Increasingly throughout the corporate business world, companies are turning to outside facilities for their workforce education and development programs. Companies go this route for three reasons: an atmosphere that removes distractions and promotes creat
by Site Staff
October 30, 2003
Atmosphere
Companies are taking employees out of their offices and placing them into dedicated training environments to realize more return on investment of training dollars. The learning atmosphere is a key motive for this move.
Using conference centers for training allows companies and organizations to create an atmosphere that is virtually distraction-free. The dedicated environment of a conference center allows employees freedom from last-minute office crises, phone calls and meetings. Training attendees can spend their entire time focused on the materials to be absorbed, and in the end they can derive more information from the training.
George Allison, human resource specialist for the Employee and Organization Development branch of the National Aeronautics and Space Administration (NASA), recently helped coordinate six employee training programs. Half of these programs were conducted off-site, and he believes the facility contributed to the effectiveness of the program. “Employees can focus on the training,” said Allison, “and not be sidetracked with work.”
The new environment of the conference center, an atmosphere away from the hustle and stress of the office, leads to more free-thinking among training participants. Since employees are away from their regular schedules and hectic days, they can become more creative and begin to venture toward a more out-of-the-box style of thinking.
Most attendees will find that the atmosphere of an off-site facility is conducive to learning and creativity. Some employees, though, encounter adjustment problems when faced with a new environment. They are more comfortable in an atmosphere more familiar to them, such as a training area located on-site at their place of business. Feelings of uncertainty unconsciously cut off their receptiveness to new ideas, thus decreasing the amount of information they can take in during training. They gain less than others at the off-site location than at a location in their comfort zone.
Another current trend, adopted by some conference centers to create a more learner-friendly atmosphere, focuses on a holistic approach to learning, which is typified by environment. These centers design their facilities to cater to the total meeting experience. They are living and learning complexes that allow clients to take advantage of a hotel, restaurants, lounges, game rooms, fitness centers, tennis and racquetball courts, baseball and softball fields, golf courses and driving ranges, swimming pools and gymnasiums to arrange for extracurricular events. Some conference centers even have adventure-based learning facilities, ropes courses and coordinators who will personalize programs based on companies’ needs to facilitate team-building.
Technology
Over the past decade, conference centers have increasingly realized the value of cutting-edge technology within their facilities. Companies looking for training venues require the most up-to-date resources for facilitating training for their employees, and conference centers have delivered by upgrading or replacing outdated systems.
Darren Ransley, a former conference coordinator and program specialist for the University of Oklahoma Center for Public Management, is currently a conference coordinator for the U.S. Postal Service’s National Center for Employee Development. He believes the in-house technology offered by conference centers is more cost-effective in terms of both money and time.
Built-in computer projection, wireless Internet and touch-screen sound systems have been integrated into meeting rooms and breakouts to provide companies with the resources they require for training at their fingertips. The increased availability of these technologies also allows companies to save money on audiovisual rentals that in the past have taken a huge bite out of training budgets. They also save time that would have been used setting up and running the equipment.
“Using places that do not have in-house audiovisual equipment, whether it be sound systems, whether it be mixer desks, whether it be microphones, whether it be LCD projectors, always has external costs. When I say external costs, you can rent in from a company, which is going to cost you a lot of money,” said Ransley. “You’re also going to have to have all these additional pieces of equipment with cables everywhere, and you’re losing a day with a technician who has to set it all up.”
Videoconferencing capabilities have increased at conference centers to allow businesses to save on costs. Companies can now conduct training off-site for some employees, while training other employees at home offices through distance learning and satellite technology. The same course material delivered off-site can be concurrently transmitted to other sites so companies get the most bang for their buck.
Business centers have become staples in the conference-center industry, and companies are taking advantage of these added perks to conduct training off-site while still remaining connected to their home facilities. Fax machines, computers, copiers and workspace allow coordinators, facilitators and even attendees to take care of daily business needs during breaks, while still attending training sessions without distraction or interruption.
Convenience
The rise of the complete meeting package (CMP) and the conference center staff are the two factors responsible for the convenience companies find when using conference centers for employee training. The CMP is rising to become standard in the conference-center industry, and companies realize that these packages can save them energy and resources while providing all the services required for successful employee development. Conference coordinators and audiovisual specialists make planning and executing an employee-development program easier than ever before.
The most popular CMP offered by conference centers today includes a sleeping room, three meals, conference space, standard audiovisual and two break services for overnight guests; and lunch, conference space, standard audiovisual and two break services for day guests. Centers charge companies a per-person price package, and the total bill for the group is usually substantially lower than the a la carte pricing that reigned in the conference industry in the past.
Many conference centers are noticing that companies are booking their training on a much shorter time frame than in the past. Some might ask in our current economic environment whether this trend is the result of a decrease in employee training and development programs. Conference centers say no. Rather than seeing a drop in overall training booking, the centers have actually seen an increase, although booking lead time has decreased. This trend can also be attributed to the rise in popularity of the CMP. Companies can book at the last minute without worries because the CMP cuts down on the last-minute details planners are usually saddled with, such as what menus to order for meals and breaks.
Conference coordinators also act as timesavers for companies by doing the dirty work involved in planning a training program. Conference coordinators are experienced in taking care of the details of all kinds of meetings, including all sizes of corporate training, conventions and expositions, business meetings, weddings and banquets.
Christine Gorychka, associate educational manger for The College Board, coordinates numerous training programs for teachers throughout the southwest region of the United States. She highly recommends using off-site conference centers for training needs, mainly due to the convenience factor. “The ease of one contact person at the training site making all of the arrangements is so helpful,” said Gorychka. “Having classrooms, sleeping rooms and food service in one location can be very convenient for our constituents. Also, transportation to and from the airport is another perk.”
Coordinators organize the logistics for room setups, hotel reservations, catering and audiovisual equipment, and smooth out the pre-arrival process for companies. They are accustomed to dealing with unexpected emergencies that come up while a group is on-site, and they are familiar enough with the facility to be able to correct any problems quickly.
Audiovisual technicians employed by conference centers make planning a training program easier for companies. Before the training group arrives on-site at the facility, technicians consult with training planners to determine the company’s audiovisual needs. Then they recommend technologies based on these needs. Once the training group arrives on-site, they provide equipment setup and operational instructions. They can also fix any technical problem in a timely manner since they are familiar with the conference center’s capabilities and equipment.
“That is the draw of a conference center,” said Ransley. “Because you have on-site technicians, you can just walk in and say, ‘Oh, I don’t have this.’ They go to the cupboard and get it. It may take 10 minutes.”
Requirements for Training
Now that we know the three main benefits of using a conference center for employee development and training, we can discuss the details that every company must look for when choosing a facility to conduct training.
First, companies should look to conference centers that have ample space for their group. “Space is always an issue,” said Ransley. “I would always choose a bigger place.”
If a company requires a general session room plus breakouts, the facility should have enough space to accommodate those needs or be willing to do quick room changes to make the breakouts happen. If the facility also provides housing, enough guest rooms should be available for the entire group, so no attendees have to stay off-site.
Conference centers cater to many groups, and companies must be aware that they might not be the only group at a facility at a given time. Can the employees focus on learning a new computer system while a group of tap dancers performs in the next room for a luncheon’s entertainment? Companies should inquire about other groups that will be in-house during their training and whether these groups will be far enough away from the training space to allow trainees to be free from disturbance. Training planners must then decide whether a possible disturbance by another group would impact the training. The conference coordinator can help resolve this issue by making room changes to separate the conflicting groups.
Second, companies require a conference center staff that is helpful and available at a moment’s notice. Gorychka said her organization looks for “easy access to a contact person and knowledgeable and service-oriented staff” when choosing a facility for training. Company training planners should look for conference center staffs that are more than willing to work with any need and that do not limit themselves to doing the same thing at every conference. They need to be creative and ready to make a last-minute change if an emergency arises.
Third, technology needs must also be addressed when choosing a facility to host training. If a company needs two computer labs for 20 attendees each, along with videoconferencing capabilities, it should check with the center to ensure these technologies will be available. Training planners should make their technology needs known well in advance and speak with on-site audiovisual technicians to ensure all necessary technologies are available once the training starts. Most conference centers do have the resources to satisfy even the most obscure request on short notice.
Finally, companies must spend some time looking at the expenses associated with the training. If the off-site facility requires travel, a company must look at the expenses associated with transportation costs. As Allison pointed out, “Additional time due to travel days and the added travel expense” are disadvantages to training off-site.
To resolve these issues, along with rising training costs, companies are looking to more intensive training over a shorter period to consolidate expenses. Long days mark the current trend in training, and conference centers can provide the ample space needed to conduct large general-session meetings, while also accommodating many small breakout sessions and board meetings.
The space available at conference centers also allows companies to conduct concurrent training sessions at one site. If companies coordinate two training courses for two different departments or branches within their organizations at one site, they defray expenses and consolidate time out of the office. This same approach to concurrent sessions can be utilized by looking at the cost and feasibility of videoconferencing and distance learning.
Finding the Right Facility
Knowing the qualities to look for in a conference center when planning training will help companies find the most appropriate facility for their needs. Looking at what employees can gain from the atmosphere, the technology and convenience of a conference center make it easy to see why the current trends all show that conference centers are fast becoming a commodity for companies looking for off-site training venues.
Companies can use many resources to research conference centers. Looking at a conference center’s Web site, ordering printed information or just calling the center is a good starting point. All of these resources will allow a company to find out whether the center can accommodate the size and needs of the training program. Companies should also send representatives to the facility to ensure it can provide all the required extras. Finally, constant contact with the conference coordinator will ensure that all needs are clear, so when the group finally arrives at the facility, the employee development or training program can be positive for all involved.
Kelly N. Bounds is the marketing coordinator for training at the National Center for Employee Development (NCED), Norman, Okla., which hosts more than 2,000 training programs and 300 conferences per year. Kelly previously worked as a conference coordinator for groups of two to 1,000. She can be reached at kbounds@clomedia.com.