Tips: Training Announcements, Selections And Confirmations
Guidelines
- Be sure to direct the correct message to the correct audience. If the memo is a confirmation, highlight the instructions and details upfront.
- Distinguish between the needs and interests of your two primary audiences–participants and supervisors of participants. Supervisors will be most interested in the course objectives and results promised. Participants will have additional interests, such as preparation required, methods of instruction, and details of confirming and attending.
- Give all details of the training program (dates, hours, locations) in all correspondence rather than “parcelling them out” when you think readers need to know–a few in the course brochure, a few in the course-scheduling announcement, and finally a few in the confirmation memo. On occasion, participants’ attendance depends on their ability to schedule flights and end other meetings and projects within a limited timeframe. From the start, give them all the details that may affect their registration.
- Highlight course objectives in announcements. Never take for granted that supervisors have a knowledge of the course–even if it has been offered before–and never assume supervisors pass on these course objectives to participants they nominate for training.
- Establish the credibility of the instructor. Course effectiveness in most cases depends on the authority and skill of the instructor. Both participants and their supervisors deserve to know who will be leading the learning effort.
- Mention the intended audience–if not already obvious from the memo’s distribution list or course description. Is the course most helpful to midmanagement people, entry-level employees, those with 10 years experience or more, or those who handle certain kinds of tasks?
- Be firm about expected preparation.
Example 1: Training plan for employee
Memorandum
TO:
FROM:
DATE:
SUBJECT: Fire-Safety Training
You are asked to attend one session of a fire-safety training program to be held in the second-floor conference room on July 15, 16, and 17.
Because seating in the conference room is limited, please call Mary Paxton at extension 2668 if you must arrange to attend a session other than the one designated below:
Traffic Control 9:00 to 11:00 a.m., July 15
Security 9:00 to 11:00 a.m., July 16
Maintenance 9:00 to 11:00 a.m., July 17
The emphasis of this year’s meeting is safety in high-rise buildings, with a discussion of special safety features in the Merrimac Tower. Mike Spartan will conduct this mandatory training for all employees.
Example 2: Letter to selection of employees for training program
Memorandum
TO:
FROM:
DATE:
SUBJECT: Course Offering– “Effective Presentations”
The Training Department is offering a new two-day seminar, “Effective Presentations,” scheduled May 5-6, 19–, 8:00 a.m. to 5:00 p.m. both days. If you would like members of your staff to attend, please submit their names in writing or by phone (ext. 4471) by April 15.
This course is open to all employees and would be particularly helpful to those who make upper-management presentations.
Participants in the workshop will–
• develop additional knowledge in planning, researching, organizing, and presenting information to a group;
• learn the mechanics of and helpful hints in using easels, flip charts, viewgraphs, 35mm slides, and handouts;
• gain insight into techniques of persuasion;
• identify ways to use group feedback.
Each attendee will receive a notebook of materials as a later reference for planning, preparing, and delivering presentations.
“Effective Presentations” will be conducted by Ida Flowers, a consultant with Emitz Consulting Group. She has had 10 years of experience in the field and comes highly recommended by other clients such as Grayco Corporation, International DataCorp, and Porterfield-Waggoner.
Her course outline, with her methods explained, is attached. Please note participants will be given adequate class time to practice the skills taught.
We have confidence this consultant-led seminar will deliver the results it promises.
Example 3: Employee training confirmation letters
Memorandum
TO:
FROM:
DATE:
SUBJECT: Scheduling and Confirmation of Communication Skills Workshop
You have been selected to attend the Communication Skills Workshop, February 7-11, at Houston headquarters offices, conference room C-123. Please call to confirm your reservation by February 1. If I do not hear from you, I will assume you have had a change of plans since your supervisor nominated you, and I will assign another employee to the workshop in your place.
So the program can be tailored to meet your individual needs, please bring with you at least three writing samples. You will critique and rework these in class. Additionally, please read the enclosed booklet and prepare a case study from your on-the-job experience; complete instructions for the case study are given in the booklet. Please do not attend the class unless you have completed this pre-workshop assignment.
This workshop focuses on both oral and written communication skills, both of which you will have the opportunity to practice during the week. Objectives include the following:
• Identify barriers to effective communication and examine causes
• Assess personal attitudes toward supervisory communication skills
• Explore feedback–what it is, what it is not, how to give and receive it
• Improve clarity of written materials• Condense length of written materials
• Develop organizational techniques for both verbal and written communications
The workshop will meet Monday through Friday from 8:00 a.m. to 5:00 p.m. You must attend all five sessions to receive training credit.
Feel free to call our staff instructor, Margaret Anderson (ext. 3999), with questions regarding your preparation, her workshop objectives and methods, or scheduling arrangements. Ms. Anderson has been presenting this course for the past six years; evaluations from participants continue to rate the course “excellent.”
Example 4: Training seminar program for employee
Memorandum
TO:
FROM:
DATE:
SUBJECT: Call for Nominations—Effective Sales Seminar
We are seeking nominations from regional sales directors for salespeople to attend the Effective Sales Seminar in Atlanta, Georgia, May 9-13. We would like to receive two nominations from each regional director by March 1, as we are able to accept two salespeople from each region.
The seminar is designed to strengthen selling techniques, by breaking down a sale into six components and studying approaches to each. The primary focus is the following:
• The initial contact. Telephone or letter sales techniques and etiquette.
• The initial meeting. Gaining the prospective customer’s confidence and establishing a common ground.
• Assessing the customers’ needs.
• Introducing the product. Focusing on how we can fill the customers’ needs
• Negotiating price.
• The contract phase.
Although all salespeople are eligible for nomination, the seminar would be of most help to your most promising new salespeople. New staff members will be the most receptive to the seminar’s emphasis on setting goals and developing good habits.
The seminar lasts from 9:00 a.m. to 4:00 p.m. daily. Each participant will be videotaped during a mock sales exercise and then analyzed. They will be asked to reflect upon their strengths and weaknesses, developing a specific set of goals tailored to their situation.
Geraldine Wright, author of Sold! Techniques for Effective Salespeople are conducting the seminar. She was the top salesperson at Marker Filbin for eight years before she embarked on a career as an author and consultant. Geraldine has trained sales staff at Snyder Technologies and IBC World Inc.
Please fax your nominations to Mark Trieger at (284)555-2894.
Example 5: Workshop announcement letters
Memorandum
TO:
FROM:
DATE:
SUBJECT: Vehicle Safety Workshop
All drivers are asked to attend a vehicle safety workshop on Wednesday, October 30 from 9:00 a.m. to noon in the conference room. The workshop will review general driving safety policies, with an emphasis on winter driving techniques. We want everyone to be sharp for the coming winter.
The driver training instructor who may have trained many of you, John Brink, will conduct the workshop. John is a 10-year veteran of the postal service and driver training instructor in the Detroit area. He will be showing a video entitled “How to Handle Hazards on the Road,” followed by a discussion of postal service rules, and a live training exercise in the north parking lot.
If you are unable to attend the workshop, please call Joyce Fitzpatrick at Ext. 9003. If there is sufficient need, we will schedule a make-up workshop in early November.
Example 6: Memorandum regarding staff training
Memorandum
TO:
FROM:
DATE:
SUBJECT: National Libraries Association Tech Seminar
You have been nominated by your director to attend the National Libraries Association Tech Seminar, taking place April 19-21 at the Allen Lakes Convention Center in Madison, Wisconsin.
The Tech Seminar is designed to educate librarians on the new technological advances in library circulation, administration, and multimedia materials. We will focus not only on the operation of this technology but budgeting and purchasing considerations. After the seminar, participants should be qualified to advise their colleagues on the viability and proper use of the newest technologies available.
Attached is a schedule of sessions and information about instructors. Industry reps will also be on hand to answer your questions. Please R.S.V.P. to Noah Wexler by March 5. Julie Nebbins at the Allen Lakes Convention Center Visitors’ Bureau would be happy to help with hotel and travel arrangements. Her number is (330)892-7284.
Example 7: Training program for employee
Memorandum
TO:
FROM:
DATE:
SUBJECT: Assimilation Classes
As we approach our expansion in South Korea, many of you are preparing to move overseas. We want to help you make the transition smoother by offering assimilation classes. The classes will take place June 20-29 at Whitewood Campground in Slippery Rock, Ohio, and August 14-31 at the Friendship Conference Center in Seoul, South Korea.
Classes are intensive introductions to Korean culture, etiquette, and survival skills, as well as the Korean language.
We will send a Korean language textbook, language instruction tapes, and a syllabus to those attending. You will be required to complete three weeks of independent language study before classes begin on June 20.
Classes are open to executives transferring to our Seoul division. We encourage all executives to attend both sessions in their entirety. Executives based in the United States who anticipate doing business with our South Korea division are welcome to attend the Slippery Rock classes. Individuals are responsible for their own travel arrangements. Accommodations will be provided by Whitewood Campground and Friendship Conference Center.
Please notify Charlie McNamara at 555-0250 if you wish to register for classes. We will not be able to accept any reservations after May 1.
Both sessions will be led by Norman Reutzer, professor of Korean culture at the University of Ohio, and Ester Chung, company relations director of the Seoul division. Executives and employees from Seoul will attend portions of each session to give insight into the Korean business culture and offer relocation suggestions.
Example 8: Administrative training announcement
Memorandum
TO:
FROM:
DATE:
SUBJECT:
A meeting to train administrative assistants to use the new database software is scheduled for January 5 at 10:00 a.m., in the boardroom.
Participants will learn how to add and retrieve files from the FileMaster Pro 4.0 database. We will also cover how to convert old Computech 2.1 files to the new system.
All administrative assistants are expected to attend. If you cannot, contact Lewis Rossman to make alternate arrangements.
The training will be led by Alice Dunbrowski, a computer consultant from Office Solutions. Alice installed the program on our computers and uses it to manage her own files.
Example 9: Trainings memos
Memorandum
TO:
FROM:
DATE:
SUBJECT: Product Update Meetings for Retail Sales Associates
Product update meetings for all retail sales associates will be held on Monday and Tuesday, January 11 and 12 at the corporate headquarters at 115 Marsh Blvd. The meetings will introduce associates to the spring clothing line. The meetings are 7:00 a.m. to 9:00 a.m. daily. A complimentary full American breakfast will be served, and associates will be paid for those hours.
Attendance is mandatory at both sessions. Please come prepared to take notes! We will be giving information about fabrics, sizes, colours, prices, and designs for the entire spring line. This is information you will be expected to convey to customers.
Old Creek Mall store managers, Julie Herman and Alex Sebastian will be discussing the women’s line on the 11th. Heather McKimm, Westerville’s store manager, will discuss the men’s line on the 12th.
Example 10: Trainings
Memorandum
TO:
FROM:
DATE:
SUBJECT: Training Session—Federal Drug Dispensing Guidelines
We have scheduled meetings to update nurses and nurses’ aides on the recent revisions to federal drug dispensing guidelines.
Those attending must attend outside of shift hours. Meetings are scheduled for the following times:
Thursday, August 12, 9:00 a.m.-10:00 a.m., Room 218
Friday, August 13, 3:00 p.m.-4:00 p.m., Room 218
Monday, August 16, 7:00 p.m.-8:00 p.m., Room 218
Tuesday, August 17, 7:00 a.m.-8:00 p.m., Room 218
Attendance at one of the meetings is mandatory for all those who are certified or are seeking certification to dispense drugs to patients. Enclosed is a packet of material that participants must read before the meeting.
Florence Jolliet, our legal advisor, will conduct the meetings with Dr. Frank Wonderchek, director of paediatrics. Florence is an expert in health care laws and pending legislation affecting medical care providers. Dr Wonderchek is on the board that supervises the purchasing and dispensing of pharmaceuticals for the hospital.
