ICT Management > Training

How to select appropriate IT training

By Lasa Information Systems Team

When thinking about training it is often useful to use a Training Needs Analysis (TNA).

The purpose of a TNA is to identify -

• what is it that a worker needs to learn and
• which training method is most appropriate for the worker.

For one version of a TNA which you might use to identify training needs have a look at the knowledgebase article Training needs analysis.

There are a range of training methods other than conventional courses by which a worker might prefer to learn, for example:

• Online learning courses
• CD-based Learning
• Books and exercises
• Shadowing people in your own or another agency
• Mentoring.

NB: The last two are interactive and can help build confidence even after a short session.

Be aware when choosing a method of training that is based in the office that distractions are all around - clearly mark the boundaries between training time and work time. This means not answering the phone or discussing case records for example, during your training time. Quiet space would be ideal; perhaps time to learn at home is an alternative.

It may be possible to arrange customised training if all staff have training needs in common, which may be the case if all equipment is standardised. Many Voluntary Action Councils and Councils for Voluntary Service run free courses so there is good quality training available that doesn't cost a fortune.

People's learning styles, comfort with technology and training needs vary widely. Some staff may be happiest learning from a book and experimenting on their own, while others may require the individual attention and support of a tutoring session, or the group discussion and structured assignments of a formal class.

Some of the factors to consider when deciding what type of IT training is best for you include:

Learning style

How do you learn best? Think about which educational experiences have worked for you in the past. What types have not worked as well? Do you like to learn independently? How much do homework, deadlines and tests help you learn? Do you need someone to sit down with you at your computer and talk you through something new? Do you learn best by reading, by listening, or by talking?

Level of expertise

Are you new to computers and want a basic introduction to the Internet or Word Processing? If technology is stressful or intimidating, you might want to consider getting an individual tutor or taking a course where you will get encouragement and support from the trainer and other students. There are also many good introductory books, CDs and videos, as well as some excellent online tutorials in Internet skills for beginners. If you are more advanced, with more specialised training needs, you might find that you can get what you need from an online course.

Time and flexibility

How much time do you have to devote to training? Can you commit to a regular, ongoing course at a training centre? Would you rather spend one or two full days in training? Or would you rather work completely to your own schedule, following a CD, book, video, or online course?

Budget

What is your training budget? Can you afford to bring in a consultant as a trainer? Can you find courses in your price range? Training should be an integrated part of your technology budget. Remember that approximately 40% of your technology spending should go to support and training. You may be able to find enough money for the training you need by specifically fundraising for it.

In financially hard times, it’s tempting to cut back on training, however this can end up costing more in the long run (e.g. in reduced productivity). Rather than cutting back completely it’s worth exploring ways in which training might be delivered just as effectively for less money. For example several training providers offer discounts to non profit organisations, or you may be able to negotiate discounts for repeat courses or lots of staff. It might be worth teaming up with another organisation to bump up the numbers and negotiate a better deal.
As the Internet has evolved, so have the opportunities for affordable, interactive, media-rich, online training such as Webinars (online seminars). You don’t even need to leave the comfort of your desk, so travel time and costs are eliminated!

Access to courses

Depending on where you live you may have access to technology training courses for the voluntary sector. If you live in an area with fewer training centres you may want to look more seriously at books, videos and CDs, as well as online courses and distance learning opportunities. You may be able to pay for a trainer's travel expenses and organise customised training for your whole organisation. Another option is to partner with other groups in your area and hire a trainer to offer core courses for several organisations in one go, sharing the expenses.

Many training courses and events offered online are free or low cost. Of course users will need to have at least basic internet skills to use them, but assuming this is the case there is much to take advantage of.

For example Microsoft offers a free digital literacy program for basic skills including computing, internet, office applications based on the Microsoft product range. Also free online training on using Microsoft Office products. For OpenOffice users there are various online courses including those available at on the OpenOffice.org support site, and learnopenffice.org.

Webinars are another option and allow participants to ask questions directly of the speaker, and hear the questions and answers given by others.
If you can’t make the event in real time you can often download audio or view video at a later date, and listen or watch as often as you need to. Organisations such as NTEN and Idealware offer a lot of webinars on ICT issues for non profits. Although NTEN are based in the US, their webinar content is usually generically relevant so can be applied to the UK. In the UK, organisations like Intelligent giving have started offering webinars. For example Fundraising and the Internet. Webinars are becoming an increasingly popular way of delivering training and events.

Various web conferencing tools such as Yugma, GoToMeeting  and WebEx – also offer the potential for highly focussed demonstrations and training to be delivered remotely. An hour’s remote training on the specific area you need to use a software application for might in the end be more valuable than a day’s training that includes features you will never use.