Capacity Building Training Preparation

The success of an organization is highly contingent on the capabilities of the employees, which is why employee training programs are a necessity.

Statistics show that companies who invest in training their employees enjoy a 24% higher profit margin than those who spend less. Furthermore, employees who are constantly under comprehensive training programs generate a 218% higher income for their companies. 

These statistical figures only reiterate the importance of investing in the development of employees in relation to how they perceive work, how equipped they are in handling their responsibilities, and how they value the organizational goals.

One great way to ensure steady growth and development among employees is to conduct capacity building training. 

employees under training programs

What Is Capacity Building?

Also referred to as capacity development, capacity building aims to improve the skills, knowledge, and other resources employees have that are relevant to their jobs and the objectives of the organization. 

With 74% of employees who believe that they have not yet reached their full potential, there is an overwhelming demand for capacity building through extensive training programs.

Note that capacity building is not only achievable through training. The concept should not be limited to skills development. In order for capacity building to be highly effective, the scope should include all stakeholders of the company at the individual, institutional, and systemic levels.

The main focus of this article is to discuss the goals of capacity building at an individual level while still touching on the institutional and systemic levels of capacity building.

Main Goals of Capacity Building in Organizations

The common end goal of every training for capacity building is to increase the capacity of the company and its workforce in terms of number, audience, and impact.

Capacity building must revolve around the following specific goals:

  • highlighting the individual role of the employees
  • tackling the main challenges experienced 
  • developing individual skills
  • building new competencies
  • promoting collaboration and accountability

These goals are only possible if enough effort is put into the preparation of the training program for capacity building.

Capacity Building Training Checklist

For capacity building trainers and managers to effectively carry out the main objectives of the training, here’s a list of steps to include in your checklist:

  • Set specific objectives
  • Create your plan
  • Secure the right tools
  • Choose the appropriate activities
  • Identify your team members

Read on to know more about the primary considerations in each step.

capacity building training checklist

Set Specific Objectives

Every training session must have a set of specific learning objectives that will guide the trainers and managers throughout the session. The learning objectives will set the pace of the training and affect the choice of activities and assessments, as well as the evaluation at the end of the training.

When training employees for capacity building, the learning objectives should not only target the mental capacity development of the participants. Capacity building not only targets skills but also behaviors or mindset. In this regard, the learning objectives must reflect your company’s values.

Successful training is one that engraves company values into the minds of the employees, thereby leading them to appreciate even more the company they are working for.

Create Your Plan

The training plan is basically the framework that holds all the elements of a training program. The reason why you must first set your objectives before working on the plan is that the plan must be anchored on the objectives.

In your training plan, you should enumerate the guidelines for the following:

  • target participants
  • resource speakers
  • communication channels
  • learning design
  • lectures and activities

The training plan should indicate the schedule and the assignments of the training team or focal persons for ease in collaboration.

Secure the Right Tools

The trainers are expected to secure tools that will aid in presentations, discussions, and even activities. Adopting the latest technology makes a training session even more engaging. However, what is really a game-changer is the provision for a capacity-building toolkit. 

The use of a capacity-building toolkit that employees can use not only during the training but also in the actual implementation of their newly acquired skills and knowledge. These tools may vary depending on the department undergoing capacity building training.

The ideal capacity-building toolkit is one that includes a capacity assessment tool that will help assess the overall capacity of an organization in the following areas:

  • organizational management
  • operational management
  • human resources management
  • financial management
  • facility management

These key areas are further inspected to determine the priority areas for capacity building training.

Aside from the assessment tool, you will also need a manual on the proper use of the toolkit and the accurate interpretation of the data generated from presentations, discussions, assessment, and evaluation.

Choose the Appropriate Activities

The right activities for capacity building are those that change mindsets, offer a new perspective, encourage action, and increase engagement. 

The choice of activities is also dependent on the method of training. Some of the most popular training methods are the following

  • Classroom Training
  • Online Learning 
  • Coaching
  • On-the-Job training

Classroom training activities are normally those that allow the participants to roleplay, discuss, or create mockups. With online learning, you can use interactive games or video modules. On the other hand, coaching and on-the-job learning maximize the real work setup wherein the trainer monitors through observation.

It is important to be intentional in your activities. Every activity must be designed to produce results that respond to the needs presented through the objectives. 

Identify Your Team Members

A typical capacity building training is handled by a team of trainers or coaches with first-hand knowledge of the work involved. If the resources are limited, you can always tap the help of the HR team or the supervisors. In fact, the participation of the management team is encouraged. The participants tend to get even more motivated when they know their managers are part of the process.

External training setups are often composed of external consultants or trainers who may not be as experienced as the managers or supervisors are. However, these trainers can provide unbiased insights and evaluations of the participants’ performance and behavior.

It actually matters less if the capacity building training program is facilitated via internal or external training. What matters more is that the training team is fully prepared and equipped. Their vision must be aligned with that of the company. They must embody the qualities of certified professionals—trustworthy, reliable, knowledgeable, and efficient. Otherwise, a company must reassess the entire training plan for capacity building. 

Care to Share?

You May Also Like

About the Author: Staff

This article is written by a staff writer at Trainer Hangout.