, equipment can go wrong and
let you down. Well in advance of the training day you should make sure your files are
compatible with the hardware and software at the venue. Computer equipment is particularly
prone to performance failure, so you need to check early on the day itself that the equipment
works. It is a good idea to make sure you can reach a technician quickly to help solve any
technical difficulties. It is important to have a back-up plan and to take along extra materials.
If you have handouts you can speak to a handout instead of the OHPs. If the data projector
equipment is not working, back-up overheads can be vital. If you are planning a video
presentation you may need to talk through the programme and draw out the lesson that way.
Equipment checklist
 Overhead projector and acetate slides
This is the most common machine for supporting visual aids to lectures and
presentations. It uses mirrors, light and magnifying glass to project an image on a
screen or wall. The slides used to carry the image are clear acetate and can either be
hand written/drawn, printed from a computer or photocopied. The disadvantage of
overhead slides is that they are expensive to produce and cannot be revised without
creating a new slide. They can be more original and visually interesting than

PowerPoint presentations. Overhead projectors are more reliable and common than
computers in developing countries and organisations with fewer resources.
 Flipchart
Flipcharts are similar to white boards in that the presenter can write on them in a
spontaneous way to support the presentation. They can also be used for material that
has been prepared in advance. It can be useful to give sheets of flipchart paper to
break-out groups for their feedback sessions. As with whiteboards, you need to make
sure you have special flipchart pens (which are different from those used for writing
on whiteboards).
 Whiteboard
This is the modern equivalent of a blackboard, having a smooth shiny surface that can
be written on and wiped clean. You will need to ensure you have several special
whiteboard pens as they are designed to wipe off easily. You’ll also want to make
sure they are not running out.
 Video visualizer
This is a piece of equipment which acts like an overhead projector but can project
images of anything placed in its view. It is possible to use conventional acetates, but
you can use paper print-outs, magazine illustrations, objects etc. This is a very flexible
option to support presentations but it can be hard to focus the equipment. It is very
expensive (over $1,000) and requires additional computer equipment including a data
projector to work.
 Data projector and computer set-up for PowerPoint or other presentation
software
PowerPoint is a Microsoft computer programme which allows you to organise text in
brief bullets and illustrations as a support to your presentation. Its advantage is that it
is easier and cheaper to revise than overhead slides but, if not used well, it can be
visually boring.
 Projection screen
This is an essential piece of equipment for all of the visual aid machines mentioned
above. The screen can be mounted on the wall like a roller blind or it can be free-
standing. Whilst it is possible to use an even white wall for projection, a screen will
ensure a clear and even image.
 Video cassette player (VCR)
There are several ways of playing videos in a classroom. The first is with a large
television and a conventional video player. This usually requires some reorganisation
of the classroom to ensure all participants can see well. The other way to screen a
video is with computer equipment via a data projector.
 DVD player
Like a video player but uses digital technology (Digital Versatile Disks) to record and
play films etc.
 Internet link
If you are going to do any presentation involving viewing Websites, an Internet link
(usually via a telephone) is required.
Breaks and catering

Scheduling and timing breaks and making sure that the catering and other facilities are
adequate is essential for successful training. Whilst it is possible to serve lunch in the training
room, it is usually better to have lunch in a different space — particularly as delivery of the

food and crockery can be distracting and if the remains are not promptly cleared away, this
can add unpleasant odours to the training room.
Choice of food can also be very important to the participants’experience. You will need to
assess in some way (perhaps with a tick box on the application form) whether there are any
special dietary needs. You may want to select some vegetarian food as a matter of course but
if you have participants that require kosher, vegan or glutan-free food you will want to cater
for them too. There are some other important choices to make about catering.
Questions to ask
1. Do you want a formal sit-down meal?
2. Do you want a buffet meal?
3. Will you serve alcohol?
4. Will the food be hot or cold?
5. Will the food be light or heavy?
6. When do you want tea and coffee served — in particular do you want tea and coffee
as people arrive?
You will need to work out where the men’s and women’s toilets are and let the class know at
the beginning of the course. Similarly, you should tell them where they may smoke in the
breaks. It is also good practice to tell the class where the fire escapes are and the drill in the
event of an emergency such as fire including the assembly point.
Aims, objectives and learning outcomes

Introduction
Aims, objectives and learning outcomes provide a clear indication of the goals and purpose of
the training. Trainers use them to focus the training and to assess performance and success of
participants. Participants can use them to evaluate the training from their own perspective.
Aims are overall statements of what you hope the training event will achieve. For example:
―The aim of this training is to give an introduction to archives, records management and
preservation.‖
Objectives are more specific statements of what you will present to the participants, for
example:
―To present current methods of cataloguing and providing access to records.‖

Learning outcomes are a set of statements setting out what the participants should be able to
do or understand by the end of the training event. For example:
―By the end of this course you will be able to use the International Standard on Archive
Description to create descriptions of archive material.‖
We develop and use all three of these so that learners are clear about what the aims of the
training are and what they will have learned by the end of it. They can also be used to feed
into learners’ evaluation of the training. Response to questions gauging levels of achievement
of aims, objectives and learning outcomes can provide useful information on the success of
the training.
Writing aims and objectives is fairly straightforward. Keep your language clear and try not to
have too many little aims and objectives. Learning outcomes need to be more detailed. They
also need to be more carefully crafted to ensure that the outcome as stated is achievable in the
context of the training you are developing.
Writing learning outcomes

Learning outcomes can be difficult to write well. It is good to begin with a statement
addressed directly to the participant, such as:
―When you have completed this course you should be able to:‖
Tips for writing learning outcomes
Learning outcomes must be:
 Be clear and precise

 Be learner-centred
 Specify an outcome that can be observed or measured
 Be realistic and achievable
Use words describing activities which can be observed such as:
 State
 Describe
 Explain
 Identify
 Analyse
 Compare
 Demonstrate
 Plan
 Develop
 Use
Avoid words such as:
 Appreciate

 Know
 Be aware of
An example of learning aims, objectives and outcomes

Here is an example of a set of aims, objectives and outcomes for some training in providing
reference and user services (also known as access to archives).
Provision of reference and user services
Aim
To provide a framework for developing and delivering reference and user services in a
variety of record-keeping environments.
Objectives
 To discuss professional issues relating to the provision of reference and user services
 To examine the different sectors of users and their differing needs
 To review the range of services which may be provided
 To establish the means of providing them effectively in the workplace
 To consider the possibilities for developing user services and the awareness of them
Learning outcomes
On completion of this course you will be able to:
1. Explain the professional issues relevant to the provision of reference and user services
2. Describe and evaluate local policy on provision of reference and user services
3. Distinguish between the different types of users
4. Identify the service needs of different types of users
5. Identify the appropriate reference and user services for your workplace
6. Demonstrate effective responses to a variety of research requests
7. Explain the procedures for providing secure access to records and archives
8. Describe the essential attributes of a searchroom
9. Explain the functions of searchroom personnel
10. Describe the searchroom finding aids
11. Demonstrate effective use of the different finding aids
12. Explain the issues relevant to providing copies of documents
13. Describe the procedures for providing surrogate copies and a reprography service
Content design
Once you have established a need for training and undertaken research and analysis to profile
your learners, you need to plan the course content. This usually needs to be undertaken in
conjunction with the logistical planning and budgeting as these three areas are inter-related
and have an impact on each other.

The first task is to identify the main subject areas that need to be covered. Remember to take
into consideration the existing level of knowledge of your participants. Begin with the broad
areas that need to be included and refine down into development of detailed sections or
sessions.
Remember to take into account the learning outcomes, although sometimes these will
develop along with the course, depending on how it has been commissioned or market
researched. You also need to consider the participants and what they may perceive as
important or less important content. Another consideration that affects course design is the
time available for the training.
If you are using ―external‖ speakers you will need to balance knowledge and expertise
against teaching skills. Not all practitioners are good speakers. Sometimes the the person is
more suitable for a good workshop than a lecture that might not be so well-organised or
presented.
In designing the course, draw on your experience of what skills, techniques and knowledge
practitioners in the field need to have at every level. Begin with the length of the course and
think about the aims and objectives, even the broad learning outcomes to identify the main
elements you want the course to include. For example, the aims, objectives and learning
outcomes for a training course on the provision of reference and user services might be used
as a guide to break the main elements into:
 Context and reason for reference services

 The range of different types of reference services
 Delivery methods
 Reference service users and non-users
 Policy and procedures
 Practical aspects to provision of user/reference services
 ―Customer management‖
Once you have your basic list of main areas, you can begin to map out each one in more
detail, but it is best to start to think about timings at this point as well. It can be helpful to
tabulate this as follows:
Main subject Time

Points to cover Delivery method Teaching aids etc
area required
Face-to-face
Written via mail
Written via Flip chart or

Different types of
email Group brainstorm 20 minutes whiteboard to record
reference services
results
Telephone
Resources
needed
Policy and Access policies Presentation and 1 hour 20 OHPs or powerpoint

procedures for content and workshop (form minutes and workshop space
reference services style design) and resources
Reading room
regulations
Document
request
procedures
Security issues
You obviously need enough time to cover the subject matter for each session — and that may
vary so don’t feel all sessions have to be of equal length. However, if you really don’t have
enough time to cover everything as thoroughly as possible, you might adjust the level of
detail and/or choose a delivery method that allows you to point at sources and examples that
the participants can explore for themselves after the training is finished. Choosing delivery
methods in any case is very important. You will want to have a mix of lectures, presentations
and more participative sessions such as workshops and discussions, but you need to think
carefully about which delivery suits which subject matter the best.
When designing the training content and programme you also need to take resources,
equipment and venue into consideration. Think about the following:
 Is there space for break-out groups?

 Will meals be served in a separate room? If so you can get away with a shorter break
but if not you should leave some time for participants to go out for a breath of air and
a change of scene.
 Is there a data projector and/or OHP equipment?
 What kind of chair and table layout is possible and how will this affect group
dynamics?
Finally you should draw up your programme. Don’t forget to allow time for a midday meal
and refreshment breaks mid-morning and mid-afternoon. You also want an introductory
session at the very beginning so you can introduce yourself to the class and go over the
programme and the learning outcomes, and so participants can introduce themselves too. It
can also be very helpful to go over basic terminology so that everyone has the same
understanding of what the technical terms mean. At the end of the day you should allow time
for final questions, a quick participant evaluation form and certificates, if you give them out.
Budgeting and resources

Whether you are running training programmes as a commercial enterprise or as part of an
outreach or grant-funded project, it is important to budget carefully. Training does not need to
have a huge budget but there are some basic costs associated with training provision and
training cannot be delivered without certain resources regardless of whether the training is
commercial or not for profit.
A basic checklist of expenses associated with training is given below:

 Venue hire
 Hire of equipment (eg flip chart stand with use of pens and paper, overhead projector,
projection screen, A-V equipment, computer equipment)
 Stationery and postage (correspondence with participants, advertising, etc.)
 Speakers’ expenses
 Speakers’ fees
 Advertising
 Catering (refreshements and meals)
 Handouts/handbooks
Additional expenses might include:
 OHP slides (these work out very expensive over time)

 Floppy disks or other digital media
 Your own travel expenses for administration, e.g. to collect handouts from the printers
 Paper to print out handouts
 File covers, pens etc for use in training room
 Translation/interpretation fees
Some of your expenses will be finite quantities, that is, the cost of hiring a venue and
equipment will be the same regardless of the size of the class. The table below gives an
example of the total finite expenses for a training day.
Finite expenses for Archives Training Day

Item Cost
Venue £100
Equipment £20
Speakers expenses £65
Speakers fees (2 x £100) £200
Stationery & postage £15
Advert in professional Newsletter £50
Total £450.00
Other expenses, such as catering, will be dependent on the number of participants. The
following table gives an example of the participant numbers dependent expenses:
Participant Numbers Dependent Expenses for Archives Training Day

Item Cost
Handouts £5 each
Catering £7 each
Total cost per head £12
You need to use these two cost estimates to establish your overall budget. If your
organisation is offering free training, you will need to make sure you have the budget, or put
together a budget proposal. In the example given, if you were going to offer training to a
class of 20 participants, the overall budget of £731 would break down like this:
Overall Budget for Archives Training Day

Item Cost
Venue £100

Equipment £20
Speakers’ expenses £65
Speakers’ fees (2 x £100) £200
Stationery & postage £15
Advert in professional Newsletter £50
Handouts (24 @ £5 each*) £120
Catering (23 @ £7 each†) £161
Total £731.00
* You need to allow a copy for the file and a working copy for
yourself as well as a copy for each of your speakers
†Similarly you need to provide catering for yourself and your
speakers
If you are running training on a business footing, you will need to work out what profit you
need to make to justify your preparation time and the time you spend on the training day
itself. You then need to work out what you need to charge each participant and the minimum
number of participants you need in order to break even.
If we take the budget given above, we can see that the cost for delivering our example
Archives Training Day to 20 participants is £731. Perhaps you would hope to make £1500
profit to cover your time. Therefore you need to make £2231 on your training — divide that
by 20 and you need to charge participants £112 each. However, if you don’t manage to attract
20 participants, you need to decide what your break-even number is and at what point you
will decide to cancel the training. Obviously you could run the training if you had 8 people
attend and charged around £100 each. You might decide you would be happy with £500 and
then your break-even would be 13 participants.
Profiling learners
For training to be effective it is important to have a clear idea of who will be attending or
taking your course. If possible you will want to profile them to ensure that your course is fit
for purpose. How much do you know about them? Is there a typical participant or will they
all be very different? This will not usually be at an individual level: what you are trying to do
is get an overview of the potential group as a whole to ensure the training you are planning is
appropriate for them. This will help you to organise the training content and also prepare you,
and your co-trainers, to deliver the training at the right level for your audience. You may not
have direct contact with potential participants prior to the training and may need to rely on
information from the commissioning organisation. In either case this section provides the
main questions to ask.
Basic questions
The following basic questions may need to be considered, however you will want to select
the most relevant questions according to the type of course you are planning.
How many participants should you have?

Be realistic about how many, or few, participants will make an effective training audience. If
you are planning to include interactive sessions, such as workshops or break out groups, you
will want to limit the number of participants to between 20 and 25, otherwise the sessions
will become unwieldy and too time-consuming. Conversely too few participants, usually less
than eight, can result in an unsatisfactory training environment.
Who are the participants?
Factors such as age range and gender mix, as well as participants' cultural, social and ethnic
background affect the training delivery. Similarly the level of expertise of the participants and
their position in life and employment will be relevant. Also there may be financial
considerations which may affect their ability to attend the training.
Where are the participants from?
This applies not only to their place of employment, what type of organisation it is and their
position in the workplace, but also to geographical location. Long journeys to the training
venue may mean that participants will tire earlier in the day, also the start and end times for
the training may need to take travel requirements into account. Again there may be a financial
implication with travel costs which will deter participants.
What is their experience of training?
Some people will be used to introducing themselves, participating in group work and class
discussions. For others this will be completely unfamiliar and they will need explanation and
reassurance.
What is their experience of the training topic?
As mentioned above training is not always a matter of introducing participants to new ideas
and concepts. It can be updating experienced personnel or providing the professional
theoretical basis for practical work that participants having been carrying out for many years.
Again, the level of participants’ experience will influence training design and methods of
delivery.
What is their motivation?
You will need to consider what the benefits of the training will be to the participants both
personally and in the workplace. You may also want to specify who the course is intended
for. A good way to be clear about whether the course will be appropriate for intended
participants is to define the aims and objectives of the training as a series of bullet
points.
Participant profiling tables

The following tables provide more detail for profiling participants taking into account
demographic, professional, motivation, learning and resource factors. You can use all or parts
of tables to make a profile of your potential participants by thinking about the questions in
column 1, Factors, adding any others you think are relevant. Put your answers in column 2,

Profile. Then draw up a list of the implications to keep in mind when developing your course
and the course materials.
Alternatively, you can use the tables as a basis to develop a less formal or less scientific tool
to gather useful information about the participants in advance. Distributing such forms to the
class will provide you with useful background to guide your preparation at any stage prior to
training delivery.
Participant profiling table: Demographic factors

Demographic factors Profile Implications
Number of participants
Where do they live?
Age
Gender
Personal circumstances
Participant profiling table: Professional factors

Professional factors Profile Implications
Employing organisation
Roles and responsibilities
of participants
Professional knowledge,
skills & experience
Length of employment
Employers’ training needs
Participants’ training
needs
Participants’ knowledge of
training topic
Participant profiling table: Motivation factors

Motivation factors Profile Implications
What personal benefits
will participants get from
taking the course?
What benefits will they get
in their workplace?
What are their
expectations?

Participant profiling table: Motivation factors

Motivation factors Profile Implications
What might prevent them
from taking the course?
Participant profiling table: Learning factors

Learning factors Profile Implications
General education
Professional education and
training
Experience of learning and
training
Confidence about learning
Participant profiling table: Resource factors

Resource factors Profile Implications
Who will pay course fees
and expenses?
Will participants be given
time away from their work
to attend training?
Participant profiling table: Other factors

Other factors Profile Implications
Methods of delivery
Selection
There are many different delivery methods to choose from. Some of these affect the entire
style of your training. For example, the first choice is between face-to-face delivery and
distance learning. This Pack assumes that the choice for some type of face-to-face training
has been made — although we do address the basics of distance learning elsewhere in the
pack. Obviously the techniques and even the content of your training are fundamentally

affected by this initial decision. The information you have gathered whilst profiling your
learners will be very useful at this stage of training planning.
Once the decision has been made to provide face-to-face training there are several other
questions to ask, such as:
 Will the training be entirely classroom based and involve the trainer constantly
interacting with the participants?
 Will there be time away from the classroom when the participants will pursue studies
on their own?
 Is the trainer going to be very active in providing material and direction?
 Will the trainer set specific tasks for individuals and groups?
Where the trainer is going to be very involved, providing materials, direction and structure,
the training will be more traditional in nature. If the trainer is going to act more as a
facilitator allowing the individual or group to set their own goals, choose their own content
and work at their own pace, the training is more likely to follow an individual or facilitative
model.
Within any overall training method, there will be many different options for delivery of
specific content sessions. It is most effective to vary delivery of content in any given course.
This helps to keep the participants interested, particularly if interactive delivery styles are
chosen. Some delivery methods will assist you as trainer in assessing whether the course
learning goals are being met. The variety will also keep you fresh and allow you to pace
yourself throughout the course. The delivery options for specific sessions given in this Pack
include (but are not exhaustive):
 Lectures and presentations

 Other class activities
 Coursework
 Case studies
When deciding what method and type of training is best for your participants’ needs, you
should consider:
 The number of learners

 What content is to be delivered
 How much time is available to deliver the course
 How often the materials will be delivered
 How many trainers there are
 The educational environment
 What funding is available
 The corporate culture
 What other resources are required
Developing and using case studies

Introduction

Case studies are descriptions of a real life experience, related to the field of study or training,
which are used to make points, raise issues or otherwise enhance the participants’
understanding and learning experience. The account usually follows a realistic scenario, such
as a management or technical problem, from start to finish. Because they provide practical
examples of problems and solutions, challenges and strategies, they support more theoretical
material and often make the ―lesson‖ more memorable and believable for the class.
As Laura Millar notes in Writing Case Studies: A Manual (part of the Managing Public
Sector Records Training Programme materials published in 1999 by the ICA and IRMT),
case studies are particularly useful in the archives and records management field as there is so
much variety in the full range of archives and records management programmes with many
different types of organisations as well as local, national, and regional differences.
How to develop and write case studies

There are no definite rules about developing case studies. The initial choice of subject will
depend on serendipity — a practitioner will have had an experience which provides a good
example of a situation which illustrates something the teacher wants the class to learn. Case
studies can of course be fictional in detail whilst still based on a practitioner’s experience and
knowledge. Fictitious case studies are appropriate if the real example is not rounded enough
or there is some reason for keeping organisations and individuals confidential. It is also
possible to write a single case study, for example about developing a project plan, which
incorporates examples of documentation and action from several different projects in various
organisations.
The case study may include some or all of the following:
 Setting the scene

o details of the organisation
o description of the players
o outline of the particular challenge or problem
o any additional information necessary to understand the scenario
 Resources available
 Identification of complexities or issues in the work environment affecting the project
 Account of how the problem was solved, including
o personnel / stakeholders
o planning phase
o options considered
o implementation
o outcomes
 Examples of documentation such as project plans, budgets, memos, data gathered
 Analysis of project and its success/failure
Depending on how the trainer intends to use the case study, it may or may not provide the
solution or answers to the problems posed.
How can case studies be used for training and education

There are two aspects to the use of case studies in the classroom or training room: how they
can be presented to the participants and what the desired learning outcomes are for the
participants.
Learning outcomes
Case studies are a substitute for student placements in the workplace if the course of study
cannot allow for this. For this reason, they are particularly useful in a short training course.
They also provide realistic simulations of the kinds of real life experiences students can
expect when they practice for themselves. For students who are pursuing on-the-job training,
case studies can offer alternative experiences, approaches and solutions which will broaden
the students’ knowledge and skills.
In reading or listening to case studies and thinking about the scenario and possible solutions,
students develop skills which they will need to pursue their careers. The skill set includes:
 identification of the problem or challenge

 understanding and interpreting data
 analysing information
 recognising assumptions and inferences
 thinking analytically and critically
 exercising judgement
 taking and defending decisions
 understanding interpersonal relationships
 communicating ideas and opinions
Presentation and use
There are many different ways to use case studies. How they are used will depend on the
length of the course, the subject matter and upon the delivery style of the trainer.
In a short training course a presentation by the author, perhaps with supporting visual aids, is
a really good way of providing practical examples of the theory or techniques that are being
covered. The presentation can be followed by questions and answers to give the class a
chance to clarify and enhance understanding. This might be a free-for-all or more carefully
structured with the presenter asking questions designed to focus participants on particular
aspects of the problem evoked in the case. In a longer course it might be possible to get the
class to read through the case study for themselves before participating in discussion.
Case studies can be very effective when they are used comparatively. In this approach the
case studies might be presented to or read by the class. This would be followed, once
everyone was familiar with the cases, by general discussion, discussion focused by the
trainer, group work or even worksheets prepared by the trainer. Again, the object of the
follow-up discussion or group work is to help the students to appreciate the challenges
inherent in the scenario and think through the various ways of approaching and solving them.
Another possibility is to provide the class with only part of the case study and to get members
of the class to act out a scenario. For example, a meeting where the archivist or records
manager had to convince other stakeholders of the need for a course of action or provision of
funding. The students should be asked to present the individual concerns and point of view of

the various protagonists. A variation on this approach is to give some of the details to the
class and get them to ask questions to get the full picture.
Case studies can provide the basis of individual or group assignments. The student or group
of students is given a case study and asked to write an analysis and any recommendations that
seem appropriate. If the students need help in getting started, a SWOT analysis can be very
effective — the trainer can provide a list of questions around the four elements (Strengths,
Weaknesses, Opportunities, and Threats), or the students can use the schema as a basis for
their own analysis.
In longer training courses it can be very effective to get students to develop their own case
studies. This allows students to apply their learning, try out their newly gained skills, learn
some more and demonstrate what they have learned. By, in effect in writing their own case,
students can:
 show that they are able to apply theory to realistic situations

 prove they can identify problems and challenges
 demonstrate their ability to review facts, assess stakeholder relationships and analyse
the ―big picture‖
 exercise their analytical, strategic, and problem solving skills
 offer a choice of options to approach a task or solve a problem
Further reading
There are four publications in the Managing Public Sector Records Training Programme
series which are particularly relevant to case study development and use in the archives and
records management sector. Details are as follows:
 Writing Case Studies: A Manual, Laura Millar (ICA/IRMT, 1999)

This slim but invaluable volume gives advice on how to write case studies, what kinds
of learning outcomes case studies can encourage and how to use case studies
effectively.
 The Management of Public Sector Records: Case Studies, Volumes 1–3 (ICA/IRMT,
1999)
These three volumes contain 34 case studies written by practitioners and educators
from all over the world. Most of the cases include notes for trainers on how to use the
case studies.
These publications are available in Word or Adobe Acrobat (PDF) format from the IRMT
Website, http://www.irmt.org.
Coursework
Coursework is a piece of work set for participants to be completed during the time the
training takes place. It can be a fairly substantial piece of work and if formal marks or grades
are being given, it will count towards the final results. If the training course is fairly short, the
coursework should be a shorter piece of work. If the training course is longer, it is possible to

set more detailed and challenging coursework. Of course, it may not be appropriate to set
coursework at all.
Setting coursework
When setting coursework it is important to be very clear about what participants are expected
to do. It is a good idea to provide them with written instructions which include:
 Learning outcomes or rationale behind the coursework

 A clear outline of what the participants should do, including methods and how they
should deliver the coursework (eg an essay, a presentation)
 Details of any resources, such as texts or on-line sources, that are useful or necessary
to complete the assignment
 Timetable giving milestones and final delivery date
 Scheme for marking or other feedback
It is a good idea to check with everyone in the class at some point during the course to make
sure they understand what they have to do and are making progress.
Examples of coursework
There are many different approaches to setting coursework. Here are some examples to
illustrate the methodology.
Action plans
One of the most effective types of training coursework is an action plan. This involves the
participants selecting a topic or project that they have been addressing at work - or plan to
tackle in the near future. The project should be related to the topics covered in the training
course. Participants are asked to research the problem and come up with an action plan that
they could implement when they get back to the office. The coursework can be delivered as a
written piece but in a shorter course the best way to see what participants have done is to get
them to produce a short presentation for the rest of the class.
This coursework will require the participants having access to a library of material or at least
the internet. Time can be alloted in the training course programme or it can be "homework"
for participants.
Essays
Most people are familiar with writing essays from their schooldays. However, many people
are not comfortable producing long texts of a theoretical nature so essays need to be used
carefully in the context of training. When setting essays as coursework it is very important to
be clear about the kind of information and detail you are seeking to get from the participants.
You will also need to think about how you are going to mark the essays so that you assess
each individual's work according to the same criteria. In the context of archives and records
management, essay writing is not as important a skill as writing reports and procedures so it
can be better to focus coursework on work assignments of the kind described below.

Reading and comprehension
A good option for coursework is to set some reading. The class can all have the same reading
or different groups or individuals can have different texts. You can also set more than one
text if comparison or a fuller picture of the topic is required. It can be helpful to set some
questions for the participants to consider while reading or to answer more formally when they
have finished. The coursework can be delivered as written answers to the questions or as a
group presentation or class discussion.
Desk research
Desk research is where the class is set an assignment to investigate a topic or issue. They may
be given some leads or they may be expected to base their investigations on reading lists or
presentations given during the course. This kind of coursework could be very tightly focused
with a "right answer" or it can be more general and used to develop the participants' own
interests or research skills. These are very valuable skills for archivists and records managers
so coursework like this is particularly effective.
Work assignments
Where the training is very practical and delivered primarily to participants who are in the
workplace, the most effective coursework emulates the types of documentation that is
required at work. The subject matter might focus on one or more of the topics covered in the
training but the delivery of the coursework is in the form of a report to management, a
presentation to colleagues, a specification for a software company or other workplace
product.
Giving feedback on coursework

It is very important to give feedback on coursework. Participants will have taken their
assignments very seriously and will expect some indication of the quality of their work —
even if the course is not formally evaluated. Here are some ways of structuring your feedback
to participants:
 If the participant is delivering the coursework as a presentation pay close attention to

the content of their piece. It can be good to map out in advance what you might expect
to be present in the presentation (often you will be able to use the written instructions
for the coursework as a basis for this). Your feedback can be written but for
presentations it is good just to do it verbally then and there. Detail for the participant
where they have covered things well and where they have left things out. If the work
involves problem solving or lateral thinking, analyse not just the solution offered but
the process or methodology involved and mention that briefly in your feedback.
Comment also on style of delivery as appropriate.
 With more formal coursework that counts towards overall grades and marks it is
important to develop a marking scheme. Think about what knowledge or expertise
you want the participant to demonstrate. Make a list to check off the important points
that have to be present as evidence that the student has grasped the subject. Work out
what embellishments or aspects of the work might lift it out of average to good or
excellent. This kind of coursework may well require a second marker.

When giving feedback it is important to develop a style which is honest, critical but positive
and encouraging. If you are not able to identify and point up weaknesses as well as strengths,
the participants will not learn from their own mistakes, one of the most effective ways of
learning. On the other hand if you seem to be too critical and harsh, participants may become
discouraged.
Distance learning
What is distance learning?
Distance learning (also referred to as distance education) is training delivered to students or
participants who do not gather together regularly in the same place to receive it in person
from the trainer. Essentially detailed materials and instructions are sent or made available to
students who carry out tasks which are in turn evaluated by the trainer. In fact the teacher and
learners may be separated not only geographically but also in time.
Why is distance learning used?

Distance learning allows students to take classes whenever and where ever they are. It allows
them to fit their learning and education around other responsibilities and commitments such
as family and work. It also gives students, who would not otherwise be able to learn because
of time, distance or financial difficulties, the opportunity to participate. It also has the
potential to make less commonly taught subjects available to more learners.
Pros and cons of distance learning

Distance learning can be very effective, especially for more mature learners who have strong
motives for wanting to succeed and are happy to be in charge of their own learning. However,
successful Distance Learning packages, cutting out the relentless timetable of face-to-face
learning are nonetheless not an easy option for either learner or trainer. Here are some of the
pros and cons:
Advantages Disadvantages
 Time and work associated with delivering
 Easy logistics — all you need is distance learning exceeds that of face-to-
good communications face training
 Lack of overheads such as  Administrative support for distance
classroom and teaching staff learning may need to cater to greater
 Students are in control of when number of students
they learn and at what pace  Some students find learning at a distance
 It can be more affordable/possible isolating
because students can fit study  The lack of structure and need for high
around work level of motivation/initiative can be
challenging for students

How is distance learning delivered?

Distance learning can be delivered using a variety of techniques and technologies. E-learning
is probably the most expensive and cutting edge form of distance learning but there are other
ways of delivering training at a distance that have been used successfully for many years.
Methods of delivery include:
 E-learning: delivered using computers utilising internet technology and programming

which allows the student to interact with the learning materials via chat rooms, notice
boards, video conferencing, etc. Some examples of this can be found at:
http://www.archive-skills.com/links/links10.php
 Television programming: involves a series of television programmes which are
designed to convey the techniques and theory. These could be broadcast via cable or
terrestrial channels or provided on video tape or DVD. For many years the Open
University in the UK used this technique.
 Written materials: sometimes called correspondence courses, this is textual matter
written specifically for the distance learning course, for example a workbook
involving exercises and tasks, which the participants work through at their own speed.
What is different about distance learning?

Distance learning requires a different approach in terms of course planning, design, delivery
and communications. Learners will need to be self-motivated to begin with and to develop
persistence and skills in self-directing work. Trainers and teachers will develop and use new
training methodologies and styles, departing from straight instruction to managing learning
strategies, supporting students, facilitating debate at a distance and disseminating information
and views. Some of the elements of facilitated and individual learning are present in distance
learning.
How to write distance learning materials

When developing textual materials for Distance Learning it is important that they are written
in a way that engages the learner. Some tips are:
 Keep your writing simple, direct and clear

 Provide definitions for any new words or terminology used
 Use an informal and accessible style
 Provide clear learning outcomes for each unit/module
 Map a path for the learner in your introduction with learning outcomes so they know
where they are and where they are going
 Repeat concepts, ideas and theories several times if possible
 Intersperse activities and self assessment exercises all the way through with
something more significant at the end.
 Build up knowledge and understanding over several exercises
 Use relevant examples and case studies wherever possible
Success factors

There are some critical success factors for distance learning:
1. The trainer needs to be enthusiastic and committed

2. The team should include good administrative support and, depending in the type of
materials and delivery methods used, a good design and production staff
3. The teaching materials must be properly planned so they are tested and ready in time.
Most of the work occurs before the material reaches the students
4. There must be facilitation and encouragement of learner interaction with both trainer
and other learners
5. The trainer needs to keep in regular contact with all the students
6. Competent use of any technology used is a prerequisite. It should be fully tested and
explained to the students so they are familiar and comfortable with it
7. Communication and technical problems should be dealt with as they arise
8. Trainers need to use a variety of methods for interaction and feedback (eg one-on-one
and conference calls, snail-mails, e-mail, video and computer conferencing)
9. Students could keep a diary of their views on progress and course content which they
submit or share in some way at frequent intervals
10. It is crucial to have a residential course at least once, preferably at the beginning to
help learners settle into the distance learning routine and to give some direction on
study techniques
Class activities
Class activities break up the programme and help to retain class concentration and interest.
They can also reinforce learning or substitute lectures or presentations as a way to get content
information across.
Types of activity
There are many different kinds of activity that work well in training. Some examples are also
given in the section, Selection. The list below is not intended to be exhaustive and as your
training skills develop you will begin to find inspiration in your own professional
development experience, reading material and even general leisure activity which can be
turned into an interesting or useful classroom activity.
1. Introductions and ice-breakers: used at the beginning of the course, before the
specific subject matter begins, to get the class involved in the training. It is
particularly valuable where the trainer has had little information about the participants
beforehand or the participants themselves have come from different organisations and
do not know each other. Introductions can be short and simple or involve participants
giving detailed information about their background and learning goals or even
introducing their neighbour (after a short "interview"). An ice breaker is an activity
where the class is encouraged to participate and begin to get to know each other and
the trainer(s). This does not have to be a complex exercise and can be as simple as a
group brainstorm to establish knowledge of basic principles or terminology that will
be explored/used in the course.
2. Individual work: this is where each participant is given something to work on on
their own, perhaps a quiz or a presentation based on their own experience or a piece

of research on a step or portion of a project or process that will feed into the work of
the whole class.
3. Group exercises: these are exercises designed to get participants to work as a team.
The subject matter may be more challenging than that for individual work, as the
group can pool its knowledge, experience and problem-solving skills.
4. Brainstorming sessions: according to the "purists" brainstorming sessions have quite
rigid rules such as permitting no detailed arguing or discussion and focusing on
random and spontaneous thoughts stimulated by the group. In the classroom a more
gentle form of brainstorming can be used to problem solve or to capitalise on existing
knowledge to replace a lecture that just tells most participants what they already
know.
5. Facilitated discussion: this is where the trainer leads a discussion on a given topic,
keeping in mind a checklist of issues that should be covered.
6. Workshops: workshops are usually a more substantial piece of groupwork taking an
appropriate amount of time, for example each group may be asked to map out part of
a disaster plan. The group is given an issue to consider and discuss or a problem to
solve and expected to develop the content or information required to complete the
task.
Developing and setting class activities takes careful thought and preparation. Here are some
tips:
 Work out what you want the class to do and whether they should do it individually or
in groups
 Write an overhead or handout that explains what the class is to do and how
 Prepare any additional handouts they might need to do the task (eg reading matter)
 Be clear about the time allowed for work and the time needed for feedback.
 Remember to include writing time if the feedback is to involve mini presentations
 Be available to answer questions and circulate to each group / individual during the
activity in case any individual or group needs help
 Give comments and feedback
Facilitated learning
What is facilitated learning?
Facilitated learning is where the students are encouraged to take more control of their
learning process. The trainer's role becomes that of a facilitator and organiser providing
resources and support to learners. In turn the participants learn with and from each other as
they identify and implement solutions to challenges, problems or other developmental issues.
They might also set their own objectives and be responsible for learning assessment.
The technique is used most frequently in university education and more formal study. It is
probably not a methodology that trainers in the archive field will be able to use exclusively,
but it offers some techniques and approaches that can be incorporated into training courses
that run over several days. For example having participants work independently to develop an
action plan, related to the course content but tailored to their needs.

In contrast to individual learning where the trainer becomes very involved and responsive to
each participant's individual needs, with facilitated learning the trainer supports and
facilitates the participants who develop and shape their own learning goals and achievements.
Advantages and disadvantages of facilitated learning

Facilitated learning is based on the premise that the more responsibility a student takes for
his/her own learning, the more effective the training or education will be. The advantages are:
 Learners use skills like synthesis and analysis

 The learner is actively involved
 Learners interact with and learn from each other
 There is no need for large amounts of learning materials
 Learners can work in an environment similar to that of the real world
 A variety of learning methods are used
There are some disadvantages:
 Facilitated learning can be — or be seen to be — more expensive

 The pace of instruction is based on the group rather than the individual learner
 The teacher’s role is not clearly defined
 There is a need for extra facilities to allow for group work etc
 The learning is relatively time consuming in proportion to the amount of material
covered
 Facilitated learning is not appropriate in some cultural contexts
Delivery of facilitated learning

As already noted, the teacher’s role in facilitated learning is to create and manage
collaborative learning experiences, or group learning in which exchanges between instructors
and learners and among learners occur over a period of time.
Facilitated courses and learning experiences usually take place over a series of weeks and
may include:
 On-demand tutorials, presentations, and keynote addresses

 Online or face-to-face group discussions and exchanges
 Handouts, readings, and links to relevant Websites
 File and link sharing
 Surveys and polls
 Virtual real-time or physical classroom sessions, lectures, seminars
 Brainstorming sessions (virtual or face-to-face)
 Group activities such as role play and games
 Field trips
 Projects and case studies
Facilitated learning in its purist form is likely to occur in a well-resourced environment with
participants who are highly motivated and pro-active. Most training environments are
unlikely to be able to offer the necessary conditions. However, elements of facilitated

learning can be combined effectively with other styles of training to provide many of the
benefits inherent in the methodology.
Individual learning
Individual learning is training that is individualised to take into consideration the differences
between learners. It is most appropriately used in a one-to-one situation, such as training
successors or team members in the workplace. Unlike facilitated learning where the trainer
takes a more passive role, with individual learning the trainer needs to consider and cater for
the needs of individual participants for example:
 Rates of learning and learning style

 Attitude
 Maturity
 Interests which effect the level of learning
 Motivation
 Learning environment
It doesn’t necessarily mean learners are at home — they can be in a classroom and still work
through things at their own pace.
The main types of individual learning are:
 Distance learning
 Resource-based learning
 Computer-based training
 Directed private study
The advantages are:
 Many learner differences can be taken into account

 Learners can work at their own pace at the time most convenient to them
 Different learning styles can be accommodated
 It is cost-effective for large number of learners
 Learners are more in control of how and what they learn
 It is active not passive learning
There are some disadvantages:
 There is a long lead time to prepare materials

 Learner motivation can be hard to maintain
 The trainer’s role needs to change
This kind of training is probably most appropriate when the trainer is providing on-the-job
training for one or a small number of colleagues. It is a good idea to link the training to
practical exercises based on the working need — for example, planning a record survey,
drawing up appraisal guidelines etc. It can also be very effective to provide this kind of
training as a follow-up to face-to-face training.

Methods of delivery
Presentations and lectures
A lecture is delivered to a large number of learners by a teacher (usually in person, but can be
by broadcast, video or film). A conventional lecture would be 50–55 minutes of uninterrupted
discourse from the teacher with no discussion, the only learner activity being listening and
note-taking. Lectures will not necessarily include visual aids. Presentations follow a similar
pattern but are more likely to happen outside formal education for example in the workplace.
Presentations might be shorter and would definitely include visual aids — possibly of a high-
tech nature.
There are many advantages to using presentations and lectures as a delivery method for
training. Although the disadvantages are fewer, it is important to acknowledge them and to
take measures to minimise them as they are significant and can undermine the learning
experience.
Advantages Disadvantages
 Up-to-date info can be given quickly
and simultaneously
 Learners quickly get overview of
subject  Doesn’t allow for different learning
 Learners can be stimulated by good abilities or speeds
lecturer  Passive
 Familiar form of delivery  Time and location controlled by the
 Cost-effective teacher
 Easy logistics  Is often perceived as ―boring‖ by
 Lends itself to use of acknowledged learners
expert in the field
 Content can be controlled
 Pace of delivery can be controlled
There has been a lot of research carried out on learning experiences which sheds light on the
appropriateness and value of presentations and lectures as a delivery technique. When
preparing your presentation it is good to bear in mind the following:
 The brain has an average attention span of 10 minutes unless the trainer does
something to stimulate attention, e.g. ask a question, show a slide, change the pace
 When a message is given once, the brain remembers only 10 per cent a year later —
when the message is repeated six times, recall rises to 90 per cent
 The brain is more likely to remember the beginning and end of events
 Recall is high when mnemonics or analogy is used
 Recall falls rapidly after 24 hours without review
 The brain prefers rounded diagrams and figures to square
 The brain prefers colour to black and white
 The brain remembers unusual things very well

Tips for delivering effective presentations and lectures

There are some people who are natural speakers. They can speak without preparation,
without notes, without visual aids and put together a presentation on their chosen or accepted
subject that will impress, inform and captivate their audience. In so doing they might violate
all the tips and guidance offered in this section but they will nevertheless be gifted trainers.
Most of us need to develop and practice our speaking and presentation skills and following
the guidance below will assist in preparing and delivering an effective and professional
presentation or lecture. Some of the tips will also be relevant to other kinds of delivery
methods.
Introduction
 Say whether the learners may ask questions

 Tell them whether and when to take notes
 Tell them about the handouts
 Outline your presentation
Find out about your participants’ existing knowledge
This is also a good way to ―warm up‖ the class.
 Ask the class questions

 Give them a (brief) written test or quiz
 Find out what they have done before
Organise your information well
 Make sure you know enough about the subject to be able to respond to searching
questions which are not part of your presentation
 Your lecture/presentation should have a beginning, a middle and an end or follow
some other logical structure
 Remember you might need to re-orient your learners half way through
 Explain how the presentation fits into the overall training
 Relate your session to previous and subsequent elements of the training
Relate to learners
 Place subject in context

 Identify with something they will find useful
 Use analogies
 Use illustrations and diagrams to help clarity
 Use examples which will make the topic interesting for learners
Language
 Use plain and simple language

 Use words that the learners know
 Write up definitions for complex terms or provide a glossary handout

 Explain abbreviations
 Avoid jargon and unnecessary repetition (but remember to reinforce important points)
Body language
 Be sure to make eye contact with the class without focusing too much on any one
individual
 Remember to smile and look confident
 Avoid excessive gesturing which can be distracting
 Find a comfortable posture so that you stand balanced and relaxed
Voice
 Use voice tone and pitch to avoid monotony

 Pace yourself slowly enough to be clear — you will need to speak much more slowly
than your usual talking speed
 Pause to allow time for words to be digested
Clothing
 Wear clothes that make you feel confident and comfortable

 Aim to wear clothes that will not alienate your audience — if in doubt it is best to be
smarter
 If ―lucky‖ ties and ear-rings help boost your confidence, wear them
 Remember loud or inappropriate clothes can distract your audience
General tips
 Know your subject

 Keep to your time (practice delivering the presentation to be sure that the timing is
right)
 Be honest — even if it means admitting you don’t know the answer
 Be enthusiastic
 Be yourself
At the end
 Summarise content and/or review main points

 Refer to bibliography and further reading as appropriate
 Allow time for questions
Visual aids
The most common technique for making lectures and presentations more interesting and
effective is the use of visual aids. Lecturing can be a boring and therefore ineffectual way
of delivering learning. Visual aids are used in presentations and lectures to illustrate the
subject, they can help to break up the monotony, providing a visual stimulant to reinforce
what the learners are listening to. The most common forms of visual aids are:

 Overheads (also know as OHPs, slides or transparencies)

 Photographic slides
 Powerpoint presentations
 Objects, pictures or documentation which is handed around the class but which do not
constitute a handout
More detail on developing effective visual aids is given in the Teaching aids section.
How are presenters and lecturers assessed by the

audience?
Making presentations and delivering lectures can be a very daunting experience, particularly
as most of us have been on the receiving end of speeches in the past. It can be helpful to
remember how we might be judged or received by our audience. There are three main areas
on which a speaker’s competence may be judged:
1. Knowledge: technical competence and practical experience

2. Design and delivery: the ―performance‖, including: voice control; eye contact; body
language; audio-visual use and support; facilitating discussion; making learning fun
3. Enthusiasm: interest in the subject; listening skills; ability to answer questions
How to make lectures and presentations more interactive

Lectures can be the best way to get a lot of factual information over to a large group of
people. However, they do not have to involve lengthy periods of monologue from the speaker
as there are ways of breaking up the delivery to add variety and interest. Here are some
suggestions:
 Interrupt the lecture with questions to the class

 String together a set of mini lectures and class activities
 Buzz groups — set a specific question and ask the learners to discuss it in pairs
 Provide partial handouts to be filled in by the class during the lecture
 Give the class a short piece of relevant reading
 Give the class quiet time (time to think: ask learners to read their notes, think about a
problem, or summarise an idea in their heads)
Handouts
A handout is a hard copy text which supports, expands on, organises or otherwise provides
follow up to the training. It is usually very important to the participants to receive handouts.
The handout is a very powerful training tool because, when it is well conceived and designed,
it provides reinforcement of the information transmitted during the training session and it
remains with the participant for a long time.
When developing handouts for training it is best to think about how they might be used after
the training is over. Your handouts will be very successful if your participants can use them:

 To remember what they have learned

 To extend their knowledge further by reading material not covered in the course
 As a basis for their work
 In cascading learning to their colleagues
Reasons for giving handouts

The main reasons for giving handouts are:
 To support the presentation or workshop

 To supplement the presentation or workshop
 To give learners something to go away with and read later
 To underpin the structure of the course
 To give general information on the course
 To organise a workshop or exercise
 To reinforce learning
 As preparation for the next lecture or workshop
Types of handouts
Presentation or lecture transcripts
This is a verbatim transcript of the speaker’s words. It is rare for an experienced speaker to
read a script, but they may have produced something for publication which is based on a
frequently delivered lecture
Background notes
Background notes might be used in conjunction with a range of training delivery methods.
They are comprehensive and detailed notes on the subject which can be used by the class to
inform exercises and workshops or to supplement a lecture when there is not sufficient time
to cover everything.
A set of the OHP transparencies or the PowerPoint presentation print-out
This is a very quick and easy handout to produce, especially if no handout has been planned
in advance. However, this type of handout can tend to have little value to anyone who has not
been present at the lecture.
An outline of the presentation
An outline of what is to be covered in the lecture can help participants to orient themselves
during the session. It can also be the basis of a partial handout which involves participants in
filling in the detail with their own notes.
The course outline

Course outlines are appropriate when the training lasts for more than a day or two. It informs
participants about what subjects will be covered each day.
Bibliography
A bibliography provides the class with a list of useful publications for background or more
detailed information on the topics covered in the training. A good bibliography will be well
organised into sections and provide full information about authors, publishers and dates of
publication. If there is time to annotate the bibliography it will really help your participants in
deciding how to focus their reading.
Webliography
A webliography is a list of URLs or Websites which are relevant to the subject of the
training. Although it is possible to produce a hard copy of a webliography, it can be more
useful as a floppy disk or CD, since typing in URLs from a handout can be time-consuming
and lead to errors. As with bibliographies, webliographies need to be well-organised and it is
very useful to annotate them. Websites are much more dynamic than hard copy publications
so, whilst this is a real strength, allowing your participants to have access to really up-to-the-
minute information, it also means that they may change or disappear altogether. It is vital that
you check your webliography regularly to ensure you are handing out accurate information.
Glossary
A glossary is a list of terms with definitions that are particular to a given subject or area of
expertise. It is usually organised alphabetically and may cross-reference or self-reference
where synonyms or wider terms and narrower terms are included. Although there are
published glossaries, it can be very useful to develop your own as a common reference so that
your class know what you mean when you use specialist terms.
Bio-sketch of trainers and speakers
Bio-sketches of trainers and speakers provide participants with information about the
experience and expertise of the people delivering their training. This can help the class to
frame more pertinent questions and to take full advantage of the expertise of the trainers.
List of participants
Most individuals like to receive a list of their fellow class members. Such lists are usually
organised in alphabetical order by surname and at the least contain first and surname and
employer / organisation details. Depending on the agreement of the class they can also
contain contact details.
Programme or timetable
As with course outlines, programmes or timetables of the training inform participants about
what subjects will be covered during the training. They are typically provided as part of the
training publicity or at least as pre-course materials but it can be useful to include them as a
handout in case participants have forgotten to bring them along.

Diagrams
Diagrams can provide useful illustrations of, or aides-mémoire to the subject matter of a
training session. Sometimes part of the learning process may depend upon the class copying
the diagram but often it is more effective to provide the class with a copy.
Exercise, workshop or discussion outline
An exercise outline provides written instructions for the exercise, explaining what the trainer
wants the class to do or discuss and produce by way of feedback. It means the individual
members of the group can refer to these to clarify their understanding of oral instructions.
The handout can also provide space for the group to write notes for themselves and to use as
a basis for their responses to the class as a whole.
Incomplete handouts
Incomplete handouts are notes which provide guidance or direction for participants to fill in
details of what they are learning in class — either during a presentation, as an exercise, on
return to the workplace or as preparation for training. It can be useful to provide full notes at
a later date.
Useful articles
Published articles which support or supplement the training session can be very useful
handouts which don’t require a lot of work from the trainer. However, be sure to explain why
you are giving it out and make sure you are not infringing copyright.
Examples of documentation covered by the presentation
This type of handout consists of copies of documents or sample documents which are
relevant to the subject under discussion. Case studies and presentations on procedures and
practice particularly lend themselves to this kind of material, such as examples of policies.
Quick quizzes and worksheets
Quiz sheets and other types of worksheets are handouts which can support, preempt or
supplement a lecture or even the whole course. They can be used as an exercise, as a means
for participants to evaluate their own knowledge before and after the training session. As with
partial handouts, it can be helpful to provide an answer sheet after the exercise.
When to pass around handouts

It is important to distribute the handout at an appropriate time. If the handout is just bullet
point headings and intended for the participants to add their own notes, it needs to be handed
out at the beginning. If it is detailed notes it may depend on the type of class whether it
should go out at the beginning or the end. If the handout is more interesting than the
presentation you may lose the class by handing it out in advance. On the other hand, it may
be that some of the participants find it easier to follow by reading along with the handout. If it

is to be distributed at the end, you will want to tell the class that the detailed handout is to
come and they can sit back and enjoy the presentation without needing to take copious notes.
Other kinds of handouts are appropriate for the very beginning of longer training courses —
for example the trainer bio-sketch and the programme. With exercises, group work,
workshops and even facilitated discussion a handout can help the groups or individuals to get
started by succinctly explaining what they are expected to do and giving space to make notes
on their responses.
It is important to think through how many handouts you have, when they will be given to
participants and how they fit together. It can be helpful to give the class a binder in which
they can collect and store their handouts.
Teaching aids
There are many different ways in which a trainer can make the learning experience more
interesting and memorable for learners. One technique is to use teaching aids. These are
things used in the classroom to aid teaching and training. They fall into two main categories:
visual aids such as overheads; and interactive tools such as a video programme or resource
pack. It is good to bear in mind that too much material and too many different themes can
serve to confuse the class. It is best to stick to a few techniques and, perhaps, follow one
theme, example or case study.
Visual aids
Visual aids are visual representations which support presentations in the form of text,
cartoons, graphs, illustrations, photographs. These can be OHP transparencies, handouts,
flipcharts, posters, objects etc. They help to break up the monotony, providing a visual
stimulant to reinforce what the learners are hearing.
The three main techniques for this use projection onto a large screen that everyone in the
class can see. The oldest is using a photographic slide projector. The more modern and
flexible overhead projector enables presenters to design their own text as well as pictorial
illustrations. The most high-tech version is the use of a data projector, a computer and
presentation software such as Microsoft PowerPoint.
When selecting your visual aid technology be aware of your audience’s expectations.
Photographic slide presentations are probably only suitable in specialised subject areas such
as preservation and conservation.
With overhead projection the look of the presentation can be very professional as well as
allowing individual tailoring that may keep the audience’s attention. Certain audiences may
expect presentation software but this option can be perceived as ―flashy‖ and is often very
similar visually to every other speakers’ presentations which can make it monotonous.
Photographic slides

Depending on the subject matter of your presentation, it may be appropriate to use photo
transparencies. These need special equipment — a projector and a carousel, usually with a
trigger mechanism to allow you to move to the next slide. The slides are loaded into the
carousel, the first slide is projected at the appropriate time and the rest in sequence either
manually by an operator (who may or may not be the presenter) or automatically by the
speaker with a remote control. As with any visual aid relying on technology, it is vital to
make sure the equipment is working before the presentation begins. Depending on how
reliable your computer technology is, it may be more efficient to scan the slides and
incorporate them into a PowerPoint or similar presentation.
Overheads
Overheads are also known as OHPs, slides and transparencies. They are pictures or writing
printed, written or drawn onto a sheet of acetate. This can be placed on the bed of an
overhead projector and via light and magnification technology an image is projected onto a
white wall or screen.
OHPs can be a very robust and resilient form of visual aid as the technology is cheaper, less
prone to break-down and glitches than computer technology, and as you can write on blank
transparencies, can be very responsive to classroom needs as when the trainer wants to
elaborate on something or groups want a visual aid to feed back to class. They are also more
flexible as you can change the order, and add or drop slides during a presentation according
to need.
You should always test the equipment before you start your presentation. The focus may need
adjusting, or the position of the projector or the screen. You should also assess the best place
to stand so that everyone can see both you and the screen.
There are some helpful rules to follow when developing and using overheads to support your
lectures and presentations:
 Don’t have too much information on a slide

 Use a large font size (ideally at least 20pt), and a font that is easy to read
 Using pictures, cartoons, your own illustrations, photos and diagrams is good as it
breaks up the monotony of reading and listening. They can also be amusing. If you
can’t find anything else, clip art is a useful resource
 Studies show that participants pay more attention to colour overheads
 Time your overheads well — if the class is copying you need to leave them up long
enough
 Don’t click swiftly through your overheads like a photo slide show
 Don’t be afraid to elaborate while the OHP is up
 If there is a pause without an OHP to show, switch off machine as the blank screen is
annoying and the noise of the fan can be distracting
 Try not to turn to the screen to indicate detail on the projected image, use a pointer on
the OHP itself and face your audience
 Try to ensure that the OHP projector is situated where you can use it without blocking
the audience’s view
Presentation software

Presentation software is a special computer programme which allows you to design a format,
draft text and include illustrations which can then be projected and magnified onto a screen
for the class to watch while the speaker makes his/her presentation. The equipment
configuration varies but usually there is a desktop computer or laptop linked to a data
projector. There can sometimes be issues of compatibility with the computer equipment if the
laptop is a different age from the projector, for example. It is important to test the equipment
before starting the presentation. Although when first beginning to use powerpoint the
technical expertise required to connect the equipment and bring up the image can seem rather
beyond you, after a while you get to understand the tricks to set yourself up and to solve
problems.
The software will also generate a variety of documents that can be used as handouts or as the
basis for annotated speakers notes. It is advisable to attend training to learn how to develop
computerised presentations. The training will cover how to design the layout, select fonts,
insert illustrations, draft text and specify the speed and delivery of the text on the screen.
When developing presentations you can select from a broad range of backgrounds, fonts,
styles and formats. The software, particularly Microsoft PowerPoint, provides some of these
and you can also customise to use company logos or personal favourite clip art, etc. Unless
you have access to designer input, it is best to keep computer-based presentations as simple
as possible. One big advantage of computer-based presentations over the other two
techniques is that you can change the presentation very easily and there is no need to change
a hard copy unless you are providing the software generated handouts.
Look at the tips provided for OHP design above for guidelines to help produce effective and
professional presentations.
Objects, pictures or documentation which are handed around the class but
which do not constitute a handout
It can be useful to circulate objects around the class to illustrate a point the speaker is making.
Examples of this technique are:
 Mouldy records (sealed in a plastic bag) in a preservation management class

 An old hard drive in a digital records management class
A similar technique is to circulate examples of documentation when either there is either too
much or it is inappropriate to make copies for everyone. Photos, catalogues and books also
lend themselves to this treatment.
Remember that individuals will be focusing on the circulated item at different times and may
miss some of the accompanying lecture — it can be more effective to leave them out for
students to examine during a break.
Other teaching aids

There are many different types of teaching aids and it is possible that you will invent a few
unique kinds of your own. The examples given here are intended as an introduction rather
than an exhaustive list.

Resource packs and handbooks
A resource pack is a collection of documents which supports the teaching or training. It is

best to present them in a labelled folder. A handbook is also a collection of supporting
documents but the material is bound together in a book. They are both integrated and
comprehensive so that the learner has all the materials together. It differs from a set of
handouts in that the material is all given out at once, usually at the beginning of the training.
It may also contain information on subjects not covered in the classroom sessions.
Videos, DVDs and audio tapes
Videos, DVDs and audio tapes can be useful ways of reinforcing, introducing or filling in
detail on the subject being taught. These can be shown to the class as substitute for a lecture
or presentation and used exactly the same way with the participants free to take notes as they
choose. They can also be used more interactively as follows:
 they can be used in conjunction with an exercise sheet which requires the class to fill
in details from the visual/aural experience
 time is allowed for discussion before and/or after the showing
Document cleaning packs
A document cleaning pack containing a mask, rubber gloves, plastic eraser, paint brush,
duster etc. can be used to demonstrate simple document cleaning techniques.
Role-playing
Role-playing is where members of the class are given a part or character to play in a fictional
situation. This can be completely free-form where everyone can invent their view-point for
themselves. It can be more effective if the trainer devises a detailed script. The objective is
for the class to think about the subject in a real life situation and is particularly effective if
focused on areas of conflict within and between teams for example relationships between
archivists / records managers and IT specialists.
Examples of publications which can be used as teaching

aids
Chapter Three of Selected Essays in Electronic Recordkeeping in Australia, edited by Judith
Ellis (published by the Australian Society of Archivists, 2000), ―Imperatives for Effective
Recordkeeping a Two Act Play‖ by Helen Smith, is a very good example of a published role-
play which illustrates the dynamics between the various organisational interests and players
in corporate records management.
Preservation Management of Digital Materials, by Maggie Jones and Neil Beagrie

(published by Resource/LMA, UK, 2001) contains the ―decision tree for selection of digital
materials for long term selection‖ which can be used as the basis of a learning exercise to
help participants recognise and apply components in a digital preservation strategy.

The US National Institute for the Conservation of Cultural Property produced the
―Emergency Response and Salvage WheelTM‖ which can be used as the basis for an exercise
around the various prevention and response measure that organisations need to have in place
for disaster preparedness.
Assessment
Assessment is the process by which you and the class judge their existing knowledge and also
their increased skills and awareness of the training subject matter as a result of the course.
Pre-training assessment
It can be useful (but not always possible) to have participants fill out a questionnaire prior to
training which will give you as the trainer some background information on the class’
knowledge and experience in the field. This can also be helpful for participants in beginning
to prepare for the training.
The kind of questions to ask are:
1. Name
2. Grade
3. Current job
4. General responsibilities
5. How long in Records/Archives Management
6. Qualifications
7. Details of previous training courses attended
8. Why they are attending this training
9. What they hope to gain from this training
10. Any other comments
Participant self-assessment
Another useful form of assessment is participant self-assessment. This can be done in a
variety of ways. You might provide a more general questionnaire for participants to assess
how much they know about given topics to be tackled during the training. You can leave
space for them to return to it after the training and rate their increased knowledge. Another
approach is to begin the training with a set of questions or a quiz, allowing the class time to
answer the questions or examine the problems set. You can then go through it when they
have completed it and they can assess for themselves what they knew before and after.
Feedback on class exercises

During the course of the training it is likely that you will set the class some tasks to work on
on their own or in groups. It is very important that when the class reports back the trainer
gives considered and useful feedback. The participants have spent time on the activity, may
have been uncertain as to their ability to tackle the problem and will be looking for
reassurance, and tips for improvement from the trainer. Usually the class will feed back

orally, if they are in groups each group will have chosen a spokesperson. They may or may
not provide a visual aid such as a flipchart sheet. When listening to the presentation look for
the following:
 Has the group answered the question?

 Have they covered all aspects of the problem set?
 What was particularly strong in their presentation?
 What have they missed out or what could be better?
When the presentation is over, you might ask the class to give their views before adding your
own comments. It is extremely rare that you will find nothing to say and you should try to
spend an equal amount of time commenting on all presentations.
Assessment by trainers
Although formal assessment is rare in the kind of training addressed in this Pack, it may
occasionally be necessary to give detailed assessment on individual participants. If the
assessment is for every participant as part of an accredited course, you should follow any
guidelines given by the parent institution. In general it is advisable to develop some sort of
marking schema for written work or oral presentations and to read through or listen to and
assess each piece of work according to the same criteria. If the assessment is more informal,
be honest in your comments — note where the work is good and suggest improvement where
it is weak or there are gaps.
Evaluation
Evaluation is where the participants and trainers are required to judge the quality and success
of the training.
It is essential that the trainer receives feedback from participants on the effectiveness of the
course. It is also important for participants to have the possibility to raise concerns, make
suggestions and reflect on what they have learnt. Evaluation helps the trainer to refine and
improve the design, content and delivery on a regular basis.
General impressions in the training room

As you gain experience as a trainer you will be able to tell from the behaviour of your
participants and the group dynamics whether or not the training is effective. For example, if
the group is asking a lot of relevant questions, offering their own experiences and problems
and/or participating actively in the exercises and set tasks, this indicates that they are
enjoying the training — and therefore are probably finding it useful and relevant. Often
participants who feel they have benefited from the training will say something to the trainers
as they leave the room — even a mere thank you implies that the participant has appreciated
the experience!
Planning written participant evaluations

It is however important to collect more concrete and objective evidence about the training
which can be used to improve and plan future training events. You will want to gain
information on:
 The participants’ experience of the training including the various sessions, group
work, venue and facilities
 The participants’ assessment of the relevance of the training to them
 The effectiveness of the training in the participants’ experience
 The participants’ further training needs
 Whether the training has met any learning aims stated in the pre-course literature
Timing and length of evaluation
In developing your evaluation form you need to take into consideration the fact that most
participants will not wish to spend a long time filling it out. You should also decide whether a
shorter evaluation completed by most participants before they leave the room is of more
value over all than a more detailed one which participants take away and which a proportion
never return to you. For short courses it is best to give the evaluation out at the end of the day
so that it can be completed before participants leave. If the training course is spread over
several days it can be a good idea to ensure that the participants have the evaluation form at
the beginning of the course — and you could even give them time each day to complete a
relevant portion. Evaluations work better for longer courses than short ones; it is as if the
participants are prepared to spend a proportional amount of time on it.
What to include in the participant evaluation
Here is a checklist of the various aspects of the training to be included in the evaluation:
 Whether the course aims, learning objectives, etc. were met

 Specific questions about the relevance of each session: whether the information
conveyed was appropriate and adequate; whether it was delivered in an interesting or
engaging manner
 How participants received and benefited from any significant piece of course work
that was set
 Whether anything was missing from the training
 Quality and relevance of handouts
 Convenience of the venue
 Space afforded by the venue
 Temperature and air circulation in venue
 General impressions of venue (conducive to training, relaxed atmosphere, etc.)
 Quality of catering: on time, adequate, value for money
 If the participants have any further training requirements
It is up to you whether you decide the evaluation should be anonymous or not. Anonymity
will give your participants the freedom to be frank in their comments and judgements and in
any case usually the most positive evaluations are marked by the fact the participant has
chosen to sign their comments.
How to phrase questions to give qualitative responses

It is possible to develop evaluation forms which ask for more subjective and free-form
responses from participants, for example using open questions such as ―What did you think
of the session on archival description?‖. However, twenty responses to this question, each
potentially giving a unique variation, can be hard to render into a useful overall judgement on
the success of the session and what might be done to improve it. It is better to ask a clear
question and request a judgement based on a scale of one to five or six. An example of this
approach is given below:
Was the content useful and Was the content delivered in an

Session
adequate? interesting way?
Circle number which reflects your assessment
Introduction and First
1 2 3 4 5 1 2 3 4 5
Principles
KEY: 1. excellent; 2. good; 3. OK; 4. poor; 5. disappointing
Follow-up for participant evaluations

Whilst it is good practice to evaluate training, there is no point in wasting time collecting this
sort of evidence if you are not going to act on the results. If the evaluations are mainly
positive, there may not be much that you wish to change — although participant evaluations
can be positive yet include good ideas for changes in content or amplification of material
either in the sessions or handouts. You will need to exercise your own judgement about
minority negative evaluations. Perhaps the minority have valid criticisms which you can
address whilst maintaining the things that the majority have obviously appreciated. This is
where a combination of participant written evaluation and your own assessment of the
training experience is useful.
Trainer evaluation
It is also good practice for the trainer to evaluate the training. Even if you only take five
minutes to reflect on the participant evaluations and your own assessment of the way the
course has worked this can be used to adjust any future repeat of the training. If you have
been commissioned to deliver the training, or of you need to report on your training activity
you will want to put together a more structured breakdown of the course.
Here is a checklist of the various elements you might want to include in a report on a training
course:
 Administration: as this might have been managed by you or by another agency, it is

good to report on whether the administration of the course was effective. This could
include registration, advertising and pre-course information, housekeeping and
support at time of training delivery etc.
 Course aims and objectives: here you will want to repeat the aims and objectives
and report on how well they have been met both from your own assessment and from
the evidence of the participants’ evaluations
 Programme: you should include the programme as it was delivered (probably this is
better as an appendix), together with any relevant comments or explanation. You can
note here any changes you would make in future as a result of the various evaluations.

 Course content: you will want to spend some time here going over the course content
and commenting on how it worked on delivery together with the participants
comments. This will need to be both specific to individual sessions and cover how the
various session worked together as a whole.
 Guest speakers: if you have had guest speakers you will want to comment on their
performance (again from your own assessment and the participant evaluations) and
offer suggestions for change or improvement as appropriate.
 Class participants/composition: here you would detail the numbers, places of work,
general background and any other relevant information about the group you have
trained.
 Participation levels: most training demands some level of participation or attention.
You should note here your own impressions of how active the class has been.
 Participants’ evaluation: this is the most important bit of the report. Here you will
summarise the evaluations, perhaps giving a statistical breakdown, and comment (if
necessary or appropriate) on the returns.
 Any significant piece of course work: for longer courses you may have set a piece of
work for participants to complete before the end. You should describe it here and add
any relevant comment or assessment of your own.
 Handouts: again, the participants will have evaluated these but you should detail
what you provided and add your own assessment and comments.
 Venue and catering: although the participants will have commented on this, your
input is also useful — for example, you may not have had much choice in the venue
or caterers
 Equipment: participants may not have been asked to comment on this but for you and
the guest speakers the equipment and facilities in the training room are important.
Comment on them here.
Training definitions
assessment
The trainer’s — and sometimes the participants’ judgement of individual existing
knowledge and progress of those participating in the course.
brainstorming
Group exercise where participants call out ideas to solve a specific problem or plan a
particular project and the ideas are listed on a flip chart or whiteboard. Suggestions
can be called out in any order; no explanations, justifications or comments are needed.
break-out groups
Small groups which work on the same problem or different aspects of the same
problem at the same time. On completion of the task each group reports back to the
class so they can compare other groups’ ideas with their own and the trainer can give
feedback.
break-out rooms
Rooms where smaller groups of the class can work without disturbing or being
disturbed by others.
buzz groups
Informal short sessions where the students talk to the people next to them about a
given topic. Usually used to break up a lecture or presentation.
case study

Description of a real-life experience related to the field of study or training, used to

make points, raise issues or otherwise enhance the participants’ understanding and
learning experience. These are particularly useful when no practical experience is
possible within the course.
certificate
A piece of paper or light card which documents that a student has attended a training
course and/or records achievements in a course.
class activities
Activities where the students actively participate to solve a problem, plan a project,
etc. Serves to establish the students’ level of knowledge or reinforce learning.
course
A series of lectures, training sessions or days that comprise a discrete learning
package.
coursework
A piece of work set for participants to be completed during the time the training takes
place.
delivery
The act of transferring the whole of the training to the participants — this covers the
time in the classroom, not the design and preparation of the course.
distance learning
Learning where the trainer and the students are separated by distance and interact
primarily by post, computer (e-mail, bulletin boards, Websites, Usenet groups, etc.),
phone or a combination of these and other communication methods.
education
A systematic kind of instruction or intellectual and moral training designed to give
participants a broad and/or deep understanding of the topics covered. Usually
associated with children and young people.
evaluation
The participants’ — and sometimes trainers’ — assessment of the training course
covering all aspects from catering and accommodation to course content and
performance of the trainers.
experience
Knowledge or skill resulting from actual observation or practice of event or
technique.
expertise
Expert opinion, skill or knowledge in the field.
facilitated learning
Training characterized by students having a high degree of involvement in all aspects
of their learning. The teacher’s role is facilitator and organiser providing resources
and support. Participants learn with and from each other and set their own objectives.
facilitator
Person who facilitates or eases and enables discussions, groupwork, projects etc. May
chair or choreograph entire training course or programme.
handout
A hard copy text which supports, expands on, organises or otherwise provides follow
up to a presentation or course.
individual learning
Where learners plan and organise their own learning path, may be a mixture of
attending classes and studying alone.
knowledge

Theoretical or practical understanding of a subject or profession: an individual’s range

of information on a topic
learners
People who place themselves in a position to learn from any form of training or
education.
learning outcomes
Set of stated objectives that should be achieved as an outcome of the training.
lectures
Presentation delivered to a large number of learners by a teacher, usually 50–55
minutes of uninterrupted discourse from the teacher with no discussion, the only
learner activity being listening and note-taking.
on-the-job training
Very practical training designed to give working participants either the necessary
skills to carry out their job or to enhance their skills and knowledge to enable them to
advance in their careers.
participant
Student, learner or other attendee of a training course.
practitioner
Person who is actively practising their profession.
presentation
A focused talk, using visual aids, on a given subject to inform, instruct or persuade the
audience.
profiling participants/learners
The act of researching and assessing the constituency of possible learners for training
or education.
sessions
Discrete portion of a training programme dedicated to a delineated topic: can be a
lecture, exercise or any other type of delivery.
skills
Practiced ability or facility in doing something.
small group work
Tasks set by the trainer to be undertaken by the class divided into small groups. They
may all be given the same or different tasks to do.
speakers
People who train or teach by delivering lectures or presentations.
students
Learners, but more often associated with those attending university or a longer course
of study.
study
To investigate or acquire knowledge of a subject in depth.
SWOT analysis
Exercise to assess strengths, weaknesses, opportunities and threats offered by a
situation or object.
syndicates
See break-out groups
teach
To transfer knowledge in a theoretical way, usually in a formal environment such as
school or university.
teaching aids

Items used in the classroom to aid teaching and training. May be visual aids or
interactive tools.
teaching resources
Anything used by teachers and trainers to develop into their own materials to use
when delivering training, such as books, journals, Websites, bibliographies, databases,
equipment, etc.
techniques
Technical skills and methods to achieve a practical task.
theory
System of ideas and principles used to explain a practical occurrence or methodology.
train
To transfer knowledge and skills that enable participants to carry out their work; tends
to focus on job skills and awareness-raising.
training aids
See teaching aids
training materials
Lecture notes, exercises, lesson plans, etc. used by the trainer interacting with the
learner.
visual aids
Visual representations which support presentations in the form of words, cartoons,
graphs, illustrations, photographs. These can be OHP transparencies, computer-
generated projected images, handouts, flipcharts, posters, objects, etc.
Further reading
There are many resources which archival educators and trainers can draw on to get ideas for
the development of training materials and courses generally. Any experience of training, from
first aid, to health and safety, to practical session on new computer software and evening
courses and classes taken for pleasure can be used as an opportunity to re-examine one’s own
teaching and training techniques.
If you have access to the world wide web there are many sites that can be invaluable to
trainers. A search on the subject matter will yield research material for new training areas and
a search on techniques can also be very productive. It is also possible to find illustrations of
all sorts for visual aids and handouts.
Bibliography
We offer here a short reading list as an initial starting point for those who wish to develop
their teaching and training techniques more fully.
The Open Learning Handbook, Phil Race (Race, 1994)
Preparing to Teach, Graham Gibbs and Trevor Habeshaw (Cromwell Press, 1984)
52 Interesting Things to Do in Your Lectures, Graham Gibbs, Sue Habeshaw and Trevor
Habeshaw (Cromwell Press, 1995)

Planning a Course, Ian Forsyth, Alan Jolliffe and David Stevens (Kogan Page, 1995)
How to Make and Use Visual Aids, Nicola Harford and Nicola Baird (VSO Books, 1997)
Useful contacts
International Council on Archives
The International Council on Archives’ mission is the advancement of archives worldwide. In
pursuing the advancement of archives, ICA works for the protection and enhancement of the
memory of the world. The Website, http://www.ica.org/ has many useful pages for
archival educators and trainers, the publications page is particularly useful as it contains
standards and studies (research results and guidance on current issues for archives and
records management, prepared by ICA’s international professional committees and working
groups). These can be found at: http://www.ica.org/en/publications
The ICA’s address and contact details are:
Conseil international des Archives

60 rue des Francs-Bourgeois
75003 PARIS,France
Tel: (+33) 1 40 27 63 06
Fax: (+33) 1 42 72 20 65
E-mail: [email protected]
International Council on Archives: Section on Archival

Education and Training
This Section of the ICA aims to establish closer contacts among teachers of archival science
and to work towards the development of methodology and preparation of tools to assist them
in their teaching tasks and in their contributions to the development of the profession. The
Section’s Website can be visited at http://www.ica-sae.org/. It is the first place for
archival educators and trainers to look for news of conferences, publications and projects for
their field of expertise.
UNESCO Archives Portal

The UNESCO Archives Portal is another useful site for archival educators and trainers. The
Website, http://www.unesco.org/webworld/portal_archives/ , has online
access to the rather elderly but nonetheless still relevant RAMP studies covering basic
archives and records management issues.
The International Records Management Trust

The IRMT Works mainly in developing countries. The Website,

http://www.irmt.org/, is primarily of interest to archival educators because of the
training materials from the Managing Public Sector Records.
The IRMT’s address and contact details are:
Haines House, 6th floor

21 John Street
London WC1N 2BP
UK
Tel: +44 (0)20 7831 4101

Fax: +44 (0)20 7831 6303
ARMA International
ARMA International publishes a large number of publications which can be used both as
texts for students and as the raw material for developing teaching materials. They also offer
e-learning solutions which are a good way of learning about a modern way to deliver training
and education.
They can be contacted at:
13725 W. 109th Street, Suite 101

Lenexa, KS 66215
USA
Tel: (+1) (913) 341 3808

Fax: (+1) (913) 341 3742
Society of American Archivists

Like ARMA, SAA has a strong publishing section and produces many publications that are
useful for archival trainers and educators.
The Society can be contacted at:
527 South Wells St., 5th Floor

Chicago, IL 60607
USA
Tel: (+1) (312) 922 0140

Fax: (+1) (312) 347 1452
The Archive-Skills Consultancy

The Archive-Skills Consultancy is a commercial partnership specialising in archives and

records management work, including both projects which address a wide range of client
requirements in the field and training for clients in-house as well as an independent training
programme aimed at a wide range of participants in need of practical, fit for purpose and
affordable training. The TASC Website, http://www.archive-skills.com/, contains
info-bytes on a variety of key issues for archives and records management, extensive useful
links pages and a growing section on self-training opportunities and ideas.
The Archive-Skills Consultancy can be contacted at:
May Cottage
1 Fountayne Road
London N16 7EB
UK
Tel: (+44) (0)20 8806 8631

Fax: (+44) (0)20 75026522
Last updated: 31 March 2008

Training The Trainer

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Training The Trainer

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Training the Trainer Resource Pack

Margaret Crockett and Janet Foster

The Archives-Skills Consultancy

ICA Section on Archival Education & Training 2

ICA Section on Archival Education & Training 3

Assessment by trainers .................................................................................................... 44

ICA Section on Archival Education & Training 4

Introduction to the ICA/SAE Training the

ICA Section on Archival Education and Training

About the authors

How to use this Resource Pack

ICA Section on Archival Education & Training 5

Comments on the Pack

Checklist to assist in assessing and planning the training

ICA Section on Archival Education & Training 6

 What does the employing organisation want?

Venues and classrooms

ICA Section on Archival Education & Training 7

3. What size should the rooms be?

Factors which affect the participants’ comfort

ICA Section on Archival Education & Training 8

Breaks and catering

ICA Section on Archival Education & Training 9

2. Do you want a buffet meal?

3. Will you serve alcohol?

4. Will the food be hot or cold?

5. Will the food be light or heavy?

Aims, objectives and learning outcomes

―To present current methods of cataloguing and providing access to records.‖

ICA Section on Archival Education & Training 10

Writing learning outcomes

Tips for writing learning outcomes

Learning outcomes must be:

 Be clear and precise

Use words describing activities which can be observed such as:

Avoid words such as:

ICA Section on Archival Education & Training 11

An example of learning aims, objectives and outcomes

Provision of reference and user services

On completion of this course you will be able to:

ICA Section on Archival Education & Training 12

 Context and reason for reference services

Main subject Time

Written via mail

Written via Flip chart or

ICA Section on Archival Education & Training 13

 Is there space for break-out groups?

Budgeting and resources

A basic checklist of expenses associated with training is given below:

Additional expenses might include:

 OHP slides (these work out very expensive over time)

Finite expenses for Archives Training Day

Participant Numbers Dependent Expenses for Archives Training Day

Overall Budget for Archives Training Day

ICA Section on Archival Education & Training 15

How many participants should you have?

ICA Section on Archival Education & Training 16

Who are the participants?

Where are the participants from?