Organising Training

1
Organising Training

• Thomas Prorok

2
Responsibilities for IST for local government
Planning, strategic aspects
Executing the trainings for public servants
Executing the training for elected people
Evaluation, assessments
3
Successful training agenda

• Semestrial planning
• Based on the evaluation of the past semesters
• Identify new topics
• Networking with administrations and scientific
  community
• Own research and consulting activities
• Occupying new topics
• Conferences, conventions, workshops
• Develop new methods and instruments
• Round tables, interactive moderation, open space

4
Target groups
5
Date

• Internal calendar with relevant events
• Other conferences
• Be aware of elections
• 1 ½ day for Thursday and Friday
• Nice hotels on Monday and Friday
• Public and religious holidays
• Focus on first semester
• Longer (january june vs october november)
• Financial resources

6
Public Relations

• Calendar of Seminars
• Semestrial info for members and target groups
• Publishing in magazines of association and cities
• Publishing through own magazines
• Website with electronic registration for seminars
• Use conferences and fairs to present the training
  institute
• Organise conferences and workshops

7
Basic tools

• Databases
• Participants
• Accommodation
• External experts
• Website with registration
• Checklist
• Evaluation questionnaire
• Quality circles
• Skilled staff
• Coordination talent
• Training of staff

8
Identify participants

• Database with potential partners
• High level managers and head of departments (HR,
  budget, IT, building authorities)
• Name, function, e-mail, address, telephone
• Number of municipalities inhabitants
• Database should include participants of past
  seminars
• Creating and maintenance
• One month a year
• Investigation through students
• Daily work
• Task of the whole staff

9
Contact and invitation of participants

• Calendar of seminars
• Send semestrial calendars to all municipalities
• Use them as bulletins in municipal offices
• E-mail invitation
• According to database
• 7-8 weeks before the seminar
• Bonus for early registration (10 percent) (6
  weeks)
• Invitation by snail-mail?
• Presentation on the website
• also on the associations website

10
Experts, Lecturers, Trainers

• In house
• External
• Administration
• Universities
• Consultants
• Retired experts
• International

11
Checklists

• Trainers
• Curricula
• Documents
• Accommodation
• Fees
• Various
• Accommodation and seminar rooms checked
• Participants list
• Fee list
• Agenda
• Detailed agenda for trainers
• Prepare info package
• Prepare evaluation questionnaires
• Place cards
• Invoices for trainers

• Prepare package for moderation
• Pens
• Scissors
• Overhead marker
• .
• Paper
• Confirmations of participation
• Literature
• Info material about the company
• Publications of the company
• Calendar of seminars

12
Evaluation questionnaire

• Information channel
• General assessment of the seminar
• Clearly understandable
• Content
• Presentations
• Practical context
• Implementation in daily work
• Relation of used methods
• Assessment of the trainers
• Clearly understandable
• Responding to participants needs

• Expectations
• Satisfaction of the participants
• Accommodation
• Catering
• Seminar rooms
• Organisational preparations
• Documents
• Support of the local team
• General impression of the participants
• Suggestions for improvement
• Further important topics

13
Postprocessing

• Feedback for the trainers
• Feedback for the organising staff
• Feedback info for the participants
• Potential of improvements
• Documentation
• Organisational matters
• Transferring fees
• Thanking letters
• Controlling
• Cost evaluation
• .
• Updating of Database
• Seminar review
• Publication on the website
• Improvement of future seminars