re-imagining employee training and communication€¦ · pg&e with 10+ years of experience in...
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Re-imagining Employee Training and Communication
ARMA Golden Gate Chapter September 16th, 2015 PG&E Records and Information Management Team
Section divider could be treated like this.
“The bigger we get, the smaller we need to act.”
Danny Meyer
Presenters
Amy Van Artsdalen CRM, IGP is the Enterprise Records and Information Management Operations Principal at Pacific Gas & Electric where she develops and monitors the Records Management program. She has expertise in the implementation of records management programs in the Bio-Pharmaceutical, Financial, and Information Technology industries. Additionally, Amy has worked as a Programmer Analyst and Financial Analyst. She currently serves on the ARMA Golden Gate Chapter Board as the Communications Director
Jeff Mondon is a Gas Records Analyst Expert at Pacific Gas & Electric where he leads the development, implementation and management of RIM policies standards and procedures. Prior to joining PG&E, he was a Regional Operations Manager for two of the largest providers of outsourcing solutions, specializing in on-site services for RIM, e-discovery and litigation support.
LaTasha Jackson is a Gas Records Analyst Expert at PG&E with 10+ years of experience in Records and Information Management. Her specialties include employee training, communications and operations. Before her career at PG&E Gas Operations, she was a Records Manager for a mid-sized law firm in Northern California. Currently a CRM candidate, she has been an ARMA member since 2006.
Valerie Mc Morrow has 10+ years of experience in Records Management both in law firms and in the corporate environment. Before joining PG&E as a Senior Analyst, Mc Morrow began her career as a Litigation paralegal in Northern California and eventually transitioned into Records and Information Management. Her areas of expertise include corporate training and technology implementation. She served on the Board of the Golden Gate and Silicon Valley chapters of ARMA.
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PG&E is an energy supply company PG&E has been in business over 100 years
PG&E employs over 20,000 employees
There are over 150 locations across the enterprise within
Central and Northern California A significant number of PG&E employees work away
from a desk
About PG&E
5 PG&E RIM Program Organization
Steering Committee
Enterprise RIM
Working Committee
RIM Managers
RIM Coordinators Subject Matter Experts
All Employees
6 PG&E Training Landscape
Reach a large decentralized population of employees
Ensure all employees receive uniform RIM training
Address various technological challenges and diverse
backgrounds within the workforce
Create a successful training program that aligns with
our corporate goals and regulatory requirements
Objectives
Understand your training
needs and address
challenges
Develop a toolkit to
deliver effective training
Measure your training effectiveness
Common Challenges
Budget
Resources
Compliance Requirements
Participation and
Engagement Logistics
Various learning styles
Language and Cultural Diversity
Training Challenges
9 All Employee Training
A Typical Enterprise Solution
Delivery Medium: Web-based training Cost: $20k - $50k Level of Effort: 3 - 6 months of development Maintenance: Annual review and updates
Benefits • Training and attendance is
documented to demonstrate compliance
• Consistency in message and delivery
Limitations • Effectiveness varies by
individual and function • Requires computer access • Does not allow for real-
time feedback • Updating content may
require a significant effort
10 Let’s Poll the Audience
• How many of you are responsible for delivering training for your organization?
• How many of you have faced challenges with employee engagement?
11 Develop a Training Tool Kit
Use “out of the box” thinking
Make learning fun
Meet your goals
A big budget does not necessarily equal effective training
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Let’s play LINGO!!!
13 Lingo
Element Outcome
Description
Bingo with a twist: Records terms are placed on a card, and participants are given randomly drawn clues. The first person to get 5 terms correctly in a row shouts “Lingo.” If the terms are correct they win.
Time 2-3 hours
Cost $50 (20 cards)
Materials Card stock, markers, word clues, container
Goal To learn RIM terms presented during the training session
Participation Good for a group of 5 or more people
14 RIM Shoot-Out
Element Outcome
Description
Interactive game in which participants determine if a document is a record or non-record by shooting a ball into designated hoops, one labeled record and the other labeled non-record. The player who identifies the most documents correctly and makes the most baskets in the fastest time wins the game
Time 6-7 hours
Cost $100
Materials Board, hoops, balls, paper, laminate
Goal Education through interaction
Participation Good for display tables. Participants play one at a time.
15 Selecting a Training Modality
- Engaging - Provides opportunity for knowledge-sharing and questions - Best for more specific topics and smaller audiences (up to 20 people)
- Using tools such as WebEx, GoToMeeting - Keep the audience engaged (surveys, polls) - Best for make-up sessions or for audiences in remote locations
- Pre-recorded content - No interaction with audience - Best for high-level messages
16 Key Elements of Effective Training
Prepare, prepare, prepare • Rehearse with a sample audience • Anticipate potential questions • Use real-life examples
Connect with your audience • Adapt to learning styles • Observe body language • Speak with passion
Measure your effectiveness • Establish key learning objectives • Survey understanding and relevancy • Survey method of delivery
Use Humor
Don’t hesitate to engage your audience with records humor to “break the ice” and lighten the atmosphere
Measuring Effectiveness
Evaluate Training
Tool Used
There was value in meeting face to face for training
Evaluate Content
I learned something new
about RIM
Evaluate Your
Delivery
The facilitator was knowledgeable and engaging
Evaluate Training
Time
The right amount of time was allotted for
this topic
Compliance Needs Checklist
Content
• Is there mandated content?
• What is the appropriate level of content?
Frequency
• How often? • Required training
length?
Audience
• Is there a participation target?
• Opportunities to train new employees?
Automate attendance tracking
Create a database to track rosters and attendance records
Generate consolidated
reports
Don’t Over-Track Attendance
21 iMovie
Element Outcome
Description Create a video on any topic of your choice using an iPhone app called iMovie
Time 1 hour
Cost Free for those with an iPhone
Materials Script, iPhone, participants
Goal To illustrate key points in a video that showcases members of your audience
Participation Good for larger groups
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And now our
feature presentation...
23 Name of Presentation •
23 Continuous Improvement
Know your landscape
Select your tools Measure your effectiveness
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Thank you PG&E Records and Information
Management Team
Jeff Mondon [email protected] (925) 244-3401
Amy Van Artsdalen, CRM, IGP [email protected] (415) 973-2474
LaTasha Jackson [email protected] (925) 244-3566
Valerie Mc Morrow [email protected] (925) 244-3947