Initial Planning
Determine Who Will Be Participating in the Training
Before you start planning your training, think about who will be attending. If you're training new employees, they'll likely need the basics—things like general safety rules and what's expected of them on the job. On the other hand, if your audience includes experienced workers, you might want to focus on advanced topics or offer refresher training to update their knowledge.
It's also important to match the training content to the job roles of the participants. Workers in different positions face different types of risks. Make sure the material speaks directly to their responsibilities. If you have team members who speak different languages, don't forget to offer translated materials or bring in an interpreter so everyone can follow along.
Group size matters too. If you're doing hands-on training, smaller groups are usually better because everyone gets more practice time. For lecture-style sessions, you can go a bit larger. And don't overlook special learning needs—if someone has a disability or a different learning style, be sure your training setup gives them equal access and support.
Regulatory and Compliance Review
Check the federal, state, and industry-specific safety rules that apply to your workplace. Make sure you know if certifications or attendance records are required after the training. This keeps your training compliant and aligned with legal standards.
Budgeting for Training
Planning your training also means thinking about the budget. You'll need to account for training fees, travel and lodging (if you're going off-site), materials like PPE or manikins, meals, and the trainer's fee. Hiring an outside trainer can cost anywhere from $500 to $2,000 depending on what you're covering.
If you're trying to keep costs down, look into funding options like OSHA's Susan Harwood Grants or state training grants. You can also save money by using online training formats where appropriate or by training someone in-house to become a certified trainer for future sessions.
Materials and Resources
Prepare handouts, manuals, or digital resources for your team to use during and after the training. Ensure you have enough copies and any supplies needed for hands-on activities. Customize them to reflect your workplace's specific hazards or procedures. Adding interactive elements, like quizzes or hands-on practice, will help your team retain the information.
Ensure you have all necessary equipment, like projectors or safety gear for demos. Verify that the venue meets safety standards, such as having clear emergency exits.
Selecting and Preparing Trainers
The person leading your training needs to be qualified. According to safety standards, your company must choose a "competent person"—someone with the knowledge, skills, and authority to train others effectively.
You might have someone on your team who's ready to step into that role. Internal trainers are a cost-effective choice and can be certified to handle ongoing training. But if you're covering a more technical or specialized topic, bringing in an external expert might be the better move.
Once you've chosen your trainer, make sure they're well prepared. Give them some background on who they'll be training and share details about your worksite so they can customize the content to your specific needs.
Contingency Planning
Be prepared for unexpected issues, like the instructor being unavailable or equipment failing. Have a backup trainer or pre-recorded materials ready just in case. Make sure you have a plan for handling emergencies, like an evacuation, during the training session.
Evaluation and Feedback Mechanisms
Plan how you'll assess what participants learned, whether through quizzes or practical demonstrations, to confirm they understand the material. Create a feedback form to gather their thoughts on the training and your performance. If certifications or attendance records are needed, have a system ready to manage that.
Knowledge Check Choose the best answer for the question.
1-2. Which factor should you consider first when planning workplace training?
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