The different levels of Trainers
There are 5 levels of trainers. Each more accomplished than the next. Trainers, educators, and speakers are combined here because we are evaluating their capability to inform their audience on the material they have to present. It may be to educate, train, inform, or persuade, but their experience, knowledge, and expertise all combine to raise the individual to a specific level.
Level 1
Tenure:
New. This trainer has either never been in front of an audience, or this is their second or third time.
Preparation time:
Time to prepare is long and arduous. Has difficulty in organizing ideas, thoughts and concepts into a workable format. Feels under pressure regardless of the amount of time available to prepare. Help comes in the form of guidance from supervisors or senior peers. Finally comes up with a workable product – later than desired, but something that can be used. Slide preparation is laborious due to being unfamiliar with the software, and in the end – slides are “flat” with mistakes (too many words, words too small, misspellings, grammar, words left out etc.) and poor color choices.
Support material needed:
Notes, written script, index cards, props, and/or notes pre-staged on a white board are all possible and many are likely to ensure confidence during the presentation. Minimum memorization is possible due to the pressure of the event. Frequently a podium is used to “stand behind” or give them “stability.”
Length of presentation:
These will usually be short presentations – 15 minutes, some up to 30 minutes. After the presentation the presenter will be “done” – physically and mentally drained.
Use of props:
When props are used, they might not function correctly due to the presenter not practicing with it. (Easels fall, pens don’t work, glass breaks, pieces don’t fit or won’t come apart, and liquids spill.) Embarrassed, the presenter will be unable to accomplish the desired effect and now have to explain what should have happened. Unprepared for this unforeseen event, the explanation is stilted, un-orderly, and long.
Or, the new trainer will have a prop and pass it around to those in the room – now distracting those who have the prop in their hands from hearing what the presenter is saying. There will also be additional disturbance in the room as those looking at the prop discuss it among themselves. The presenter feels as if he/she has lost control – only because they have.
Bearing/Energy:
They are noticeably nervous from the start. Voice may “shake” hands do shake, holding onto a podium (like a life vest) is frequent, high pitched voice (or too soft a voice) speaking rapidly, flustered by questions and losing their place is not uncommon. The question and answer portion may be difficult especially if they don’t have the answer to a question. Nerves can take over and hands begin to shake again as does the voice. In certain situations (rare) the presenter “freezes” unable to remember the next word(s) or topic to follow.
At this level it’s extremely difficult to watch the clock and end on time. Typically they run late, although sometimes very early do to lack of practice.
Questions:
They can answer the basics, but not much more. Several times the “I’ll have to get back to you on that” card is played. They have difficulty in understanding the question, mostly because their nerves have overrun them and they are more focused on trying to look calm than they are on thinking about what is being said to them. It’s a bad cycle they have fallen into.
Evaluations:
Evaluations are usually mediocre at best. Comments are made about “being okay” but the audience was looking for more “meat.” Comments are made about slides lacking proper information, continuity of material, and in some cases the presentation will be labeled as “a little dry” which really means……boring.
Some people will try to be nice because they know this presenter is new at training and offer encouraging remarks to bolster confidence.
Level 2
Tenure:
This trainer is usually still fairly new. Been doing this for 1 year or less.
Preparation time:
Time to prepare is long, but under control. Topic consolidation, priorities and thoughts are coherent and arranged with help from some supervisors or support people. Most of the material is covered in the presentation as needed. Slides are simple and straightforward with some minor mistakes seen by the audience. Colors may not be perfect, but acceptable. Time to develop the slides themselves is still long and strenuous, but the simple tasks are being committed to memory and getting better.
Support material needed:
Notes and a script (perhaps note cards) are still very much in the game. Reference to notes and/or cards are required to ensure order and continuity of the presentation as well as material covered. Although frequent use of notes is used, the impression is not that of reading the material verbatim. The notes serve as a solid and useful crutch to ensure accuracy and lend some confidence to the speaker.
Length of presentation:
This speaker can speak for an hour when required. If it’s a topic on which he/she is an expert, perhaps up to 90 minutes although it wouldn’t normally be advised.
Use of props:
Props at this stage are still awkward and require work. Although the percentage of times the props “work” go up, it’s still not smooth and fluid. The smoothness usually isn’t there because the presenter either doesn’t practice it enough, or because of the newness of speaking in front of others, nerves still get the best of them and the slightest misstep flusters the speaker spoiling the final result. Again, being unprepared for this inevitability leaves them speaking “on the fly” which usually isn’t as precise and takes longer than desired.
Bearing/Energy:
They are nervous and it can be seen at certain times of the presentation. The beginning is the most obvious, but nerves come to the forefront again if they lose their place, or stumble repeatedly on a phrase or word. They are very concerned about doing a good job and sometimes look as if they are working hard which makes them look very deliberate and that seems to show itself as a lack of energy. If questions don’t go well, nerves will become evident again in their voice and hands.
Getting caught up in the presentation doesn’t help in watching the clock and finishing on time. Tendency is to be later rather than early.
Questions:
They know most of the material and able to answer the basic questions very well, but can’t go too far off that beaten path. There are still several questions they must find the answer to and report back.
Evaluations:
Evaluations are similar to level 1 speaker’s, but comments are more about how it might have been done a different way or what might be added next time. There will still be comments about getting more information then what was presented.
People know this person is just getting their bearings on this “speaking thing” and will offer what they think is helpful advice on things that might help them to improve.
Level 3
Tenure:
This person has been around for 2-5 years, and in some cases perhaps a bit more. They are past the “Panic” stage when they have a presentation to give and almost look forward to it.
Preparation time:
Due to their experience with the computer program of their choice, building the basic slides has become part of the job. They can produce a set of slides in a reasonable amount of time and they are “clean.” Usually no mistakes in spelling or grammar and the colors are good. The concepts and ideas are laid out early in the process and the sequence of how the presentation will flow is done in a timely manner. At this stage, rather than have the supervisor present during the construction, a preliminary presentation is sent to the supervisor or manager for review. If they feel it needs to be revamped, they will advise the speaker and suggest some options. The speaker completes the finished product. Typically the presentation is done on time.
Support material needed:
Note cards or an outline are available and glanced at during specific times of the presentation. Reading is done only when a specific lengthy quote is used, or if company policy is being professed for the first time. The flow of the presentation is controlled and seldom mismanaged. On occasions, the timing may be off – and usually goes a bit longer than anticipated.
Length of presentation:
At this stage a full day of training or speaking is not out of the question, although it is difficult for some due to the amount of knowledge required to speak on a subject for this amount of time. At this juncture, they should have the capabilities to build the presentation to this length and fill it with meaningful information.
Use of props:
Usually done well with little fault. They have broken the code about practicing several times before they actually do it for real. The actual demonstrations are poignant and truly add to the presentation rather than just entertain. The speaker continues to “present” and is interrupted only when “Murphy’s law” guides the demonstration off course. At that point, there is some disturbance in the flow, but composure is regained and the presentation does continue with value.
Bearing/Energy:
Shows little sign of being nervous, even though the presenter will admit to being nervous in certain circumstances – usually under the stress of upper management in the room, or a difficult topic requiring significant knowledge. If he/she feels (and might be) unprepared their anxiety will flicker slightly….(although, being unprepared at this stage is rare). All in all, the presenter carries themself well using some gestures in proper places and doesn’t stand behind a podium all of the time. Their energy is good throughout the presentation and shows little if any fatigue. They are believable in their role as a speaker. They are able to keep track of time and usually finish very close to on time. Going over due to questions, comments, and discussions is not uncommon.
Questions:
Able to handle almost all questions and rarely flummoxed. Answers questions straightforwardly with little embellishment.
Evaluations:
Evaluations come back stating people got something out of the presentation. There might be some comments on bits and parts of the presentation, but for the most part people are pleased. Honest evaluations might point out some helpful hints on small areas for the overall presentation.
Level 4
Tenure:
This person has been around public speaking and/or training for a while, 10 – 19 years and they have an average of 15 – 20 years in the subject matter. They have done this enough times where there is no question of their capabilities in front of almost any audience. They like doing this part of their job and it shows.
Preparation time:
Prep time is minimum. This is partially because they know the software so well, and partially because they are usually familiar with the subject matter. They also have standard thoughts and lines they use to “get the ball rolling” and priorities and flow of the presentation is almost second nature for them. They have their own model to follow and it has proven to be effective for them.
Support material needed:
Only in the case of specific readings or policy statements is anything read. If they have anything, it might be a single 4X6 card or a single page of paper laying on the podium or a desk in front of them to keep them on track. The podium is there, mostly to hold notes or decoration. They rarely use it.
Length of presentation:
Length is determined by the amount of material and not the speaker. 2-5 days is not out of the question if required.
Use of props:
Props are in position and ready to use. They have been rehearsed and usually go without a hitch. Training is accomplished during the use of the demonstration with no effort. Demonstrations make lasting points and enjoyed by all. In the event of a malfunction, the presenter is perceived as unflappable. He continues on still training and making points as he goes. He might even throw in some humor to break any tension.
Bearing/Energy:
They are at ease in the front of any audience. If they are nervous, you could never tell it. Their motions are natural as they move around the room as easily as you walk around your living room. Their energy is solid for the duration. They monitor the time well and finish on time.
Questions:
Answers questions with ease and takes the person’s question one-step further to ensure the question has been answered fully. Difficult to baffle this presenter as they are very familiar with the material and probably heard most of the questions previously.
Evaluations:
Evaluations are very solid and typically marked very near the top if not the top from the majority of those attending. Rarely are there comments on how to improve. People enjoyed the presentation and add remarks saying so. Evaluations are never a problem.
Level 5
Tenure:
This trainer has lived through the training material they are presenting. With over 25 years in their professional role, they have vast experience in the subject matter and other subjects that link with the subject matter. They have been “in front” (training and/or speaking) for a minimum of 20 years. They are masters of the trade.
Preparation time:
Is minimum and usually dictated by the time it takes them to find and incorporate the “extras” they bring to the event. Slide software is second nature and knowledge of the material is mostly from memory except for the new material they add due to the voluntary consistent reading and research they do on the subject matter.
Support material needed:
Like level 4, only those items that must be read due to policy or long quotes are written and read. Many quotes are committed to memory and injected into the presentation, not because it was planned, but because the audience feels certain material is important to them and this supplemental material is being discussed at the time!
Length of presentation:
There is simply no limit. Again, only the amount of the subject matter determines the time, not the speaker.
Use of props:
Elegantly used. They are never in the way and the demonstration is perfect almost every time. If it malfunctions, they use humor to counteract the tense situation, and then turn the same incident into a teaching moment. They may have different props set up to use if the occasion requires, and yet feel comfortable in NOT using them because they may not be necessary.
Bearing/Energy:
They are usually one of the most comfortable people in the room. Nervousness is extremely rare at this stage of the game. They are instantly in command of the room and are trusted as the expert. Their energy is focused on the subject matter and getting that subject matter to the audience. Their countenance is one of certainty and humble knowledge. This is where this trainer proves there is a difference between “the message” and “expressing the message.” This instructor not only gives the audience the education required, but also presents it in such a way as to make sense and be remembered. Changing emphasis of portions of the material to meet different expectations can be done with a moment’s notice prior to the trainer taking the stage. Emphasis will come from the trainer and not the printed material in front of the attendees. They can end on time, every time. If you ask, they will end earlier or what ever time you need and won’t miss a beat.
Questions:
This is where level 5 instructors are different from all other levels. First of all, they not only answer questions asked of them, but also go one step more to explain why the answer is what it is. Then they help the person hypothesize a situation, which illustrates the answer.
In addition, this trainer uses questions throughout the presentation to test and prod his audience to find out where they are in the knowledge base of the subject, what their needs are, and what they need to know to get to the next higher level. Wayne Gretzkey said, “A good hockey player knows where the puck is. A great player knows where the puck is going to be.” A level 5 instructor not only knows where the audience is but where it needs to be in order to learn the material being taught. This can only be done by learning about your audience “on the fly.” So, a lot is going on here: the trainer customizes every presentation because he/she:
- Knows the material unequivocally well
- Knows how to publicly speak expertly
- Gains knowledge of the audience while speaking
- Customizes the material to fit the audience
- “Expresses the message” so as to be understood and remembered by the majority.
Evaluations:
Always, top notch. On occasions (but not all the time) they earn top scores (10’s) from everyone in attendance. Several written comments stating, “the best I’ve ever had” or “outstanding presentation” or “I’d be glad to take another class with THIS instructor.”
All instructors on the Colorado Crimson Group Team are “Level 5.”