How to Build Effective Relations with Training Instructors

When we search for a candidate for an open position within the company, we exert significant effort to attract them. We provide a lot of information about the company, its values, and its vision. Furthermore, we offer a social package, growth opportunities, a competitive salary, etc. Have you considered applying the similar approach when looking for a Training Instructor?

After conversation with various Training Instructors, I discovered that the challenges they encounter while working with the L&D organization are quite similar. This insight inspired me to write an article focusing on key points that I believe are crucial to establishing trust and effective relations with Training Instructors.

When trust is present, open communication is possible, allowing Instructors to tailor their training more effectively to support both employee and company growth.

At the end of this article, you will find a checklist.

Let's go!

Let's imagine the following scenario: The company faced a challenge, and the L&D organization did a training needs analysis and decided to go with instructor-led training. Within the company, lacking the necessary expertise/capacity, L&D decided to search for a Training Instructor in the market.

I think some Training Instructors might say that even 6 weeks is too late, and they could be right. When it comes to creating custom training, preparation might take even longer.

From practical experience, 6 weeks is sufficient if the Training Instructor already has a solution in place and only needs to make some additional adjustments.

However, let's try to avoid situations where we contact a Training Instructor for training as if we needed it yesterday. No one benefits from that rush.

This is the first step to build effective relations.

You've found several instructors. What's next?

After signing the NDA, it's important to prepare and share all necessary information before the initial meeting with the Training Instructor. This includes outlining the problem, goal, identifying the target audience, and clarifying the expected outcomes. Providing cases would be greatly appreciated by the Instructors.

The reason for this advice is simple: while you can discuss all this in the kickoff meeting, a truly dedicated Instructor will likely ask about these details anyway. Skipping this step could end up wasting time.

Imagine having kickoff meetings with 5 different Instructors and repeating the same information to each one. By sharing all the information upfront, you can save time and possibly filter out Instructors based on their fees, proposed agendas, availability, and other factors.

Below is a response from one of the Training Instructors who has worked with us.

"Wow, OK, I will be honest - I rarely get this much detail without meeting with someone! This is definitely enough for me to prepare a programm."

By implementing this, you will help the Training Instructor save a lot of time and avoid playing the Imaginarium game.

I'll be honest, I didn't do this in the past, and it was my mistake. Arranging a meeting between the Training Instructor and Key Stakeholder provides an opportunity for them to communicate in the same language.

Surprisingly, this can lead to the discovery of new, potentially critical information. The Training Instructor can ask questions, helping to create a comprehensive understanding and ensuring the Instructor has all the necessary information before the training.

This action will help the Training Instructor feel calm and confident.

It may be obvious, but it deserves a mention in this list: nobody is happy when payments are delayed, except in situations where the invoice has been incorrectly issued, for example.

I've noticed that many Training Instructors mention they are ready to handle all the technical setup. However, from my perspective, as an L&D organization, you would lose flexibility and control.

Tracking the Training Attendance Rate (you can find which training metrics to track in my next articles) can offer numerous insights from platforms like Zoom, Google Meet, etc. If the Training Instructor uses their own Zoom account, you won't have direct access to this information, or you'll need to request it from them, which could be time-consuming. Additionally, if you're utilizing an Administration platform, delegating technical support can become complex.

Let's allow Instructors to do what they do best: deliver the training.

After conducting the first session in multi-session training, I discovered that initial feedback can provide significant insights. It's important not to disengage from the Training Instructor once the training has started. There's a risk that something may go wrong without your awareness, potentially leading to dissatisfied learners in the end.

Let's not let the Training Instructor feel lost.

Additionally, I recommend gathering the Training Instructor's first impressions as well. This can offer valuable information and enhance training performance, which is beneficial for both learners and the Instructor. You may also find that adjustments to the program are necessary, perhaps because the content is too easy or too difficult.

By doing this, you demonstrate to the Training Instructor that you care about the training's outcome. If it's possible to do this after each session, that would be ideal.

One more crucial step is sharing feedback with Training Instructors about the training they've delivered. However, are you also sharing training metrics?

I've noticed that Training Instructors appreciate seeing this information, especially when it includes benchmarks, indicating whether the results are positive or some improvements are needed, and what factors might affect these metrics.

Our feedback is more than just comments; it's a tool that enables Training Instructors to grow, improve their professionalism, and enhance the services they offer. Sharing detailed feedback and metrics helps them understand their impact more clearly and fosters a culture of continuous improvement.

I'd like to wrap up by emphasizing the importance of requesting feedback from the Training Instructor about their collaboration with the L&D Department. This feedback can provide insights into how you can improve your internal processes.

If you have assigned a team member to manage the entire training, such feedback can serve as an evaluation of that team member's work.

It's crucial to understand how the Training Instructor views the support and coordination they receive, as this can highlight areas for enhancement. Listening to their perspective helps build a stronger partnership and ensures smoother, more effective training programs in the future.

Conclusion

So, I've tried to cover everything I discovered during my 1.5-year journey in L&D including the benefits of implementing such actions for L&D. I'm sure the list can be expanded, and it likely will be in the future.

I understand that implementing all of that can be time-consuming but let's stop here and ask ourselves a question. What will happen if we contact the Training Instructor too late, fail to arrange a meeting, delay payment, or ask the Training Instructor to handle Technical Support?

Remember, Training Instructors not only help companies grow, but companies also support Training Instructors in their development. Effective relationships are built on collaborative work.

If you'd like to discuss this or any other L&D-related topic, feel free to schedule a 1-1 meeting with me.

I'm open to your questions and concerns, as they help me grow!