Training meeting: how to organize and facilitate it effectively?

In a constantly changing professional context, organizing training meetings has become essential, even mandatory in some cases, to promote the development of employee skills and adapt to new market requirements. When sessions are organized with several employees from the same organization, we then speak of intra-company training.

For training meetings to be productive, planning must be done carefully and certain facilitation techniques must be put in place to create a good group dynamic. From the choice of the boardroom to teaching methods, including the preparation of materials and animation methods, Formeret gives you all its advice for a successful meeting.

What are the main objectives of intra-company training?

A training meeting meets several important objectives:

• Ensuring the rise in skills of employees : to deal with the obsolescence of skills, training is essential. This not only promotes the professional development and employability of employees, but also facilitates the achievement of the company's strategic objectives.
• Transmit specific knowledge : a targeted training program will make it possible to acquire precise theoretical and practical knowledge, whether it is about new regulations, internal procedures or even technical or human skills (e.g.: leadership, problem solving, problem solving, stage fright management, etc.).
• Raise awareness of new methods : training is also an effective tool for fighting resistance to change. If you want, for example, to introduce new tools or innovative techniques, training will facilitate their handling and thus improve individual and collective performance.
• Promote commitment and motivation : well-designed and interactive training encourages employees to be more involved in their work and contributes to strengthening team cohesion. In addition, investing in the development of employees increases their commitment and their sense of belonging.
• Meet certain obligations : sometimes, the training simply meets a legal obligation. This is particularly the case for certain training courses relating to health and safety at work.

Planning and organizing a meeting: the steps to follow

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In general, good organization is required for all types of corporate meeting. As a meeting organizer, here are the key steps you need to take for effective meetings:

1. Definition of educational objectives : preparing for the meeting in advance starts with identifying the objectives to be achieved, the skills to be acquired and the needs of employees. This will allow you to adapt the content and methodology.
2. Selection of trainers : your choice should focus on competent and educational speakers, able to clearly explain the concepts in which they are experts. In addition, the trainer also plays the role of facilitator. He must be able to use animation techniques to capture the attention of his audience.
3. Preparation of meeting content and teaching materials : the program must be adapted to employees, but also to the specific expectations of the company. Here, two scenarios are possible. The first option is to use a service provider (training organization) who can deliver turnkey training to you. Otherwise, you can entrust the design of adapted and fun supports (presentations, Powerpoint slides, documents, practical cases, interactive exercises, etc.) to your in-house training team. This decision-making is based on the content of the training and the objectives set.
4. Meeting room rental : choosing the work environment is an essential step when organizing a meeting. Several elements must be taken into account such as the atmosphere, capacity, configuration, configuration, equipment and accessibility (in particular, check access for people with disabilities if necessary). Organizing training outside the company framework boosts the motivation and concentration of employees.
5. Logistical planning and material organization : at this stage, remember to check that you have all the necessary technical equipment (video projector, internet connection, microphones, etc.). This is usually included in the meeting room rental. Also remember to plan regular breaks to maintain the concentration of employees. If the training takes place over a whole day, or even several days, schedule catering services.

Ensure the effective conduct of the training meeting

Good meeting management is based on a clear and engaging structure, regardless of the type of business meeting (back-to-school meeting, sales meeting or even kickoff meeting, etc.).

In the context of a training meeting, the procedure is generally as follows:

1. Introduction and presentation of the agenda : To start a meeting, the introduction should be user-friendly and concise. This is the time to explain the program to participants, including the strengths of the training sequence. The facilitator must capture the attention of the participants from the start of the meeting by mentioning the objectives set and the teaching methods. It is also possible to do a quick tour of the table.
2. Learning phase : here, the trainer can alternate theoretical explanations and practical demonstrations. The content and pace should be adapted to the needs and level of the various participants. The trainer must be active listeners and be attentive to the non-verbal communication of employees, know how to reformulate and clarify key points and leave time for questions.
3. Putting it into practice : if the objectives of the meeting are suitable, the ideal is to offer interactive and fun learning. To do this, you can plan exercises, case studies, or role plays to promote the assimilation of knowledge and the simulation of situations.
4. Assessment of achievements : at the end of the training meeting, check the acquisition of skills and the understanding of the subjects covered by means of quizzes, tests or scenarios.

Use the right facilitation tools and communication techniques to conduct a meeting

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Facilitating a training meeting cannot be improvised. The trainer must not only transmit his knowledge, but also succeed in maintaining the interest of his audience throughout the training. This includes knowing how to manage each person's personalities and learning methods.

Various tools and techniques can optimize learning and ensure the success of the meeting:

• Interactive supports : to capture attention during the meeting, the ideal is to offer dynamic presentations and to vary the formats (quizzes, videos, infographics, audio supports, etc.). It also promotes learners' memory.
• Collaborative e-learning platforms : if the training takes place remotely, we advise you to use adapted tools such as LMS (Learning Management System) that facilitate access to training. They make it possible to centralize all resources, to create tailor-made courses, to follow courses synchronously or asynchronously, and to adapt to the pace of each one.
• Active learning techniques : it can be interesting to set up role-playing games, brainstorming, simulations, debates, etc. These methods make it possible to motivate learners, to promote their involvement, but also to improve cohesion and team spirit. The important thing is to choose the right participatory facilitation technique according to the type of training and the profile of the employees.

Follow up on training meetings

Post-training follow-up is essential to ensure the effectiveness of meetings: have the objectives been achieved? Do employees put the skills they have acquired into practice? Are they happy with the training?

Here are some steps you can take to ensure effective follow-up:

• Sharing media : do not hesitate to write a report to summarize and remind participants of each subject. Share all possible resources with employees. This will allow them to review key points when needed.
• Assessment questionnaire : you can collect feedback from participants concerning the training (content, methods, materials, etc.) in order to improve future training courses and adapt them if necessary.
• Post-training support : if certain employees need it, you can offer individual follow-up to ensure their progress.
• Assessment of progress: At the end of the training, it is possible to set concrete goals for applying knowledge and to organize feedback meetings. These make it possible to assess whether the establishment of reminder sessions is necessary to anchor knowledge.

The best practices to put in place

Here are some additional tips for maximizing the impact of your internal training meeting:

• Adapt content to the needs of participants : personalize the topics covered and the level as much as possible according to the expectations and requirements of the learners.
• Encourage interaction : as for any other type of meeting, it is advisable to promote exchanges and the active participation of everyone through group work, speaking time and sharing experiences. Not every participant will necessarily be comfortable speaking in public. It is the role of the facilitator to know how to manage a group with different personalities to ensure that everyone can express themselves and stimulate exchanges.
• Suggest a certificate : offering a certificate at the end of the training course can be an additional lever of commitment for employees who thus receive recognition.
• Foster a positive learning environment : it is crucial that the meeting leader encourages kindness, listening and respects the different learning rhythms.

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Conclusion

A well-designed and properly conducted training meeting allows maximizing engagement, ofensure an effective increase in skills and thus contributes to the overall business performance. By integrating best practices and using the appropriate tools, you improve the positive and sustainable impact of your training on the skills of your employees.

Are you looking for a training room rental in Paris? Bringing together the best learning conditions for your employees, trainers and speakers, our rooms contribute to the success of your training meetings. We adapt the meeting, work and training rooms according to your needs and provide you with adapted computer equipment as well as an efficient Wi-Fi network. Contact us for any questions or requests for a quote.

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💡 Find all of our complete articles on the different types of professional meetings:

• Kick off meeting

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