Training (Announcements, Selections, Confirmations)
Guidelines
Be sure to direct the correct message to the correct audience. If the memo is a confirmation, highlight the instructions and details up front.
Distinguish between the needs and interests of your two primary audiences—participants and supervisors of participants. Supervisors will be most interested in the course objectives and results promised. Participants will have additional interests, such as preparation required, methods of instruction, and details of confirming and attending.
Give all details of the training program (dates, hours, locations) in all correspondence rather than “parceling them out” when you think readers need to know—a few in the course brochure, a few in the course-scheduling announcement, and finally a few in the confirmation memo. On occasion, participants’ attendance depends on their ability to schedule flights and end other meetings and projects within a limited timeframe. From the start, give them all the details that may affect their registration.
Highlight course objectives in announcements. Never take for granted that supervisors have a knowledge of the course—even if it has been offered before—and never assume supervisors pass on these course objectives to participants they nominate for training.
Establish the credibility of the instructor. Course effectiveness in most cases depends on the authority and skill of the instructor. Both participants and their supervisors deserve to know who will be leading the learning effort.
Mention the intended audience—if not already obvious from the memo’s distribution list or course description. Is the course most helpful to midmanagement people, entry-level employees, those with 10 years’ experience or more, or those who handle certain kinds of tasks?
Be firm about expected preparation.
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