Introduction to Trainer Observation and Evaluation
- Why training observations matter (especially early in your journey).
- How to get the most out of an observation.
- What feedback to look for (with examples from a structured form).
- How to turn observation insights into practical development steps.
Why Training Observations Are Essential for New Trainers
Imagine trying to improve your golf swing without ever watching yourself on video. Or refining your piano technique without someone more experienced watching, listening, and providing guidance. That’s what training without observation feels like.
Training observations:
- Provide insights into your training habits.
- Help uncover blind spots, like filler words or missed learner cues.
- Offer encouragement on what’s working, which builds your confidence.
- An opportunity to align your delivery to best practices in adult learning.
- Accelerate growth by giving clear, actionable development areas.
The key is to view observations as support tools, not scorecards. They’re there to help you succeed, not to catch mistakes.
A Simple, Powerful Tool: The Training Observation Form
The form we recommend includes four key competency areas:
- Preparation
- Managing the Classroom
- Engaging Learners
- Presenting the Material
Each competency is rated as:
- Developing
- Proficient
- Exceptional
- Not Applicable
There’s also space for comments so observers can share context and examples, not just scores. This combination makes it easier to understand where you’re excelling and where you can grow.
Let’s break these categories down.
1. Preparation:
Before your participants even begin to enter the room, your session has already started in the eyes of your learners. The form looks at:
- Prepare Classroom or Virtual Space
- Ensure Technology is Working
- Prepare Materials and Activities
👉 Pro Tip: Trainers early in their career often focus a lot on delivery and overlook how much the room preparation contributes to successful sessions.
💡 feedback you might see in this section:
“The slides and materials were excellent, but the projector wasn’t working, which delayed the start. It’s a best practice to arrive 30 minutes earlier to allow time for AV testing.”
2. Managing the Classroom:
This section includes:
- Technology Proficiency
- Time Management
- Classroom Control
- Adaptability
These skills are your behind-the-scenes leadership. The skills that keep the session on track while making adjustments when needed.
👉 Pro Tip: Ask observers to note how you responded to unexpected tech issues or off-topic questions. These situations reveal your real-time classroom leadership.
💡 feedback you might see in this section:
“Your delivery of module x really drove a lot of engagement, which is great. The engagement did get a little out of your control, though. You ultimately fell behind and weren’t able to cover all of the content.”
3. Engaging Learners:
Adult learners bring experiences, opinions, and expectations. Your job is to connect with them, not just talk at them. The form assesses:
- Encouraging Participation
- Questioning Techniques
- Facilitating Discussion
- Running Activities
- Feedback and Encouragement
- Accessibility
These are core skills that every trainer needs to facilitate engaging instructor-led training.
👉 Pro Tip: Recording yourself and watching the recording can really help you identify any gaps in this area on your own. Even if you can only capture audio and not video, it’s an eye-opening exercise.
💡 feedback you might see in this section:
“Great questions prompted discussion. Consider waiting a few more seconds after asking to allow time for reflection.”
4. Presenting the Material:
This is often where new trainers focus first. It includes:
- Clarity of Content Delivery
- Following the Material
- Engaging Storytelling
- Effective Use of Analogies
- Checking for Understanding
- Summarize and Conclusion
The use of story and analogy in training is an excellent way to engage participants. Participants remember and can recall them far more effectively than they can facts and figures alone.
👉 Pro Tip: Practice your stories and analogies. You can do this independently or with a willing participant. You can even practice them on your favorite pet!
💡 feedback you might see in this section:
“Strong clarity, but more storytelling would bring the content to life.” “Good analogy for explaining ‘data integrity’, keep using those visuals.”
How to Get the Most Out of a Training Observation
🧠 1. Go In with a Growth Mindset
Your goal isn’t to be perfect, it’s to learn. Before the session, tell your observer what you want feedback on. Example:
“I’ve been working on reducing filler words and checking for understanding more often. Can you keep an ear out for those?”
📋 2. Review the Form Immediately After
Don’t wait days to read the feedback. Block some time right after the session to debrief with the observer, if possible.Listen to the input without judging the delivery. If someone has taken the time to provide you with feedback, accept it as a gift.
🧭 3. Look for Patterns Over Time
One observation is a snapshot. Several create a roadmap. If you keep hearing, “Facilitates discussion well, but goes over time,” that’s a signpost to work on pacing.
📘 4. Create a Development Plan
Translate observation feedback into goals:
- “Practice new questioning techniques in next week’s session”
- “Record myself to evaluate pacing and filler words”
- “Shadow a colleague known for strong storytelling”
Making Feedback a Two-Way Street
Just as you’re growing through observations, the observer (often a lead trainer or manager) should grow too. Don’t hesitate to say:
- “Can I share what helped me most from your feedback?”
- “I’d love to do a follow-up observation in 60 days to check progress.”
Final Thoughts: Observations Are a Tool, Not a Test
At the end of the day, observations should build you up, not break you down. They help you sharpen your skills, increase your confidence, and better serve your learners.
Think of your observation form as a learning mirror. It reflects your growth over time, reveals your strengths, and helps you prioritize what to work on next. And if used with intention, it can become your greatest development ally.
If you would like a copy of the observation form template that I use, follow this link.
Until next time.
When you’re ready, here are some ways I can help:
Corporate Trainer Workshops
Need to upskill your team on a specific live or virtual training topic? I’ll work with you to identify the needs of your team and facilitate a hands-on, workshop. Where you need it. When you need it. How you need it.
Consultation and Coaching
Need advice on a training project, your development process, or leading a training team? How about landing your next facilitator job? I’ll consult with you and help you be successful.
Custom Instructor-Led Training Development
Transforming your learning objectives into engaging and effective instructor-led trainings. Virtual or live, from development to train-the-trainers, we have your training needs covered.
