Elevate 6: Session Planning and Time Management

Welcome Back to the Elevate Newsletter Series!

In our last edition, we explored storytelling and analogies, uncovering how they can transform training sessions into memorable learning experiences. Now, let’s focus on an essential skill that separates good trainers from great ones – session planning and time management.

Why Session Planning and Time Management Matter

Training sessions that feel scattered, rushed, or unstructured can frustrate learners and reduce the effectiveness of the session. A well-planned session ensures maximum engagement, effective pacing, and better retention of information.

• Good planning keeps sessions structured – Prevents off-topic discussions and ensures all key points are covered.
• Time management maximises learning – Helps trainers balance content delivery and interactive activities without rushing.
• Predictability improves engagement – Learners feel more comfortable and engaged when they know what to expect.
• Flexibility allows adaptability – A solid plan allows trainers to adjust to unexpected situations without losing momentum.

“The key is not to prioritise what’s on your schedule, but to schedule your priorities.”

Stephen Covey, author of The 7 Habits of Highly Effective People

How to Plan an Effective Training Session

1. Define Clear Objectives
   • What should learners be able to do by the end of the session? Use action-oriented goals (e.g., “By the end of this session, participants will be able to apply conflict resolution techniques in workplace scenarios.”)
2. Structure Your Session Logically
   • Use a simple framework: Introduction → Main Content → Practice → Wrap-Up.
   • Start with a hook (an interesting fact, a question, or a story) to engage learners immediately.
3. Balance Content Delivery and Activities
   • Avoid lecture-heavy sessions – mix explanations with group discussions, hands-on exercises, and case studies.
   • Apply the 70/30 Rule: 70% interactive learning, 30% direct instruction.
4. Plan for Breaks and Transitions
   • Adults have limited attention spans. Incorporate short breaks or interactive moments every 10-15 minutes.
   • Smoothly transition between topics by summarising key points before moving on.
5. Build in Time for Q&A and Reflection
   • Encourage learners to ask questions and reflect on how they will apply what they learned.

Time Management Techniques for Trainers

• Use a Timer or Agenda – Keep track of how much time is spent on each segment of the session.
• Set Priorities – If time runs out, ensure the most critical topics have been covered first.
• Use Time Buffers – Allow for unexpected delays and participant questions.
• Be Adaptable – Read the room and adjust pacing if learners need more time on certain topics.

Real-World Example: Managing Time Effectively in Training

Imagine you’re conducting a 2-hour leadership training session. Instead of running through slides for the entire session, structure it effectively:

• 0 – 15 min: Icebreaker & introduction to key leadership principles.
• 15 – 45 min: Group discussion on leadership challenges.
• 45 – 75 min: Case study & role-playing exercise.
• 75 – 90 min: Q&A session with reflections.
• 90 – 120 min: Practical action steps & wrap-up.

This approach ensures learners stay engaged, get hands-on experience, and leave with actionable takeaways.

Next Time: Establishing Credibility and Professionalism as a Trainer

A well-planned session is only effective if learners trust and respect the trainer. In our next edition, we’ll explore how trainers can establish credibility, build rapport, and project professionalism to enhance learning experiences.

Are You Ready to Elevate Your Training Sessions?

The Elevate Programme helps trainers refine their planning and delivery strategies to create high-impact learning experiences. Contact us today to enhance your session planning and time management skills.

Until next time – plan smart, manage time wisely, and deliver unforgettable sessions!