Working with training vendors can be a great way to enhance your employee training program and offer more value to your learners. However, it can also be challenging to find the right vendor, negotiate the best deal, and manage the relationship effectively. In this article, we will share some tips on how to work with training vendors and avoid common pitfalls.
Before you start looking for a training vendor, you need to have a clear idea of what you want to achieve with your training program, what skills and knowledge gaps you need to fill, and what budget and timeline you have. This will help you narrow down your options and communicate your expectations to potential vendors. You can also create a request for proposal (RFP) document that outlines your needs and criteria, and invite vendors to submit their proposals.
You should also consider the level of quality and expectations you have for the professionalism and refinement you want for the end content. A good training vendor should review your organization's core values and incorporate them in some way during the evaluation phase. If they do not, that typically is a red flag for me.
One way I found helpful is having your internal team's input through a training needs analysis (TNA). - What group requires training that will give the most positive impact to the business. - Do you get everyone trained or will it be better to send a smaller group that can expand skill and knowledge transfer to the rest of the team - What skill and knowledge needs addressing. Knowledge transfer and skill transfer to increase competency will have a very different approach. TNA should assist the training vendor to navigate where the pain points are and should be able to draw up an RFP.
Once you have a shortlist of vendors, you need to evaluate them based on their expertise, experience, reputation, and quality of service. You can check their portfolio, reviews, testimonials, references, and credentials to see how they have performed in similar projects and what value they can offer to your organization. You can also ask them to provide a sample or demo of their training content, delivery, and evaluation methods, and see how they align with your goals and standards.
An example that comes to mind immediately is an independent contractor I knew personally. This individual was handed a position as a personal tutor. The job entailed going into homes and tutoring students. The employee’s first client would be the child of a school principal who I worked with. I hired the person who was most suited for the job - going into homes and tutoring K – 12 children. The qualities that sealed the position were beyond academic; he also brought a rich history of work. Additionally, personality meant a lot. For roles working with young people and interacting with parents and others in the household, good character and cordiality goes a long way to help guarantee success.
After you have selected a vendor, you need to negotiate the contract terms and conditions with them. You need to make sure that the contract covers all the aspects of the project, such as the scope, deliverables, timeline, payment, ownership, warranties, support, and termination clauses. You also need to clarify the roles and responsibilities of both parties, the communication and feedback channels, the quality assurance and evaluation processes, and the contingency plans in case of any issues or changes.
Working with a training vendor is not a one-time transaction, but an ongoing relationship that requires trust, collaboration, and communication. You need to establish a regular contact with your vendor, monitor their progress and performance, provide constructive feedback and guidance, and resolve any problems or conflicts that may arise. You also need to recognize their achievements and contributions, and appreciate their efforts and expertise.
The final step of working with a training vendor is to evaluate the outcomes of the training project and measure its impact on your organization and learners. You need to collect and analyze data on the quality, effectiveness, and satisfaction of the training content, delivery, and evaluation methods, as well as the learning outcomes, retention, and behavior change of the learners. You also need to compare the results with your initial goals and expectations, and identify the strengths, weaknesses, opportunities, and challenges of the project.
Working with a training vendor is also a learning opportunity for you and your organization. You can use the feedback and data from the evaluation to learn from your experience and improve your future training projects. You can also share your insights and best practices with your vendor, and seek their suggestions and recommendations for further improvement. By doing so, you can build a long-term partnership with your vendor, and leverage their expertise and resources to enhance your employee training program.