Learning & Development professionals continually train to be even better at their jobs. From time to time, there will be phases in which there is a higher demand for learning opportunities and trainings, such as after a legal reform, the introduction of a new tool or a reorganisation within the company.
Is your L&D department ready for the next reform? Once it comes around the bend, there is no time to prepare. Within a few weeks, you will suddenly have to inform and train the entire staff, and time will be limited. Instead of waiting for the next emergency, planning in advance, when you still have the time and the energy for it, will save you a lot of headaches.
How Do I Prepare My Learning & Development for Changes and Reforms?
We’ve created a check list of questions so you can make sure your HR department is prepared to act quickly and be agile in training employees when the need arises.
Do you have a plan and standardized processes to fall back on when you’re in a hurry?
Once the deadline looms, you won’t have any time to plan. When things get rushed, it’s easy to overlook important items, produce lower-quality content and even run the risk of confusing your co-workers instead of keeping them informed. To avoid this, make sure you prepare a plan on how to react in an emergency, while you still have the time to do so. Try to foresee what kind of changes might become relevant for your industry. These might include:
- Frequent or substantial legal changes
- Introduction of new software, machines or tools
- Onboarding of a large number of employees in a short time
- Process updates
- Audits, inspections and the chance that internal operations might change
You’ll never be able to prepare the perfect plan for every eventuality. That’s why it’s important to build flexibility and room for optimization into your strategy.
Is your communication open enough to inform everyone involved in an emergency?
Imagine your team is approaching an important deadline, everyone is stressed out and busy with their jobs and you have no idea what happened or what you’re supposed to do. Part of your plan has to be to open up communication channels to inform all relevant stakeholders quickly in an emergency situation. You could use email distribution or phone lists (landline and mobile!) for this, as well as substitution plans for any absences that may occur.
Does everyone have access to the emergency plan and all necessary information?
Another frustrating scenario: You know there is a good plan, but you can’t access it, you’re locked out of the relevant platform or part of the building, and you don’t have what you need to do your job properly. Think carefully about who will need login data and access points and make sure they can easily find them if the need arises. Don’t forget to take all necessary security measures so that nobody who isn’t authorized can see that information. Consider also any other resources that will be necessary, such as presentation, design templates, checklists, best practice documents, etc.
Do your trainings depend on a single person? Or will they still work when your main contact is absent?
Few things slow down a process as much as depending on a single colleague who is on a three week vacation now, of all times. And although nobody wants this to happen, people can always go on sick leave unexpectedly. In such cases it’s imprtant that the entire project doesn’t come to a halt. eLearnings and video-based online trainings solve the problem of absent subject matter experts. The best solution is an entire repertoire of knowledge and instructions, such as a knowledge pool in your intranet. This ensures that know-how stays with you, even when a co-worker is temporarily unavailable or has left the company.
Will your technical infrastructure hold up in a crisis?
Even the best process will be of little help if it’s blocked by a rigid and outdated technical system. Part of this infrastructure is the tools or equipment you need to create online trainings, as well as your LMS or intranet, in which you can present these trainings to your colleagues. A good solutione, such as SlidePresenter, will have the following characteristics:
- Easy to operate, enabling every employee to create eLearnings with no prior technical knowledge
- Lets you quickly produce a large number of online trainings
- No need for high-end equipment; a standard digital camera or webcam is enough to achieve great results
- Usable independent of time and place, with the ability to access online trainings on demand and on any mobile device
- Adjustable to the tone and context of your company
- Lets you update existing videos without having to re-make them from scratch