Planning tailored training: six steps to a useful project brief

A request for “a training day” is a starting point, but it does not yet explain what your team needs to learn. Before choosing slides, a trainer or a delivery format, define the task that people should be able to perform afterwards. A short, practical brief helps turn that need into a programme that can be discussed, delivered and evaluated.

1. Describe the work situation

Choose a specific activity rather than a broad subject. “Improve document management” leaves many possibilities open. “Help coordinators identify the current version of a work instruction before using it” gives the training designer a concrete task. Explain the current difficulty, who encounters it and what a satisfactory result would look like.

Separate a learning need from an organisational obstacle. If staff cannot access the approved instruction, another presentation will not solve the access problem. You may need to clarify responsibilities or update the procedure before teaching people how to apply it.

2. Identify the participants and their starting point

Record the roles involved, their existing experience, working languages and familiarity with the process. A mixed group of new starters and experienced supervisors may need different exercises. Include practical accessibility needs and the equipment participants can use, without collecting unnecessary personal information.

Tell the designer whether participants work together, remotely or across several locations. These details help define examples, group sizes and delivery arrangements. Do not assume that everyone uses the same terminology or software.

3. Write an objective you can observe

Use an action that can be demonstrated: identify, complete, compare, explain or apply. For example: “Using the document register, select the current approved instruction and explain how to report an obsolete copy.” This is an illustrative workplace objective, not a claim about a completed Aerosky assignment.

Agree the conditions and expected standard. Which reference material may the learner consult? What information must be correct? Who will confirm that the exercise reflects the real work? A clear objective helps decide what belongs in the programme and what can be left out.

4. Choose practice before choosing the format

Ask what participants need to do during the session. An explanation may be followed by a worked example, an individual task and a short discussion of common mistakes. For a procedure, use a realistic scenario and an approved sample form. Remove confidential or personal information from training examples.

Then decide whether online, classroom or blended delivery suits the activity. A remote discussion can work well for comparing cases; a task involving physical equipment may require supervised practice on site. Confirm the necessary facilities, materials and support rather than selecting a format solely for convenience.

5. Agree evaluation and follow-up

Attendance shows that someone took part; it does not by itself demonstrate competence. Match the check to the objective: a completed form, a case analysis, a demonstration or a short explanation. Agree how feedback will be given and what happens if someone needs additional practice.

Plan how the skill will be used afterwards. Identify the manager or process owner who will support application, and decide whether a later review is useful. A training activity does not automatically grant a professional licence, regulatory approval or certification.

6. Put the brief on one page

• The activity, current difficulty and intended improvement.
• The participants, prerequisites and working languages.
• Observable learning objectives and approved reference documents.
• Practice activities, delivery arrangements and equipment.
• Evaluation, responsibilities, timetable and expected deliverables.

Use this brief to discuss scope, preparation time, fees, review stages and ownership or permitted use of the learning materials. Confirm these points in the proposal before work begins.

Discuss a tailored programme with Aerosky

Aerosky offers tailored training and procedure and documentation support for organisations in aviation and other sectors. With a presence in Belgium, Albania and Germany, delivery arrangements and local availability are confirmed for each project.

Tell us about your training need, including the activity, audience and desired outcome. We can discuss the scope and a proposal adapted to your organisation.