You know how training employees is all about explaining key concepts, helping them develop relevant job skills, and giving them some hands-on experience, right?

Well, think about it. You can’t just throw all the information at them and expect them to become experts overnight. That would be overwhelming!

Instead, you understand who needs what kind of training. Then, you create a plan and break down the main topics into smaller modules – wherein each module focuses on one concept at a time.

And here’s the thing—when the training modules are poorly designed or aren’t detailed enough, the whole program can really suffer.

So, here is a step-by-step guide to creating and implementing effective employee training modules. It could help you to avoid those pitfalls.

Here’s what we’re going to cover:

• What are Training Modules for Employees?
• Components That Make a Training Module
• 9 Steps to Create an Employee Training Module(With Templates)
• Best Practices for Creating Training Modules
• Common Mistakes to Avoid When Creating Training Modules
• AI Prompts to Create Training Modules Quicker

What are Training Modules for Employees?

Employee training modules are independent units within the broader training program, each designed to teach a specific skill, concept, or set of tasks.

Each module provides employees with clear instructions while focusing on a single topic or competency. This helps employees gain in-depth knowledge and skills in that specific area.

You can deliver these modules through traditional methods, like lecture-style sessions, where employees follow a sequence and invest regular time to complete each module.

For a more flexible or blended learning approach, you allow employees to choose which module they want to start with. This way, they can prioritize training based on their immediate needs or interests.

Once employees finish the entire training program, you can expect them to have all the necessary skills and knowledge as defined by the program's training objective.

Lay the Foundation With Employee Training Program

You should now be able to see that creating modules requires setting up a training program beforehand, so let's get that out of the way quickly.

Employee training programs can cover various topics, making them versatile for organizational needs like customer service, onboarding, or even leadership development.

But how do you make sure these programs address the right topics? Start by identifying performance gaps to pinpoint the areas where training is most needed.

For example, if customer complaints reveal employees struggling with customer service skills, that's your cue to develop a customer service training program.

Here are three key questions to pinpoint the program's core:

• What do the employees need to know?
• What is the sequence or order in which they should learn?
• Over what period of time should they be trained?

Answering these questions not only provides direction for developing a top-notch employee training program but also lays the groundwork for creating effective training modules within them.

Components of a Training Module

Here's what you'd need to include in your employee training module:

• Blueprint:

This is the "what" of your training module. What specific skills or knowledge do you want employees to have after completing the training module?

Consider this training module example, "By the end of this module, new hires will be proficient in adding and managing contacts in CRM software."

• Tools:

This is the "how" of your training. How will you put the module into action for your end users?

For traditional training, you could use printed manuals or create PowerPoint or similar presentation slides accompanying the trainer's lecture.

For modern & online training, you'll need to use specialized digital platforms to convey information through text, images, videos, or infographics, depending on your training objectives.

Using our previous example, when creating a module on adding and managing contacts in CRM, decide on the distribution method. Options include using a Learning Management System (LMS) to create structured courses or using a knowledge base platform to provide help articles that new hires can easily access.

• Cheat Sheet:

Not everyone remembers everything after a module is over. That's why a summary of key points and some resources for future reference are like gold.

It could be a quick cheat sheet, links to helpful documents, digital PDFs of training manuals, or in-app help guides that they can refer to later. This helps in retaining information quickly.

• Test Bench:

This is where you check in and see how effective every module is.

You can use quizzes, role-playing scenarios, or even practical tasks to assess whether employees have grasped the training material. You can also take employee feedback to modify the content.

Okay, the basics are covered. Now, let’s see each component and understand how to create an employee training module step by step.

9 Steps to Create an Employee Training Module

#1 Identify Needs

Before diving into creating a training module, understand your employee's needs.

You can use the ready-made Training Needs Assessment template below to start.

Template by Gyde | Training Needs Assessment

Other than this, here are some additional ways to understand your employees' learning needs:

• Surveys: Use platforms like SurveyMonkey to gather insights quickly.
• Interviews: Talk with managers, supervisors, HR, and even employees. Identify critical skill gaps and training needs.
• Industry Trends: Stay updated on emerging trends. Do your employees need new AI skills? Address these needs in your training.

#2 Set SMART Goals

Next, once you have identified the needs, set clear and achievable goals using the below SMART method:

• Specific: What should trainees be able to do after completing the module?(e.g., use a new software feature)
• Measurable: How will you assess learning?(quizzes, simulations, assessments)
• Attainable: Are the goals realistic within the timeframe?
• Relevant: Do the objectives address the identified needs?
• Time-bound: How long should it take to complete the module?

Now, it's time to step up and plan the overall approach.

#3 Choose the Training Method

When selecting the right training method for your employees, you must consider two main factors:

1. Learners' preferences,
2. End-user goals (that's what we did in #1 & #2).

Now you can take a look at this breakdown of some popular training methods and choose what suits your requirements:

1. Traditional Methods:

• Instructor-led training: This type of training is delivered by an instructor in a classroom setting. This is best used when you need real-time interaction and immediate feedback.
• Lectures: In this approach, a speaker presents a specific topic orally. It's particularly effective for sharing a significant amount of information with many learners at once.
• Case studies and reading materials: These documents offer real-life scenario analyses and readings, aiding practical knowledge application and critical thinking.

2. Modern Methods:

• eLearning: This method includes web-based courses and training modules. Employees can access the content at their own convenience, making it easier to fit learning into their schedules.
  
• Microlearning: This modern training method uses short, focused learning segments. It's ideal for improving retention and seamlessly integrating into daily routines.
  
• Mobile learning: This approach involves delivering training content on mobile devices, capitalizing on their widespread use. It offers the benefits of on-the-go learning and convenience.
  
• Gamification: This method uses game-like elements—points, badges, and leaderboards—to make training more engaging and motivating, resulting in better employee performance.

3. Hands-on Methods:

• On-the-job training: This approach delivers training while employees are engaged in their actual work, guaranteeing immediate use of new skills, and is especially effective for software application training.
  
• Role-playing: Using this interactive method, employees engage in simulated real-life situations to develop their communication, problem-solving, and decision-making abilities.
  
• Simulations: By integrating AR and VR technologies, training simulations can realistically replicate and interact with real-world processes. This immersive approach supports risk-free practice and experiential learning outcomes.

4. Collaborative Methods:

• Group discussions and activities: This method encourages group interactions through discussions, brainstorming, and collaborative projects, fostering firsthand knowledge transfer and cohesive teamwork.
  
• Coaching and mentoring: This approach involves experienced individuals providing personalized guidance to new employees, accelerating skill development, and addressing specific needs through hands-on support.

A Quick Note to Help Your Training Approach:

The most effective training often combines multiple methods. Blended Learning uses the strengths of different methods to create a well-rounded learning experience.  

For example, you could start with an eLearning module to introduce core concepts, followed by an instructor-led session for deeper explanation, and then conclude with on-the-job training for practical application.

Quick Note: Consider these factors when choosing a training method: your budget, time constraints, and learners' technical expertise.

#4 Select the Suited Technology

Once you have followed the above steps, such as identifying training needs and choosing the appropriate training methods, the next critical task is selecting the right platform to create and host your training content.

This step is essential if you wish to incorporate videos or online courses into your training modules.

Here are some platforms you can use to make online training modules:

1. Learning Management System(LMS):

• An LMS is a digital platform for creating, managing, delivering, and tracking online training programs.
• It provides features like course creation, enrollment management, progress tracking, and assessment tools.
• They are ideal for structured learning programs and offer scalability to accommodate growing training needs.

2. Digital Adoption Platform(DAP):

• Digital Adoption Platforms (DAPs) are digital tools that help end users become proficient in using software applications effectively.
• They offer features like interactive guidance, walkthroughs, and help articles within the application itself to enhance user understanding.
• DAPs are particularly beneficial for software training and onboarding, as they offer contextual learning to employees based on their real-time application use.

3. Knowledge Base Platform(KB):

• Knowledge Base Platforms (KBs) centralize information and resources, making them easily accessible to employees for self-paced learning.
• They typically feature searchable databases, articles, FAQs, and tutorials that employees can refer to as needed.
• KB platforms are best for providing brief repositories of relevant information that support continuous learning and problem-solving.

No matter which learning and development (L&D) tools you choose from the list above, consider these must-have features when designing employee training modules.

• Drag & Drop Functionality: Simplifies content creation with an intuitive interface, making designing and arranging modules easy.
• Templates: Provides pre-designed layouts to develop professional-looking content, saving time and ensuring consistency quickly.
• Minimal Coding: Allows users to build modules without extensive programming knowledge, making the tool accessible to non-technical staff.
• All Media Formats Support: This feature ensures that the tool can handle various types of content, such as text, images, videos, and interactive elements, enhancing the learning experience.
• Tracking & Analysis: This feature monitors learner progress and performance, providing insights to continuously improve training programs.
• Contextual Help: Includes built-in guidance and support features, helping users navigate and use the tool effectively.
• Mobile Access: Ensures that training content is accessible on mobile devices, allowing learners to engage with materials anytime and anywhere.
• AI Integration: Uses artificial intelligence to enhance content creation and personalized learning paths, making training more adaptive and efficient.

Pro-Tip: Most platforms offer free trials and demos. This allows you to test drive features, assess usability for your team, and ensure that the platform aligns with your training goals.

#5 Plan Employee Training Modules (With Template)

By coming to step 5, you will have everything needed to plan your training modules: your target audience, their learning goals, your training objectives, the chosen method, and the technology you will use.

Now, it’s time to outline your modules!

When you’ve structured your module before creating detailed content, it often helps in clarity and coherence in your training program.

For instance, if you are using a Learning Management System (LMS) to create an online course on cybersecurity awareness for employees in the banking sector, you can structure your course into various modules such as:

• Incident Response and Reporting
• Securing Devices and Networks
• Recognizing Phishing Attacks
• Data Protection and Privacy

Each module should be broken down into specific topics. For example, within the "Incident Response and Reporting" module, you could cover:

• Recognizing Signs of Security Threats
• Steps to Take During a Security Incident
• Reporting Procedures

Within an LMS, you can include an engaging introduction that provides a clear overview of the course. This introduction should capture the attention of your end users and give them a concise understanding of what they will learn and how it will benefit them.

Template by Gyde | Training Modules

Similarly, this template can be applied to modules created in digital adoption platforms, knowledge base platforms, or any other technology you may be using.

By adhering to these steps, you ensure your training modules are well-targeted and clearly structured, leading to a more effective and engaging learning experience for your employees.

#6 Create Training Content for Each Module

Let's get into practical work – creating the content. This step requires dedicated time to develop the core material for your training modules.

For example, let's assume you've chosen an on-the-job training method using a digital adoption platform (DAP) to create training modules for new hires. These modules will guide them using an online application, such as a Customer Relationship Management (CRM) system.

Within the CRM, you can develop various training modules, such as:

• Logging In & Overview of the Homepage
• Managing Contacts and Leads
• Sales Pipeline Management
• Marketing Campaigns and Automation

Let's take a closer look at an employee training module example: the "Managing Contacts and Leads" module. This module could include five distinct walkthroughs, each demonstrating a specific process.

If you're using a DAP like Gyde, you can easily capture the steps for each process (e.g., adding a contact in a CRM) with a simple drag-and-drop interface. Plus, you can enhance each step with descriptions and voiceovers.

Here's an illustration of how detailed content for each walkthrough might look. For instance, consider Walkthrough 1: "How to Add a Contact."

This approach can be replicated for other pivotal modules you intend to develop.

While this example focuses on digital adoption platforms, if you're creating module content using other formats or technologies, keep these principles in mind:

1. Use different types of pictures and videos to help people learn better.
2. If you're using a Learning Management System, tell stories to help people remember things better.
3. Always organize your information in a way that makes sense and isn't too hard to understand.
4. Ensure everyone can access the content. Consider including closed captions for videos and providing text alternatives for images.

#7 Refine Through Pilot Testing

For smaller employee groups, this step can be optional.

But, if you're rolling out a training module to a large audience, such as 2,000 employees, it's highly recommended to conduct a soft launch first.

This can be achieved with a representative sample of your target audience, ideally 10-20 participants, to gather diverse feedback while ensuring manageable logistics.

1. Select a Representative Group:

• Experience Level: Include participants with varying experience levels related to the training topic.
• Department: Ensure representation from different departments who will be using the module.
• Demographics: Consider factors like age, learning styles, and technical proficiency to gather well-rounded feedback.

2. Gather Feedback:

Use a combination of methods to get a holistic view of the module's effectiveness:

• In-built Features: Leverage features like post-content emoji ratings or short surveys within the training platform.

• Anonymous Reviews: Gather detailed feedback through anonymous reviews of the training that allow participants to elaborate on their experience.
• One-on-One Interviews: Conduct optional one-on-one interviews with selective individuals to gain deeper insights and address specific concerns.

Pro Tip: Focus on Actionable Feedback

Guide participants to provide feedback that leads to concrete improvements. Instead of a generic "It was boring," encourage responses like "More interactive elements would be helpful" or "The language used felt too technical for beginners."

#8 Launch Time

1. Plan & Share

• Develop a launch calendar: Schedule the module launch within your overall training plan.
• Appoint a launch coordinator: Designate a person responsible for overseeing the launch process according to the established training flow.
• Internal communication campaign: Leverage internal communication channels to explain the module's purpose and how it benefits employees in their roles.

2. Provide Additional Support

• Develop resources: Equip learners with additional resources to complete the training successfully. This includes creating a 'Cheatsheet' component for your training modules. Here are key resources to consider:
• Comprehensive FAQ Section: Address common questions and concerns related to the module – providing employees with immediate support and clarification.
• Contact Information: Clearly communicate how learners can reach trainers or subject matter experts. Provide multiple contact methods (email, phone, office hours).
• Peer-to-Peer Support Options: Set up a discussion board or chat group for each training module so users can share and learn from each other, promoting a collaborative learning environment.

#9 Evaluate Each Module

As the last step, you can periodically track learner engagement with analytics.

Many learning platforms offer built-in analytics that can help you assess the effectiveness of your online training modules.

• For Digital Adoption Platforms (DAPs), you can identify areas for improvement by observing where users drop off in the process and how many views each walkthrough or help article receives.

• For Learning Management Systems (LMS), track overall user engagement and measure by counting the number of people who participate in discussions or answer questions within the modules.
  

The final step is to continuously iterate and refine the modules based on the insights you gather - that's how you'll keep your training fresh, relevant, and driving real results for your organization.

Best Practices for Creating Training Modules

1. Customization for Specific Roles

By tailoring modules to the specific needs of employees, you ensure everyone gets the exact skills & knowledge they aim to excel in their roles.

This personalized approach makes the training more relevant and impactful, leaving learners feeling well-equipped to tackle their day-to-day tasks.

2. Multilingual Support:

To make sure everyone feels included and gets the most out of the training, offer modules in multiple languages. This allows trainees to choose their preferred language, fostering better understanding and engagement.  

When everyone is on the same page (literally!), it creates a more positive and collaborative learning environment.

3.  Accessibility and User-Friendliness:

Make sure your modules are readily accessible, with smooth navigation and clear instructions. If it's online training, ensure it's compatible with various devices like phones, tablets, and laptops.

This flexibility allows learners to access the training anytime, anywhere, on their preferred device. When learning is convenient and user-friendly, it becomes a more enjoyable and positive experience for everyone.

Common Mistakes to Avoid When Creating Training Modules

• Misjudging the Audience: Tailoring training to the audience's needs is essential for impactful training programs. Understanding the demographics and mindset of the target audience is key to ensuring knowledge retention and engagement
  
• Irrelevance: Training programs should stay relevant by adapting to new technological advances, processes, and business practices. By identifying key elements beforehand, the training can remain effective and engaging.
  
• Playing it Safe: Challenges in training programs drive learner involvement and attention. Keeping the training easy and predictable can reduce engagement. Variety and challenges are vital for creating effective courses.
  
• Forgetting about the Buy-in: When employees see that management supports and values the training, they are more likely to take it seriously and invest their time and effort. This leads to higher participation rates and better learning outcomes.
  
• Information Overload: Bombarding learners with excessive content can be counterproductive. Break down complex topics into manageable chunks and use a variety of engaging formats like videos, images, and interactive elements to prevent information overload.
  

AI-Prompts to Create Training Modules Quicker

Use AI tools such as ChatGPT, Microsoft Copilot, or Gemini to instantly generate baseline content for creating training modules.

Simply ↓copy and paste↓ the provided AI prompts to receive quick outputs and simplify your training module creation process.

Prompt for Sales Training Module

You're an experienced sales training consultant with a keen eye for developing engaging and effective training modules. Your specialization lies in creating interactive content that hones in on crucial sales skills and techniques for diverse sales teams.

Your task is to create a sales training module that covers (topic name) the sales process and equips sales professionals with the necessary tools to excel in their roles.

Ask me for more relevant information that you might need while creating the module.

Prompt for Compliance Training Module

You're an experienced corporate trainer specializing in compliance regulations and training modules for various industries. Your clients appreciate your attention to detail and ability to create engaging and informative learning experiences.

Your task is to create and deploy a Compliance Training Module using a Learning Management System (LMS). The module should cover essential topics related to regulatory compliance, company policies, and best practices.

Please include the following details:

- Industry: __________

- Company Size: __________

- Compliance Areas to Cover: __________

- Interactive Elements to Include: __________

Tailor the training content to the specific industry and company needs, and ask me for relevant information you might need while creating the module.  

When creating the Compliance Training Module, remember to keep the content engaging, interactive, and relevant to the company's operations and industry standards.

Prompt for Quick Training Module Creation

You're an experienced training program developer specializing in creating segmented training modules for various topics to ensure comprehensive learning for participants. Your expertise lies in breaking down complex subjects into digestible modules that cater to different learning styles and levels of understanding.

Your task is to create a training program consisting of segmented modules for a specific topic. Here are the details you need to consider while developing the training program:

- Topic: __________

- Target Audience: ________

- Learning Objectives: ________

- Module Topics: ________

- Module Descriptions: ________

Ensure that each module flows logically from one to the next, building upon the knowledge gained in the previous one. Tailor the content to engage participants actively and ensure maximum information retention throughout the training program.

Remember to balance theory and practical application, incorporating interactive elements to enhance learning outcomes and keep participants motivated and engaged.

How DAP Drives Better Results for Your Employee Software Training

As we've explored in the blog, a Digital Adoption Platform (DAP) can make a huge difference when creating effective modules for application software training.

(We highly recommend you to) Refer back to step 6, where we highlighted the use of DAP for developing comprehensive training content.

In the DAP category, there’s a simple yet powerful tool called Gyde. It’s an AI-powered platform that follows the principle of just-in-time training. Gyde enables your application end-users with on-the-spot assistance within the application, allowing them to find answers independently and reducing the need for support tickets.

For training creators, Gyde simplifies the creation of microlearning modules, such as step-by-step walkthroughs and contextual help articles articles. Its AI capabilities also speed up the content creation process.

Plus, it impacts user adoption positively and boosts application usage, maximizing an organization’s investment in crucial enterprise tools like SAP SuccessFactors, Workday, Salesforce, etc.

If you want to make your application training easier and more effective, schedule a free, one-on-one demo to discover how Gyde can help you achieve that!

FAQs

What are the objectives of the training module?

Training modules aim to:

• Develop specific knowledge and skills.
• Improve job performance.
• Prepare employees for new tasks or procedures.
• Reinforce company policies or safety protocols.

Can an employee training module exist without an employee training program?

An employee training module can exist without a comprehensive training program, but it's not ideal. Modules are individual units focused on specific skills or knowledge, while a program provides a structured, cohesive framework.

Without a program, modules might lack context, progression, and alignment with broader organizational goals. To be effective, modules should be integrated into a well-designed training program.

What are the types of employee training modules?

Modules can vary depending on the topic, but some common types include:

• Onboarding: Introduces new hires to the company and their role.
• Compliance: Ensures employees understand and follow regulations.
• Skill development: Teaches new software, procedures, or technical skills.
• Soft skills: Develop communication, teamwork, or problem-solving abilities.

What is the difference between a training course and a training module?

• A course is a broader learning program, often comprising multiple modules.
• A module is a self-contained unit focusing on a specific skill or topic.

Why use training modules?

Training modules offer:

• Flexibility: Learners can complete them at their own pace.
• Accessibility: Training can be delivered online or offline.
• Consistency: Ensures everyone receives the same core information.
• Measurability: Assessments track learning and identify areas for improvement.