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Basic in house training documents overview example

Training documents tend to be information sheets in practice. For employers, the needs can be specific to training new staff. The documents are used as ready references, and are generally used in on the job training.

Important:

Do NOT give trainees huge amounts of materials they can't use effectively.

A person with vast amounts of materials isn't 'trained'. They're more likely to be highly confused. It can be downright dangerous to force feed trainees with too much information on the job.

Training materials should be used with direct supervisory oversight. Make sure someone with the requisite knowledge is always available, to avoid misinterpretation.

Always use training materials one stage at a time. It's essential to get a reliable working knowledge in place before adding further information.

Preparation of training documents

These documents should be prepared with care, by someone with expert knowledge of the subject, and edited into easily readable and accessible formats.

Prepare your training documents in stages.

Each piece of information must be:

Brief enough, but not omitting any necessary information.
Clearly laid out, where subjects are properly defined.
Formatted to separate functions and processes usefully for on the job use.

Additional information:

Training documents should contain a Help Line contact. Trainees can get out of their depth and need instant assistance. Staff should be assigned to assist.

The example below is for a trainee receptionist. Note that information is set out in the most basic possible format, a table.

The idea is that the trainee has direct access to information and has immediate failsafe contacts to handle inquiries.

Do NOT leave trainees in a position where they're unable to seek advice, or clients stuck with someone who doesn't have enough information to do their job effectively.

Note use of color to break up the sheet and make it more readable.

The advantage of a sheet like this is that the backup number will be able to keep track of which inquiries the receptionist isn't sure about. The receptionist's own department is Administration. The Executive Branch contact is the management secretary.

RECEPTION CONTACTS LIST

SUBJECT CONTACT DEPARTMENT
GENERAL INQUIRIESJohn White   3603
Jim White   3604
Fred Black   3605

Administration
ORDERSJane Greene   3701
Tim Browne  3702
Accounts
SALESJack Grey   3703
Tanya Brown  3704
Accounts
COMPLAINTSDaniel Redman   3501
Complaints
SUBSCRIPTIONSSonja Greendale   3502
Subscriptions
INTERNET ACCESSIan Tan        3401
IT
WEBSITE ISSUESJohn Bluer       3402
IT
SERVICES Sam Spectra   3301
Susan Sienna   3302
Services
HUMAN RESOURCESAnn Ochre     3202
HR
LEGALCarol Cream     3101
LEGAL
MANAGEMENTDenise Coffee    3105
EXECUTIVE BRANCH

BACKUP CONTACTS:

If you're not sure where to direct a client, these numbers can be used for quick reference:

John White    3603
Jim White    3604
Fred Black    3605
Denise Coffee    3105

SPECIAL CONTACTS FOR CLIENT ISSUES

SUBJECTCONTACT
STORM SOFTWARE Ian Tan   3401
BIG THUNDER INFO PACK John Bluer    3402
USB DRIVER ISSUES John Bluer    3402
PERIPHERALS
(Plug ins like printers, speakers, microphones, backup memory, etc.)
Daniel Redman    3501

NOTE: The Special Contacts list form of information is a particularly useful way of keeping staff and trainees informed of current issues.

These sheets are very easy to compose, and provide a lot of information for trainees who know little or nothing about specific subjects.

Disclaimer

Please note:

  • This text is intended for advisory and guideline purposes only.
  • Any business letter can become a legal document, so check your content properly before issuing.
  • Any executable or statutorily defined document should be checked for compliance with legal requirements, and you should seek legal advice regarding its contents.