TOT 169-Week 169

“Some mistakes – 1 ”

The following mistake committed by some trainers   may be tried to be avoided:

1. Displaying slides  unconnected with the  topic being taken by another trainer

At times, due to poor preparation on segmentation and poor time management, what was thought of as  an important material to be shared with the trainees, remains unshared with them. The session gets over without  giving this input. This is suddenly remembered by the trainer, when some other trainer is going on with the next session.  Suddenly in the anxiety to fill in the  gap, the trainer who had left  out some information , starts displaying that information through slides., ignoring the fact that  the other trainer’s session on some other topic is going on.

Example:

Session:  Importance of referral – aspects  to be considered during referral

Trainees: Judicial Officers 

A trainer who took the session on this topic, wanted to refer to some judgments  on mediation., but could not do it.

The next session was on the topic of Empathy by another trainer.

As the session on empathy was  going on, the first trainer realised the  mistake.

Immediately, opened the lap top, and started sharing  on the screen list of cases :

Ex: Moti Ram Vs… etc with a short head note of each citation.

Consequences:

The trainees’ attention got diverted.

They started noting down whatever was on the screen.

They completely stopped listening to the trainer who was giving inputs on the topic of empathy.

Effect:  The attention of the trainees get distracted

               The professionalism of the trainer who has displayed such slides  during the session held by other trainer becomes questionable.

              The trainer holding the session gets confused as to (i) whether she/her should stop the session or continue the session,(ii)  whether should ask the  trainees to ignore the slides (iv) Whether to request the trainer to  display the slides after the completion of her session.   

What can be done – when some more additional inputs are to be given:-

The trainer can note down:- (i)  What more was  required to be conveyed  but could not be conveyed. (ii) Make a  hand out of the information  to be communicated (iii) Circulate  it to the trainees

Or

Request the co – trainers  during interval to adjust the timetable  to give her/him an additional time to complete what was left incomplete.

Self discipline:  Never encroach upon  other trainer’s time , topic and session.

        “I think self discipline is something, it’s like a muscle. The more exercise it, the stronger it gets.”

Daniel Goldstein-American Cognitive Psychologist.

(All copy rights reserved by the author S.Susheela)

WEEK 168

“Crumbled preparation”.

Training requires methodical preparation.  

Trainer cannot be expected to ignore basic preparation required  for any training.

The following are  expected from  trainer/s:-

• Co ordination with co trainers before the training  begins, and during and after each day’s training.
• Preparation of working time table  ( with minute , minute to minute  division of topics and subtopics  between or amongst co trainers).
• Preparation of individual working time table, wherein   the trainer  keeps  a note of  schedule of  topics and sub topics to be covered, indicating time to be taken for each topic/subtopic/example/ exercise etc
• Identifying the  examples/case histories to be given .  
• Identifying the  role plays to be given.
• Understanding what  is meant by briefing/debriefing/coaching. 
• Deciding on who would do briefing /de briefing/coaching etc.
• Keeping the slides  prepared well before hand, for the specific session

Following are not appreciated:

1. Using the slides prepared by some other trainer/s
2. Reading from the slides and   trying to explain, ( without having understood it before, but trying to understand it while reading it to the trainees).
3. Reading from the book/slides/notes etc during the session conducted by another trainer., without listening to what is being communicated by the other trainer.   
4. Information overloading.
5. Not preparing  on the examples/ exercises etc.

Ex. (i)Giving the example of 17 camels, without even remembering  how the camels were supposed to be divided amongst three sons, as per the WILL executed by the  father.

(ii) Not using the board  writing while giving this  17 camels’ example.

iii) Not knowing the details of example/exercise, but yet starting it, and in between asking the other trainer to  explain it, without even knowing or finding out from him/her as to whether that trainer knows the said example/ exercise.  

• Giving very lengthy examples, of which the trainees cannot keep track easily.
• Continuing to speak  without  prior preparation and  without having  sufficient content knowledge   on the given  topic/subtopic.
• Expressing one’s own  doubts, without proper justifications,  about,     universally well  researched and accepted  concepts .
• Searching for  some points from some book, and trying to find it, wasting the time allotted for session.
• Reading one point after the other copies   from some book, and trying  to paraphrase it.
• Remaining un attentive during coaching.
• Not indicating the trainee playing the role of mediator, what is the mistake committed and how it requires to be rectified.
•    Not observing how many of the trainees, have lost interest in the session, looking somewhere else , sleeping, staring  blank etc., while the presentation is being given.
• Giving justification  for every mistake pointed out by the co trainer or lead trainer.
• Ignoring the suggestions given by the co trainer/s/ lead trainer/s.
• Attitude  indicating “I will not change “,  with a justification that ‘ none has hither to asked me to change’ .
• Giving many reasons as to why the trainer failed in doing something , which he/she was expected to.

“Everybody has talent, but ability takes hard work.”

(Michael Jordan-American former professional Basketball player.)

(All copyrights reserved by the author S.Susheela)

Positioning depends on the objective.

In the context of training positioning would involve  the following three areas:-

1. External/ physical positioning/Body positioning .
2. Internal  positioning – Mental preparation
3. Positioning  of the trainer in the mind of the trainees.

1)External physical positioning.

Trainer may have to take a minute or two  to decide on the  positioning.

Trainer has to take a call on where he/she should be standing  during delivery of presentation,  while asking questions, while answering the trainees, while watching the role play, while coaching the mediators to be  during the role play, during facilitation process , while the  other trainer  is holding the session etc.  The body positioning in each of these situations will be different., and will speak a lot on the  professionalism  of the trainer.    

 Body positioning requires  preparedness to meet the situation.

Body positioning reflects the competence , and confidence of the trainer.

During coaching the body positioning of the trainer reflects the  connection and caring concerns of the trainer towards the trainees. 

However in order to achieve this , internal calm and  composure  would act as  two key  supporting elements.

• Finding the right place to  stand or sit.(ii) Observing  one’s own posture / body language/body movements / eye contact/  voice modulations , all these aspects become part of body positioning.

How is this achieved during presentation :-  (i) When a trainer has to  move from one sub topic to another,  it is better to move back, take  a minute to  take appropriate positioning  before starting the  next subtopic.

2) Internal  positioning – Mental preparation

The following may be considered:-

(i) Remembering positive affirmations (ii) Regaining confidence (iii) If some points are forgotten- taking  a look at the notes.(iv) If some mistake was committed during the earlier part  taking steps  to  set it right  (v) If  some of the trainees are  interfering too much  ..how to avoid it . (vi) Should the method of presentation be changed..

However  implementation of any of the internal positioning  techniques  requires  tremendous calmness from the trainer. 

3)Positioning  of the trainer in the mind of the trainees.

Trainees  may have their own perceptions.

They may rate the trainers  as per their own yardsticks.

They may be strongly opinionated.

They may form the opinions within few minutes of the presentation.

Trainers  may have to be sensitive towards the body language of the trainees and  catch as to what is going on in the mind of the trainees. 

Trainers have to immediately think of a strategy to erase the misconception if any in the mind of the trainees.

However trainers need not have to think too much about   the  opinion of  the trainees   during the session. They can always consider the  feedback by the trainees.  Thus what is to be part of working on the feedback given by the trainees should not be part of the attention to be given to the positioning of the trainers in the mind of the trainees, during the session.

“Proper positioning helps in taking control of the surrounding .“

SLAMW

(All copyrights reserved by the author S.Susheela)

….

TOT 166-WEEK 166

“LEARNING FROM OTHERS”

Effective presentation is an art and at the same time it is a cultivable skill.

In order to be good at it, one can keep watching and following  others working  in the same field and /or working  in  altogether  diversified  fields also.  What is important is to know how the speaker connects with the audience, communicates to the audience what is required to be communicated , and how  effortlessly the object is  being achieved.

Systematic learning in this area  can be achieved from the following:-

A)Irrespective of one’s  domain interest, one can  attend the session/s by an expert on an entirely new subject about which one does not know anything, and/or  does not have any interest too.  

  B) Attend  a session  or two where one has some knowledge   about or interest in  the  subject.

C) Attend session/s  on topics about which one has  fairly  good knowledge.

D) Attend session/s on topics, about   which one ( Yourself) is considered  as the best .

This  approach  makes the trainers  understand the level of understanding of the  learners.

Trainers may come across  some trainees (i)  who do not have either subject knowledge or  interest, (ii) Who  have some preliminary understanding  (iii) Who already  have fairly good knowledge   (iv) Who have   themselves  made  mark as  experts.

As part of learning some   of the following illustrations may  be considered:-

1. Steve Harvey- American television Host-

Steve Harvey’s  interviews/conversations with children  teaches us  how to use questions.

Little Big Shots- hosted by Steve is worth watching.   

Sets a  very acceptable atmosphere- confirms an empathic connection- gently asks a meaningful question-  waits  with all the curiosity  to know the answer- expresses a lot  within seconds ,  through his body language .. demonstrates his genuine concerns to know the answer- gives space- receives the answers with  a notable  open mind –  speaks more  through his non verbal communication – selectively  repeats the answers – speaks very less..   knows when to stop and not proceed further – leaves at the right time   and does not drag.

ii)Robin Sharma

Canadian Writer- Founder of the training Company- Sharma Leadership International

After listening to him one feels empowered.

Many who listen to Robin Sharma   may agree that Robin Sharma makes you feel that all  that you feel you knew, but did not till then  knew that you knew it, or that you did not know it to be so very important , are worth  re-visiting .

Points go straight.  Thoughts are communicated  one after the other in a systematic way.

iii)Jaggi Vasudeav

Founder and head of  Isha Foundation

Clarity is his  strength.

Makes one  stay with.  Best use of stories /anecdotes.

There is message – there is humor coupled with  message –  there is invitation to introspect.

iv) Naval Ravikanth

Indian American Entrepreneur  and investor- Podcaster

The flow is amazing. Thoughts follow one after the other. There is  complete ease. The listener  gets convinced  at times carried away too .  There is logic- preceded by deeper understanding of the concepts that are delivered.

The list can continue.

Above are just some examples.

One can learn from any one  and from anywhere .

SLAMW   

  ( All copyrights reserved by the author S.Susheela)

….

TOT 165-Week 165

SEGMENTATION AND SEGREGATION

Temptation to serve everything that is prepared , and that too all at once spoils the quality  of presentation.

It is not bad to think of speaking about all the thoughts that are chosen by the speaker  for  a given presentation.  The  point to be focused here is “ How do you put forth the thoughts within the available time ?”

Training stands out from other modes for acquisition of knowledge. A specific competence is required to be transferred from the trainer to the trainee during the training.  In a training, it is  ‘then and there’.  

Segregation and segmentation are two important elements which cannot be ignored in any presentation which is part of any training program.

Segmentation    in the context of presentation  includes  preparing blocks for each of the topics and subtopics.

Segregation , in the context of  presentation in training  ideally means  maintaining a  healthy boundary wall between one topic  to another/ one sub topic to another, with occasional permitted transitions. Removing  all that can be and has to be removed from each block.   Finding a befitting place for every thought .

How is it done?

Segmentation: Trainer takes  out  the topics and the sub topics. Puts them  into different segments. Arranges the blocks in  an order.

Segregation: (i)Works seriously on the thought process .(ii) Segregates..  (iii)Which thought is to be introduced where. (iv)Which  thought can be grouped with which thought.  (v)What is to be  said when and where. (vi) What should not be brought in which segment .

How to demonstrate use  of these two techniques during the presentation?

(i)Pick up a topic/sub topic  .(ii) Name the topic/sub topic  (iii) Give general introduction (iv) Explain the concept(v) Give example  or exercise related to it (vi) Conclude the topic/sub topic  (vii) Go to the next topic/sub topic  (viii) repeat the steps  (ii) to (vii).

Link all the subtopics under one sub topic at the  end of the presentation.

Advantages:

The  canvased points  reach the trainees easily.

Confusion is avoided.

They do not see many /  different ideas/thoughts/  scattered here there and everywhere.

Trainees get specific inputs.

To remember:-

No one will be prepared to pick up the best from the rest.

Presentation cannot be too taxing and tiring for the trainees to comprehend.

Trainees cannot be expected to separate the grain from the chaff.

Trainer is  expected to serve  the trainees ,  only the grains.

Anything that is not taken by the trainees is a waste.  

“We need to be careful with our thoughts and  words-cannot afford to go  waste”.

SLAMW

….

TOT 164-WEEK 164-LAYERING

Layering is a technique which is generally used in refresher courses and  advanced courses.

How is  layering done ?

i)Choose a  concept.

Understand from the trainees whether they have ever heard of it or not. If not introduce the concept at the fundamental level.

(This is STEP-1: Laying the foundation)

ii)If they  know about it, get information from them in order to understand their level of understanding.  If their level of understanding is found inadequate fill in the necessary data.

(This is STEP- 2 : Understanding the strength of the foundation and strengthen it if need be ).

iii)Ask them questions and find out  where all they have come across this concept and used it .

How they have used its knowledge to practical situations

(This Step-3– drawing their attention  to reflect on their practical experiences)

iv)Give some practical examples- simulation exercises

Ask them to put the  knowledge of the theory part to practical use.

(This is Step-3-  Providing on the spot  practical knowledge )

Example: Concept – Rating scale questions

i)Introduce the topic – Lay the foundation

ii) Understand  the strength of their fundamental understanding .

Strengthen it if need be .

iii)Ask them  where all they have used this concept of Rating  scale questions

iv) Give practical examples- of Family Court cases- Commercial court case- Partition suits-  etc where multiple options are generated and they have to make a choice.

‘Practical learning is to dig out  what is already known  to you , and make  it more understandable and usable.’

SLAMW

(All copyrights reserved by the author S.Susheela).

TOT 163

WEEK 163

Avoiding repetition

Many trainers loose their time and credibility  as a professional trainer due to repetition. They keep on revolving around the same sub topic- same words- same sentences -same examples etc  Trainees get a feeling that session is  not moving forward. They feel  as though the  trainer is spinning  around. Taking a reference to what has already been said is acceptable .  At times it may be necessary to do so. But repetitions may  not be acceptable.   

Repetition is a trap.

Once a person gets into it, it becomes very difficult to come out of it.

Ideal situation would be to avoid getting into it.

Trainer  gets into the trap of repetition in some of the following situations:-

1. Not knowing how to move forward
2. Lack of preparation to the required level.
3. Over confidence.
4. Unknown fear of loosing.
5. Getting struck while  trying to make the trainees recollect what is already dealt with
6. Unable to remember new /additional points.
7. Anxiety.
8. Trying to be on the floor till the session time gets over.
9. Not keeping personal track on what is being delivered.
10. Not focusing  on what was delivered by earlier  speakers. 

Steps to avoid repetition:

1. Spend  quality time on preparation.
2. Mindfulness- be in the present
3. Take meticulous note of what is being delivered/done  by other trainer/s.
4. Keep   pointers- bullet points.
5. Keep cards indicating the subtopics  to be covered. Spread it on the table
6. Prepare a “small blocks’ sheet” with sub topics to be covered

Example:

Conflict- what is –	Sources of conflict	Difference between dispute and conflict	Steps to manage conflict Ex-
Techniques to resolve conflict Ex;	What happens if conflict is not resolved Case history	Should mediator address  the conflict  in all cases	Revisit-conclusion

Where there is clarity  repetition has no place.

SLAMW

(All copyrights reserved by the author S.Susheela).

Demonstrative role play by the trainers  always keeps the concepts and practical tips ever green in the memory of the trainees.  It ensures Positive Reinforcement.

Amongst the trainers  one takes the role of a mediator and others as disputing parties and/ or third parties/advocates etc.

EXAMPLE:-

A chosen roleplay  is  taken for demonstration.

The role play goes stage by stage every day.

Only those  concepts introduced in the day’s training is made part of the role play of the given day.

Example;

Day-1-

Welcoming – greeting -seating – introducing – getting introduced –  opening statement- joint session ( listening to the narrative by one party- summarizing it -listening to the version by the  advocates (if need be)., repeating the same process with the other party.

DAY-2

Private session/s with Party -1 –  third parties -if any.

Private session/s with party -2 – third parties if any.

Understanding the person and the problem as perceived by the parties

Active listening – demonstrating empathy- clarifications

Understanding the core issue.

DAY-3

Preparation for Negotiations-

Further private sessions

Understanding the underlying  needs interests and goals.

Effective questioning

Generating options- Evaluating  mutual options

DAY-4

Avoiding reactive devaluation- barriers to negotiation

Understanding BATNA WATNA MLATNA of each of the parties.

Exchange of offers and counter offers.

 DAY-5

Closure

Drawing of settlement  agreement if the parties have reached  agreement on terms .

Note: Above  pattern is given only as a skeleton structure. Depending on the  theory part covered on each day, the concepts may have to  be interwoven into the role play.

Advantages:

 Participants understand how the theory part of  imparted knowledge  is practically used in actual mediations.

They understand how each of the stages are effectively used by a skilled trained mediator.

They understand about each of the techniques used by the mediator.

They understand how the questions are thoughtfully asked by the mediator navigating the mediation  process towards  collaborative problem solving . 

They understand  how  effectively  barriers are overcome by the mediator.  

“The ability to change constantly and effectively is made easier  by high -level continuity.”

Michael Porter-American academic

(All copyrights reserved by the author S.Susheela).

A good trainer never fails to have Plan B   prepared equally well. 

Contingency planning involves  two  elements:-

i)Foreseeing the situations which may or may not arise.

ii)Planning before hand  if things do not go ahead as planned.

Mediation training  is a team work.

Once the trainers’ working time table, with minute to minute  details  is designed, all the trainers have to sit and discuss about contingency planning for the entire team.  It is equally important to keep oneself  individually prepared about contingency planning.

Some situations like the following  may be considered for contingency planning:-

1. What if the inaugural session   takes too much of time?
2. What if  the closing ceremony takes the entire afternoon?
3. What if  the previous speaker /trainer holding the previous session takes too much of time?
4. What if some key elements are not touched by the previous speaker?
5. What if the role play materials  are not printed  and kept ready?
6. What if the electricity supply fails?
7. What if  all the trainees do not arrive on time?
8. What if one of the trainers falls sick?
9. What if there is a language barrier ?
10. What if  a trainer does not know answers to some  of the questions asked by the trainees?

Advantages:-

1. It reflects professionalism.
2. It gives confidence to the trainer  and reduces anxiety factors.
3. It helps in proper crisis management.
4. It helps in achieving the ultimate objective of the training.
5. Even before the crisis gets  noticed by the trainees, the remedial plan   starts functioning. 

SUGGESTED STEPS:-

      Every trainer must keep a folder in which every unforeseen situation hitherto  met with  is noted.

How different trainers have handled such situations may  also be  noted down.

Conversation  with other trainers who have  handled  some sessions with the same group of trainees  earlier may also be useful.

“In crisis management , be quick with the facts and slow with the blame”.

Leonard Saffir- Public relations Executive.

(All copyrights reserved by the author S.Susheela).

….

TOT 160

WEEK 160- PLANNING

Planning , in the context of Mediation training program will include  the following elements:-

1)Identifying  What needs to be done.

2) How much time is required?

3) What efforts should be put in?

1) Identifying  What needs to be done?

Trainer has to identify what needs to be done..

Ex.I have to tell a story.

I have to give a simulation exercise.

I have to introduce humor ..

I have to use the ice breakers.

I have to ask them discuss in small groups.

I have to ask them to frame some circular questions on a given background set of facts..etc

2) How much time is required?

  For each of the identified  tasks,  trainer  has to estimate the time  required.

While estimating time leverage has to be reserved  ,  which  can go between 1/5^th to 1/10^th of the estimated time.   This must be added while calculating the total time  required.

3) What efforts should be put in?

Ex: 1)  Should I search for a different story ?

      2) Should I read more material regarding the concept?

3) How can I give better, quicker examples?

4) How can I make the role play involve three or four concepts ?

5) Should I prepare different set of  materials  for the session?

6) Should I  work on the  slides  more? Etc

“Plans are nothing; planning is everything.”

Dwight D. Eisenhower-  American Military Officer and Former President of United States

(All copyrights reserved by the author S.Susheela)