Set Goal for the Training
Your and other stakeholders’ expectations should be clear from the start. Nobody should get disappointed because of a misunderstanding. Write a list of goals with detailed descriptions. Communicate the list before organizing the event. Get enough support to move forward.
Do not skip this step. Any successful training event can still be considered a failure if the stakeholders had different expectations.
Depending on the event the budget can include hotel staying, professional instructors, or just a few hamburgers with pop. Get an estimate for the budget. Do not assume that if your event is online the budget is zero. It is not, online event needs a professional instructor, communication software, prizes, etc.
Some companies like to include lost productivity. For instance, If the training session is 2 days long and has 10 participants the lost productivity is 2 * 10 * average salary.
Online vs In-Person
How to choose between in-person and online training? Answer the questions below:
First, do the employees work in the office or mostly remotely?
Second, are there enough people who can benefit from online training?
Third, are participants and the instructor comfortable with the online training?
Find a suitable venue
For in-person training, you have two choices: your office and external venue. If you choose an external venue, consider the location. It should be either very convenient or be close to the office. You do not want people to skip the training, arrive late, or leave early because of the location.
Check if the venue provides front-desk and catering. Wi-fi is usually provided but it does not hurt to confirm.
People will constantly sign up and drop off. Use any ticketing platform to manage that. Do not use excel! Many platforms are free or very cheap if you do not use advanced features.
Create a plan for the training
Start with creating a list of items that you need to do before the training. Then the event, then after-event activities. Include everything that you can think of. Then share the plan with your colleagues. Get their feedback.
Leave a bit of leeway in your plan. Do not expect the event to follow your plan exactly. The goal of the planning is to list all the activities and their order, not how long they should exactly take.
Plan in a team
Organizing an event is usually a teamwork. Why? Many things need to be done at the same time. For example, one person is doing a presentation, another person is helping people who are late, third person is preparing activities for later. Another reason is that you want to have a back-up. If someone gets sick or is late you do not want to cancel the whole event.
Track the progress
You wrote the plan earlier. Now make sure that everyone follows the plan. If some slippage occurs decide what needs to be done and communicate the decision to the whole team. This will prevent other people from following the old plan.