Instructional Module/Training Plan Template

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University of Phoenix Material

Part I: Vital Information
Author

Rebecca Churton
Instructional Topic

The company is migrating to G-Mail from Outlook. Employees
will be trained on how to use G-Mail and migrate their files from
Outlook.
Instructional Module/Training Plan Title

Outlook to G-Mail Transition
Learning Setting

Training will be provided in training rooms for onsite employees
and online for remote employees. Technical assistance will need
to be available for remote employees experiencing difficulty
during the training. Training rooms are equipped with
workstations, data projectors, and connectivity.
Audience

Employees vary in age from 18-65+. They are roughly 65% male
and 35% female. Roughly 40% of employees have worked with
the company for less than 5 years, 50% have worked for the
company for 5-10 years, and 10% have worked for the company
10+ years. Employees education levels vary from high school
diplomas to advanced degrees. Since the company is
worldwide, cultural backgrounds vary broadly.

Skill levels vary depending on experience and position.
Computer technical abilities vary from novice to expert. An
appropriate training program must consider all technical levels
and aptitudes. Due to the varying levels of computer expertise, it
is anticipated that there may be some resistance to a change in
a platform that employees utilize on a daily basis.
Delivery Modality (online, hybrid, face-to-
face, and so forth)

An instructor-led course will be the primary delivery modality.
Face-to-Face training will be provided for all in-office employees.
Interactive, web-based delivery will be utilized for remote
employees (roughly 5% of the companys employees work
remotely). Face-to-Face training will be videotaped and loaded
onto a network share so users can refer to lessons later as
needed.
Total Time Allotment

Training will be delivered over the course of 4 weeks as (4) 1-
hour sessions. Session 1 will focus on email, session 2 will focus
on calendaring, session 3 will focus on tasks, and session 4 will
focus on instant messaging.
Instructional Module/Training Plan Goal

Users should be able to use G-Mail for their daily email,
calendar, IM, and task activities.
Two Performance-Based Objectives

Ability to send and receive emails with a 95% accuracy
level.
Ability to schedule meetings and events using the built-in
calendar functionality with an 80% accuracy level.

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Summative Assessment Description

Feedback from employees (end of class survey with
questions designed to determine the employees level of
comfort with the new platform).
Customer Service Queue Logs of questions pertaining to
the new platform.
In-class practice tests.
End-of-class test (computer-based test).
Part II: Development
Attention Getter

Table Topics is an activity you can purchase that encourages
conversation within the group and allows participants to get to
know each and become more comfortable with one another.
Table Topics is a clear, acrylic box that comes with 135 question
cards. What I like about this activity is that it is ready to go
straight out of the box, it is light and portable, and relatively
inexpensive at a cost of $25.00.

Table Topics is ideal for groups of 10. For larger cohorts, the
participants should be divided into groups of 10 or less. Some of
the questions include:

Which piece of land would you wish to have preserved forever?

What's your favorite quotation?

What song evokes the strongest memories for you?
Detailed Input of Content

Training will be delivered over the course of 4 weeks as (4) 1-
hour sessions. Delivery modality will be face-to-face for in-office
employees or web-delivered for remote employees. The
purpose of this delivery method is to keep from overwhelming
employees with too much new information at one time. It is also
designed to alleviate the stress that employees may feel by
being away from their desks and/or work for too much time in a
day. Lastly, it allows employees to learn a smaller amount of
information that they can practice during the week and bring any
questions with them to the next session. Following is a
description of what will be included in each session:

SESSION 1 (EMAIL): Session 1 will cover email including how
to send emails, receive emails, forward emails, reply to emails
(including reply versus reply to all), include carbon copy or
blind carbon copy recipients (CC: or BCC:), insert attachments,
open and save attachments, include read receipts and delivery
receipts, set out-of-office notices, create auto signatures, utilize
the phone book, create and use distribution lists, file or label
emails (this is what is known as creating and using personal
folders in Outlook), conduct searches for specific emails
(including searches by topic, sender, recipient, subject, date,
etc.), and how to backup emails. Because we will be utilizing the
Cloud, employees will also be taught how to access their emails
via the Cloud.

SESSION 2 (CALENDAR): After a quick review of session 1,
session 2 will cover the calendar functionality including how to
create calendar items and set reminders, include others in a
calendar item (e.g. send invitations and track RSVPs), create
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event notifications, modify or cancel calendar items, add web-ex
or call-in information, share a calendar, view a shared calendar,
and sync calendars to mobile devices.

SESSION 3 (TASKS): After a quick review of Sessions 1 and 2,
session 3 will cover tasks including how to create tasks, set due
dates, add notes, check off tasks as they are done, convert
emails into tasks or add related emails to tasks, create a to-do
list, keyboard shortcuts for tasks, sort tasks, assign tasks to
another party, set priority levels, create multiple task lists, print
or email tasks lists, and access tasks from mobile devices.

SESSION 4 (IM): After a quick review of sessions 1-3, session 4
will cover IM functionality including how to send and receive
instant messages, how to change availability (busy, available,
do not disturb, etc.), display messages about availability (e.g.
today, call me at), include multiple recipients in an instant
message, utilize chat logs, send and receive offline messages,
and send links in an instant message.
Part III: Implementation
Instructional Strategies

Instruction will begin with the instructor gauging class
knowledge and ability by asking what employees already know
about the topic being covered in the session. The instructor will
then discuss what they would like to know or learn about the
topic. Employees will be given a textbook/workbook for the
entire 4-session course. The textbook contains the lessons for
each session (grouped appropriately) as well as activities for
each section. The following training methods will be utilized:

Direct Instruction: The instructor will provide the training for
each session as provided by the textbook/workbook. As
mentioned above, session 1 will cover email, session 2 will
cover calendars, session 3 will cover tasks, and session 4 will
cover instant messaging.

Guided Practice: At the end of each lesson section, there will
be a guided activity included in the textbook/workbook that will
be led by the instructor. This will include the employees utilizing
their computers to complete the pre-designed tasks.

Cooperative Learning: After a guided practice activity,
employees will be asked to break out in groups of 4 and
complete the pre-designed team activity included in the
textbook/workbook.

Independent Practice: Employees will already have G-Mail
installed and setup on their computers prior to the first training
class. The textbook/workbook will also contain individual
activities for students to complete on their own as a means of
practice. Employees are encouraged to bring any thoughts or
questions they have to the next class.

Formative Assessment

1. Activities (simulations):
During each session, users will complete exercises from their
textbook/workbook that require them to utilize the software to
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send emails, instant message, use calendaring functions and
task functions.

2. Short exams
At the end of each session, students will be asked to complete a
short 10 question exam so that the trainer can determine what
may need to be re-addressed in the next training session.

3. Observation
The trainer will observe students as they perform the activities
(guided and cooperative). As these activities will be conducted
in breakout groups of 3-4 participants, discussion will arise that
the instructor can monitor.

4. Q&A Sessions
The trainer will end each session with a Q&A. Based on the
types of questions being asked, the trainer will make an
evaluation of how the group is progressing through the training.

5. Self-Assessment
Users will be asked to provide a self-assessment at the end of
each class to assist the trainer in gauging student
understanding.

Closure

If employees do not meet the required objectives, further
training may need to be organized and delivered. Email is the
primary concern. If our employees are unable to utilize email,
the company cannot function. A lack of mastery in this area will
need to be addressed as a high priority. Data including the
score on the test as well as help desk call logs will be analyzed
to determine the specific areas that have not been met. It may
be determined that only a certain percentage of the group needs
additional training as the remainder of the group has achieved
mastery. Those employees that have not achieved mastery in
this area will be provided additional face-to-face training.

For the remaining objectives (calendar, task, and IM), if it is
determined that mastery has not been achieved, additional
online/web-based training can be utilized. Test results will assist
in identifying sections that need to be further enhanced and
made available to employees.

Materials and Resources

Materials:
A textbook/workbook will be provided for each student. The
textbook/workbook will include the lessons for each session as
well as guided practice activities, cooperative learning activities
and independent practice activities. At the beginning of each
class, a one-page handout of shortcuts and quick how-to
documents will be provided to employees to keep at their desks
for quick reference.

Resources:
Materials needed include a workstation for each user (30
workstations per training room) with the new platform installed,
an overhead projector and screen, textbooks/workbooks (which
include formative assessment exams and activities), tips and
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tricks and how-to handouts, self-assessment questionnaires,
and internet-access. Test user accounts will be setup in
advance for users to utilize during the training for activities.