Key Takeaways
- Competency assessment identifies gaps between current skills and required capabilities for project success
- Training options include formal training, on-the-job learning, mentoring, coaching, and self-study
- Resource allocation for training must balance budget, time, and project schedule constraints
- Training effectiveness should be measured through post-training assessments and performance observation
- Training is an investment in project success and team member development, not just a cost
Training & Development
Ensuring that team members and stakeholders are adequately trained is essential for project success. Task 5 of the People Domain focuses on identifying training needs, selecting appropriate training methods, allocating resources, and measuring training effectiveness. Project managers who invest in team development see better outcomes and higher engagement.
The Training Process
Training and development follow a systematic process:
- Assess Competencies - Identify required skills and current gaps
- Determine Training Needs - Define what training is needed
- Select Training Options - Choose appropriate delivery methods
- Allocate Resources - Budget time, money, and facilities
- Deliver Training - Execute the training plan
- Measure Outcomes - Evaluate effectiveness and improvement
Competency Assessment
Before training can be planned, project managers must understand the skills required for the project and the current capabilities of team members.
Identifying Required Competencies
| Competency Type | Description | Examples |
|---|---|---|
| Technical | Job-specific knowledge and skills | Programming languages, tools, methodologies |
| Business | Industry and domain knowledge | Financial regulations, healthcare processes |
| Interpersonal | People skills | Communication, collaboration, negotiation |
| Project Management | PM knowledge and practices | Planning, risk management, stakeholder management |
Gap Analysis Process
| Step | Activity | Output |
|---|---|---|
| 1. Define Requirements | List competencies needed for project success | Skills matrix |
| 2. Assess Current State | Evaluate team members' existing skills | Individual assessments |
| 3. Identify Gaps | Compare required vs. current | Gap analysis |
| 4. Prioritize | Rank gaps by criticality to project | Priority list |
| 5. Plan Training | Create development plans | Training plan |
Assessment Methods
| Method | Description | Best For |
|---|---|---|
| Self-Assessment | Team members rate their own skills | Initial screening, engagement |
| Manager Assessment | Supervisor evaluates skills | Performance context, development goals |
| 360-Degree Feedback | Input from multiple sources | Comprehensive view, interpersonal skills |
| Skills Testing | Practical demonstrations or exams | Technical competencies |
| Observation | Watch team members perform | Applied skills, behaviors |
Caution: Deficiency-Blindness
People are often unaware of their own gaps. Engaging others in the assessment process provides a more accurate picture than self-assessment alone.
Training Options
Different training methods suit different needs, learning styles, and constraints.
Formal Training
| Type | Description | When to Use |
|---|---|---|
| Classroom Training | Instructor-led sessions | Complex topics, interactive learning |
| Online Courses | Self-paced e-learning | Scheduling flexibility, distributed teams |
| Workshops | Hands-on skill building | Practical application, team building |
| Certifications | Formal credential programs | Professional development, credibility |
| Conferences | Industry events and sessions | Networking, emerging trends |
On-the-Job Training
| Type | Description | When to Use |
|---|---|---|
| Mentoring | Experienced person guides development | Long-term growth, career development |
| Coaching | Focused improvement in specific areas | Performance issues, skill building |
| Shadowing | Observing an experienced practitioner | New roles, process understanding |
| Stretch Assignments | Challenging tasks beyond current role | Development through experience |
| Pair Programming | Two developers work together | Knowledge transfer, code quality |
Self-Directed Learning
| Type | Description | When to Use |
|---|---|---|
| Books and Articles | Self-study resources | Foundational knowledge |
| Video Tutorials | Online learning videos | Technical skills, demonstrations |
| Practice Projects | Hands-on experimentation | Skill application |
| Professional Communities | Forums, groups, meetups | Peer learning, networking |
Resource Allocation for Training
Training requires investment of time, money, and other resources. Effective allocation balances multiple constraints.
Budget Considerations
| Category | Examples |
|---|---|
| Course Fees | Tuition, registration, certifications |
| Materials | Books, software licenses, equipment |
| Travel | Transportation, lodging for in-person training |
| External Trainers | Consultant or expert fees |
| Internal Trainer Time | Salary for staff conducting training |
| Opportunity Cost | Work not done while training |
Time Considerations
| Factor | Approach |
|---|---|
| Project Schedule | Schedule training during less critical periods |
| Team Coverage | Stagger training to maintain project progress |
| Learning Curve | Allow time to apply new skills |
| Iteration Planning | In Agile, include training in capacity planning |
Predictive vs. Adaptive Approaches
| Environment | Training Approach |
|---|---|
| Predictive (Waterfall) | Training planned upfront, scheduled in project plan |
| Adaptive (Agile) | Training incorporated into sprints, backlog items for learning |
Measuring Training Effectiveness
Training is an investment - measuring its impact ensures value is realized.
Kirkpatrick's Four Levels of Evaluation
| Level | What It Measures | Methods |
|---|---|---|
| 1. Reaction | Did participants enjoy the training? | Surveys, feedback forms |
| 2. Learning | Did they gain knowledge or skills? | Pre/post tests, demonstrations |
| 3. Behavior | Are they applying what they learned? | Observation, performance reviews |
| 4. Results | Did it impact project/business outcomes? | Metrics, KPIs, ROI |
Measuring Training Outcomes
| Metric | Description |
|---|---|
| Completion Rates | Did participants finish the training? |
| Assessment Scores | How well did they learn the material? |
| Skill Application | Are new skills being used on the project? |
| Performance Improvement | Has work quality or productivity improved? |
| Certification Achievement | Did they earn the credential? |
Continuous Improvement
Training programs should be refined based on feedback:
- What worked well?
- What could be improved?
- Were learning objectives met?
- Is follow-up training needed?
Training as Development
Training is not just about filling gaps for the current project - it's about developing team members for long-term success.
Individual Development Plans (IDPs)
| Component | Description |
|---|---|
| Career Goals | Where does the team member want to go? |
| Skill Gaps | What's needed to get there? |
| Development Actions | Training, experiences, and mentoring |
| Timeline | When will each action occur? |
| Success Measures | How will progress be evaluated? |
Benefits of Development Focus
- Engagement - People value employers who invest in them
- Retention - Skilled employees are less likely to leave
- Performance - Better skills lead to better work
- Succession - Develop future leaders
- Adaptability - Team can handle changing requirements
Key Points for the PMP Exam
- Competency assessment identifies gaps between required and current skills
- Multiple training options exist - select based on need, learning style, and constraints
- Resource allocation includes budget, time, and opportunity costs
- Measure effectiveness using Kirkpatrick's levels or similar frameworks
- Training is an investment in project and individual success
A project manager identifies that several team members lack experience with the new cloud platform required for the project. What is the first step in addressing this training need?
According to Kirkpatrick's model, measuring whether team members are actually using new skills on the project evaluates which level?
An agile team needs training on a new testing framework. How should the training be incorporated into the project?