Streamline Instructor Training

Make the most of sessions for new hires by being organized

By Kathryn Boutwell

Among the many responsibilities of parks and recreation administrators is recruiting, hiring, onboarding, and training instructors who will manage recreation programs. These tasks can be overwhelming. One must consider proper licensing and maintaining necessary certifications, such as CPR training for lifeguards or rules and regulations-training for sports league officials. Then, there is the keeping track of the entire process in an organized and straightforward way that doesn’t deter eligible candidates from applying for positions. So, how to keep track of all these complex processes? The secret is to replace paper files with digital tools.

Jason Goodman, Unsplash

1. Create a road map.

Lay out a detailed map and establish a timeline for new instructors so they know what’s expected and when. Provide plenty of time to allow a new hires an opportunity to plan and acclimate to their roles.

2. Utilize technology and automation.

Ensure all hires receive the same messaging and essential information during onboarding. Software designed for talent management can streamline this process. Make mandatory online-training automatic, and standardize it so there is consistency with each new hire.

3. Provide mentorships for all new hires.

Mentorships are a compelling way to ensure that a department’s messaging, core values, and goals are instilled by another experienced person within the organization. These meetings don’t have to be lengthy endeavors; instead, a mentor can check in with a colleague to ensure the hire is on the right track. A mentorship also allows new team members to ask questions in a one-on-one setting, where they’re more likely to open up and share what they are concerned about, what they are struggling with, or what could be done to improve training and make the process more efficient. Perhaps, most importantly, mentorships can increase training effectiveness because a culture of learning and knowledge sharing between staff members is created, which will cut down on retraining and lead to a more knowledgeable team.

4. Create training that engages.

Ensure that new hires know the full spectrum of job expectations by preparing them for typical duties, as well as those that are unexpected. How should they handle a resident who has not registered but says he or she has? What happens when a resident has not paid a registration fee? What if an emergency occurs during the session? Training is imperative so employees are doing their part in creating an optimal experience for the community. Consider options like interactive virtual training that can be planned, modified, and reused.

One way to make training more effective is by creating learning opportunities. Ask yourself what is most likely to keep someone’s attention. To make training as interactive as possible, utilize role-playing exercises, an entertaining video series, training games, or fun simulations. The idea is to keep the new hire as engaged as possible for the duration of training so information is retained and retraining won’t be necessary. 

5. Track and manage certifications.

Keeping a detailed record is essential so everyone has the necessary qualifications, licensing, and certifications to carry out their role. Whether it’s a simple CPR certification or an in-depth, playground safety-inspector certification, keep track of who needs what and how often each certification is to be updated, maintained, and renewed. Managing certifications for a large team can be a daunting task, but digital solutions are now available to help streamline this process.

6. Group training and certifications together.

To be efficient in the onboarding process, group learning opportunities, training events, and certifications together so everyone has a consistent experience. Foster positive team attributes as the instructors learn together. Staff members can rely on each other for information, support, and general camaraderie that will potentially carry over into their day-to-day jobs. This approach can ultimately impact a positive civic experience.

7. Optimize remote onboarding.

Contactless interactions have become more common for local government, extending to aspects of the hiring process. Efficiencies are created when training is held virtually, and greater flexibility exists when staff members are able to learn at their own pace. These methods can save time and money, but one can’t lose the personal touch of in-person training. Focusing too much on any single training format can lead to ineffective onboarding. While video training may work for a portion of remote learning, don’t rely entirely on that solution; incorporate creative and fun training methods into virtual meetings, like scavenger hunts, ice breakers, and other teambuilding exercises.

8. Review your approach.

There is never a wrong time to analyze how a current onboarding strategy works. Can it be more efficient, inclusive, or practical? Should it be oriented more toward a virtual approach? Are there complicated steps or disconnected communications leading to missed learning opportunities?

Every parks and recreation department can find some aspect of the onboarding process to streamline and improve. From a digital-solutions standpoint, there have never been more resources available than there are now to assist in making a team as effective as possible. Impactful training produces ambassadors of local government, especially in building positive experiences for residents who want to engage in healthy programming in their community.

Kathryn Boutwell works on the CivicPlus implementation team as a solutions manager for a recreation-management solution. After helping many customers launch successfully, she now helps existing ones take full advantage of the features and functionality CivicPlus offers. Her customers see her as a valuable partner in their critical parks and recreation operations.