Recruit, Inspire & Retain Newsletter -- Training Systems, Inc.

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●	Joy @ Work, by Dennis Bakke. Pre-order (due March ‘05 by e-mailing books@trainingsys.com)

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TRAIN SO THEY’LL LEARN

Written Training That’s Impossible to Learn From – It’s the Writing!

Do you have anything like this in your training?:

Prevention of physical discomfort to the hands, wrists, and arms
To prevent physical discomfort to the hands, wrists, and arms, even while using a portable PC under suboptimum field conditions, the following work practices must always be observed.
	Always avoid performing repetitive tasks with your hands for long periods of time, either by taking periodic breaks or by periodically engaging in other activities.
Always avoid working in uncomfortable positions that result in discomfort or stress to either the hands, wrists, or arms.

Make your written (whether paper or electronic) training easy to understand by reverting back to your high school grammar. Most of us have fallen away from what we know because:
we write like we talk,
we think formal grammar is harder to understand, OR
we use less than perfect grammar because of the style needed for the topic.
(Hint – only is an acceptable time to knowingly use poor grammar.)

See if you can figure out what “grammar pit” the writer has fallen into in each example.
Example A:
The Manager should always set a good behavioral example, and should refrain from even seemingly harmless practical jokes.

Example B:
You must first round off the sharp corners of the square bolt, and must then carefully start the bolt into the round hole.

Example C:
A Powerpoint presentation requires conciseness of expression but, it also demands careful precision in word choice.

The Grammar Rule:
Place a comma before the conjunction introducing the second independent clause in a compound sentence.

Definition: A compound sentence has two independent clauses.

Definition: An clause has both a subject and a verb.

Definition: An independent clause is a clause that is a complete thought and could make good sense standing alone.

Pitfalls to Avoid:
Pitfall #1: Mistaking a sentence with only a compound verb (also called the "compound predicate)" for an actual compound sentence.

In the first example, the second string of words, starting with the conjunction “and,” does not have a separate subject for the verb “should refrain.” Either you must leave out the comma or you must put a subject in the second clause.

Correct: (Subjects underlined; verbs in italics)
The Manager should always set a good behavioral example, and s/he should refrain from even seemingly harmless practical jokes. (“Always” is an adverb, not part of the verb.)

Correct:
The Manager should always set a good behavioral example and should refrain from even seemingly harmless practical jokes.

It is the same pitfall in Example B. There is no subject for the verb “must start.”

Correct:
You must first round off the sharp corners of the square bolt, and you then must carefully start the bolt into the round hole. (“first” and “then” are adverbs)

Correct:
You must first round off the sharp corners of the square bolt and then must carefully start the bolt into the round hole.

Pitfall #2: Putting the comma in the wrong place in a compound sentence.

Example C actually is a compound sentence, but the comma is in the wrong place. The comma must go before the conjunction “but.”

Correct:
A Powerpoint presentation requires conciseness of expression, but it also demands careful precision in word choice. (“Also” is an adverb.)

Bending the Rule:
If each independent clause is very short, you may be able to get by without a comma. BUT if you use a comma, be sure it is a compound sentence.

Often Acceptable:
I came home and I went to bed.

Thanks to Judy Grove, Pro Write (editing, proofreading, & writing services), www.prowrite1@aol.com

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Get more tips on training great employees from TRAINING SYSTEMS.

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●	Eats, Shoots & Leaves, by Lynn Truss

●	Common Errors in English Usage, by Paul Brains & Franklin Beedle

●	*Slang Flashcards,* by www.knockknock.biz

●	Woe Is I, by Patricia T. O’Conner

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RETAIN THE BEST

Making Teleconferencing Useful

How does teleconferencing relate to retaining staff? We use teleconferencing for sales meetings, project management training, staff meetings, you name it. All contribute to your ability to retain staff. It’s a low, up-front, cost way for multiple people to interact verbally. I’ve been in teleconferences with 3 people and with 1000 people. Why “low, up-front, cost”? If you aren’t using the medium appropriately, it’ll be hard for people to learn, participate, etc. – all contribute to your ability to retain staff — making the back end costly.

Follow these tips for planning & conducting useful teleconferences:

Attention & Engagement

	Use guest speakers or multiple speakers to avoid "boredom" with one voice/presenter
	If appropriate, use games and interactive activities. See "Just Three Words"
	Track who is talking so you can call on those who have not had a chance/chosen to speak up.
	Use people's names to get their attention.
	If the group gets off the agenda, refocus but take note of the side issue for later attention.
	Break up long stretches of one speaker
	When appropriate, go "around to circle" for inclusive participation
	Listen for folks who may be more comfortable talking (avoid dominance) or very quiet.
	Consider "break out sessions" where pairs get off of the main call, call each other, interact and call back on to the phone bridge.
	For decision-making processes, restate or repeat key issues as they are honed down to a decision point.
	If your participants can be online at the same time they are on the phone, consider web-based collaboration tools to create shared electronic notes, flip charts, etc. Sometimes allowing "side chats" or "chat breakouts" can increase participant engagement.
	Generally, the larger the group, the more directive your facilitation needs to be to keep a small number of people from dominating the call.
	During the call, stop and ask for feedback.
	If you don't want to ask each person to respond to a general query ("do you understand the new procedure?"), ask questions such that silence means assent. There is a drawback to this technique in that sometimes silences does not truly mean assent and understanding can be lost.
	Share leadership duties to help less engaged people become more involved in the call. Ask individuals to "lead" sections of the agenda.
	Assign people different roles - note taker, timekeeper, "keeper" of unanswered questions, etc.

Interactive Techniques

	Brainstorming - ask participants to note down other's contributions to a brainstorm. After the brainstorming period is done, ask people to comment on the words people chose to express their ideas. Help the group look for convergence and divergence around the creative process.
	Horrors and Exceptional Situations - For skills training. People often are happy to share horror stories around a skill or issue that can help groups discern what NOT to do. But often they miss the examples of what works. Ask groups to break out (see telephone break out tips) and identify 2-3 HORROR and EXCEPTIONAL SUCCESS stories. Reconvene and note the behaviors that lead to both the positive and negative outcomes. Review and debrief at conclusions. Include what was learned in the call notes.
	Telephone Break Out Techniques - Pair up participants in advance and share a phone list. During the call, assign a pairs task, have the pairs get off the main call and work for 10 minutes and return to the main number at a stated time to report out/debrief the activity.
	"Just Three Words" - Phone comments can drag on, especially for large groups. This game originated as an online text technique but works well to surface a sense of the group and get fast feedback. The technique is to do a round of comments from everyone on the call with the constraint that they can only use three words in their response. For example, at the end of the call you might say "what three words describe your experience of today's call?" The notes from these exercises can then be later reviewed and observed for similarities, differences and patterns.
	"The Clock" - "The clock" can be used on conference calls to help people get and keep a sense of place and participation in a disembodied conf call. It can be used with structured online chats as well. Ask every one to draw a circle on a piece of paper and mark the hours like a clock. Then, each person is assigned a spot on the "clock" as they join the group. So the first person is 1 o'clock, the second 2, etc. If there are more than twelve, start adding 1:30, 2:30 etc. Use this initially to create a speaking sequence for intros, and then use it to ensure everyone speaks. Participants can make notations by names and use it as a visual tool to match names/voices/input. If you are doing multiple rounds of "speaking" vary the "starting position" on the clock.
	Location Maps - For widely distributed groups that meet regularly; create a map with pictures of the participants near their location on the map. Distribute to the group or publish on a web page.
	"Side" Conversations - If someone wants to comment directly to a previous speaker, they can use that person's name to focus their attention. "Sarah, I am not sure I agree with that approach…." Closure
	Take minutes and use for follow up. Distribute as soon as possible after the meeting and highlight follow up steps and responsibilities.
	Recap meeting or next steps as appropriate
	Offer opportunity for final/closing comments
	End the call promptly, particularly with phone bridges with timed access

Evaluation/Feedback

	Use some form of feedback or evaluation tool to help improve subsequent calls. A simple "after action review" (what did we intend to do, what did we do, what would we do differently) can be done at the conclusion of a call, or could be done with forms or email post-call.
	"Just Three Words" - ask each person for three words that describe their experience on the call.

Adapted from Full Circle Associates.

**TOOL BOX**


●	Audio Teleconferencing: The Complete Handbook, by Edwin Margulies

●	Teleconferencing Handbook, order by e-mailing books@trainingsys.com

Tools: Recruit Inspire Train Retain

Recruit, Inspire & Retain

200 Questions Job Candidates May Ask You

Joy at Work

Written Training That’s Impossible to Learn From – It’s the Writing!

Making Teleconferencing Useful