Talent Management Instructor Guide
TABLE OF CONTENTS Preface ..............................................................................................................................................5 What is Courseware? ................................................................................................................................ 5 How Do I Customize My Course? .............................................................................................................. 5 Materials Required ................................................................................................................................... 7 Maximizing Your Training Power .............................................................................................................. 7 Module One: Getting Started .............................................................................................................9 Housekeeping Items.................................................................................................................................. 9 The Parking Lot ....................................................................................................................................... 10 Workshop Objectives .............................................................................................................................. 10 Pre-Assignment Review .......................................................................................................................... 11 Action Plans and Evaluation Forms ........................................................................................................ 11 Module Two: Defining Talent ........................................................................................................... 12 What Is Talent Management? ................................................................................................................ 12 Types of Talent........................................................................................................................................ 13 Skills and Knowledge Defined ................................................................................................................. 14 Case Study............................................................................................................................................... 15 Module Two: Review Questions.............................................................................................................. 17 Module Three: Understanding Talent Management .......................................................................... 19 Guidelines ............................................................................................................................................... 19 Importance & Benefits ............................................................................................................................ 20 Challenges............................................................................................................................................... 21 Key Elements to Developing a Winning Strategy ................................................................................... 22 Case Study............................................................................................................................................... 23
Module Three: Review Questions ........................................................................................................... 25 Module Four: Performance Management ......................................................................................... 29 Performance Management Defined ....................................................................................................... 29 Benefits ................................................................................................................................................... 30 How to Keep Your Employees Motivated ............................................................................................... 31 Case Study............................................................................................................................................... 32 Module Four: Review Questions ............................................................................................................. 34 Module Five: Talent Reviews ............................................................................................................ 36 360 Degree Feedback ............................................................................................................................. 36 Talent Calibration ................................................................................................................................... 37 Maintaining an Effective Workforce....................................................................................................... 38 Looking to the Future.............................................................................................................................. 39 Case Study............................................................................................................................................... 40 Module Five: Review Questions .............................................................................................................. 42 Module Six: Succession & Career Planning ........................................................................................ 45 What is Succession Planning? ................................................................................................................. 45 Developing a Plan ................................................................................................................................... 46 Executing the Plan .................................................................................................................................. 47 Overcoming Roadblocks ......................................................................................................................... 48 Case Study............................................................................................................................................... 49 Module Six: Review Questions ................................................................................................................ 50 Module Seven: Engagement ............................................................................................................. 53 Employee Engagement ........................................................................................................................... 53 Generating Engagement......................................................................................................................... 54 Influences ................................................................................................................................................ 55 Case Study............................................................................................................................................... 56
Module Seven: Review Questions ........................................................................................................... 57 Module Eight: Competency Assessments .......................................................................................... 59 Competency Assessment Defined ........................................................................................................... 59 Implementation ...................................................................................................................................... 60 Final Destination ..................................................................................................................................... 61 Case Study............................................................................................................................................... 62 Module Eight: Review Questions ............................................................................................................ 63 Module Nine: Coaching, Training & Development ............................................................................. 65 Setting Goals ........................................................................................................................................... 65 Developing Options................................................................................................................................. 66 Providing Feedback ................................................................................................................................. 67 Wrapping Up........................................................................................................................................... 68 Case Study............................................................................................................................................... 69 Module Nine: Review Questions ............................................................................................................. 70 Module Ten: Dos and Don'ts ............................................................................................................ 72 Dos and Don’ts........................................................................................................................................ 72 Tips for Talent Management .................................................................................................................. 73 Case Study............................................................................................................................................... 74 Module Ten: Review Questions .............................................................................................................. 75 Module Eleven: Employee Retention ................................................................................................ 77 Goals and Motivation ............................................................................................................................. 77 The Expectancy Theory ........................................................................................................................... 78 Object Oriented Theory........................................................................................................................... 79 Case Study............................................................................................................................................... 80 Module Eleven: Review Questions .......................................................................................................... 81 Module Twelve: Wrapping Up .......................................................................................................... 83
Words from the Wise .............................................................................................................................. 83 Review of Parking Lot ............................................................................................................................. 83 Lessons Learned ...................................................................................................................................... 83 Completion of Action Plans and Evaluations .......................................................................................... 84
Manage others the way you would like to be managed. Brian Tracey Preface What is Courseware? Welcome to Courseware.com, a completely new training experience! Our courseware packages offer you top-quality training materials that are customizable, user-friendly, educational, and fun. We provide your materials, materials for the student, PowerPoint slides, and a takehome reference sheet for the student. You simply need to prepare and train! Best of all, our courseware packages are created in Microsoft Office and can be opened using any version of Word and PowerPoint. (Most other word processing and presentation programs support these formats, too.) This means that you can customize the content, add your logo, change the color scheme, and easily print and e-mail training materials.
How Do I Customize My Course? Customizing your course is easy. To edit text, just click and type as you would with any document. This is particularly convenient if you want to add customized statistics for your region, special examples for your participants’ industry, or additional information. You can, of course, also use all of your word processor’s other features, including text formatting and editing tools (such as cutting and pasting). To remove modules, simply select the text and press Delete on your keyboard. Then, navigate to the Table of Contents, right-click, and click Update Field. You may see a dialog box; if so, click “Update entire table” and press OK.
(You will also want to perform this step if you add modules or move them around.)
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If you want to change the way text looks, you can format any piece of text any way you want. However, to make it easy, we have used styles so that you can update all the text at once. If you are using Word 97 to 2003, start by clicking the Format menu followed by Styles and Formatting. In Word 2007 and 2010 under the Home tab, right-click on your chosen style and click Modify. That will then produce the Modify Style options window where you can set your preferred style options. For example, if we wanted to change our Heading 1 style, used for Module Titles, this is what we would do:
Now, we can change our formatting and it will apply to all the headings in the document. For more information on making Word work for you, please refer to Word 2007 or 2010 Essentials by Courseware.com.
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Materials Required All of our courses use flip chart paper and markers extensively. (If you prefer, you can use a whiteboard or chalkboard instead.) We recommend that each participant have a copy of the Training Manual, and that you review each module before training to ensure you have any special materials required. Worksheets and handouts are included within a separate activities folder and can be reproduced and used where indicated. If you would like to save paper, these worksheets are easily transferrable to a flip chart paper format, instead of having individual worksheets. We recommend these additional materials for all workshops:
Laptop with projector, for PowerPoint slides
Quick Reference Sheets for students to take home
Timer or watch (separate from your laptop)
Masking tape
Blank paper
Maximizing Your Training Power We have just one more thing for you before you get started. Our company is built for trainers, by trainers, so we thought we would share some of our tips with you, to help you create an engaging, unforgettable experience for your participants.
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Make it customized. By tailoring each course to your participants, you will find that your results will increase a thousand-fold. o
Use examples, case studies, and stories that are relevant to the group.
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Identify whether your participants are strangers or whether they work together. Tailor your approach appropriately.
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Different people learn in different ways, so use different types of activities to balance it all out. (For example, some people learn by reading, while others learn by talking about it, while still others need a hands-on approach. For more information, we suggest Experiential Learning by David Kolb.)
Make it fun and interactive. Most people do not enjoy sitting and listening to someone else talk for hours at a time. Make use of the tips in this book and your own experience to keep your
participants engaged. Mix up the activities to include individual work, small group work, large group discussions, and mini-lectures. 
Make it relevant. Participants are much more receptive to learning if they understand why they are learning it and how they can apply it in their daily lives. Most importantly, they want to know how it will benefit them and make their lives easier. Take every opportunity to tie what you are teaching back to real life.
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Keep an open mind. Many trainers find that they learn something each time they teach a workshop. If you go into a training session with that attitude, you will find that there can be an amazing two-way flow of information between the trainer and trainees. Enjoy it, learn from it, and make the most of it in your workshops.
And now, time for the training!
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My main job was developing talent. Jack Welch Module One: Getting Started Talent management is essential to the success of any organization. Leaders need to recruit, train, and retain qualified employees. Providing incentives and developing individuals is the difference between engaging people and merely employing them. Investing in talent management will provide financial benefits as it improves the company’s culture.
Housekeeping Items Take a few moments to cover basic housekeeping items.
If you need an opening or a way to introduce the participants to each other, utilize the Icebreakers folder to begin or between breaks during the day.
Let participants know where they can find washrooms, break facilities, and fire exits.
Ask participants to turn off their cell phones or at least turn them to vibrate. If they must take a call, request that they do it outside.
Take this time to encourage the group to ask questions and make this an interactive workshop.
Write the words Respect, Confidentiality, and Practice on a piece of flip chart paper and tape it to the wall. Explain to participants that in order to get the most out of this workshop, we must all work together, listen to each other, explore new ideas, and make mistakes. After all, that’s how we learn!
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The Parking Lot Explain the concept of The Parking Lot to participants.
The Parking Lot is a visible place where you will “park” ideas that arise which are not on the agenda, may be off topic, or are better addressed outside of the program.
At the end of the session, we will review parked ideas and follow up, or make suggestions for your own investigation when you are back at work.
Suggestions for the trainer: 1. If you are working with a large group of participants, you may wish to nominate a recorder to park items as you are facilitating. 2. It’s a good idea to note the name of the contributor along with the parked item. 3. Items noted on the parking lot can be useful to you later as you plan future training sessions.
Workshop Objectives Research has consistently demonstrated that when clear goals are associated with learning, it occurs more easily and rapidly. With that in mind, let’s review our goals for today. At the end of this workshop, participants should be able to:
Define talent and talent management.
Understand the benefits of talent management.
Recognize performance management and ways to review talent.
Identify employee engagement.
Create assessments and training programs.
Learn how to improve employee retention.
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Pre-Assignment Review The purpose of the Pre-Assignment is to get participants thinking about their current set of Talent Management skills. You will also find a Pre-Assignment handout in the Activities folder. What are some of the positive benefits of good Talent Management? _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ What are some of the negative outcomes of poor Talent Management? _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________
Action Plans and Evaluation Forms Pass out the participant action plans and course evaluation forms. They are located in the activities folder. Ask participants to fill these out throughout the day as they learn new things and have ideas on how to incorporate the things we discuss into their lives. The action plan uses the SMART system. This means that your goals must be Specific, Measurable, Attainable, Realistic, and Timely.
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A really great talent finds its happiness in execution.
Goethe Module Two: Defining Talent All talent is not artistic. Talent is any ability or skill at which a person is successful. It is important for leaders of organizations to find and develop talented employees. Employees who have the specific skill sets that the company requires are profitable and help drive the business forward.
What Is Talent Management? The Human Resource department typically monitors talent management. Since the late 1990s, the focus on employee management has changed. The high cost of turnover combined with poor engagement, competition for skilled labor, and succession planning has led to a greater interest in managing talent. There are four stages to talent management. 1. Assess: Determine what your company needs and the skills employees need to have. 2. Recruit: Search for and recruit the right employees for the organization 3. Develop: Train and develop employees to promote and stay long-term. 4. Coordinate: Align the goals of the employees with the goals of the company.
Estimated Time
10 minutes
Topic Objective
Introduce talent management.
Topic Summary
What Is Talent Management?
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Consider the four stages of talent management. Materials Required
Worksheet One: Talent Management Stages
Planning Checklist
None
Recommended Activity
Complete the worksheet individually. Break into small groups and discuss your answers. Reunite with the class and review the topic.
Stories to Share
Share a personal story about a time that you worked with people who did not have the necessary skills to perform their tasks, or discuss a job that did not train and develop employees.
Delivery Tips
Skip the large group conversation or the small group discussion if you need more time.
Review Questions
What are the four steps of talent management?
Types of Talent Companies need a variety of talent. It is important to match skill sets with positions, but it is equally important to find people who have natural talent and specific personality traits to provide balance and work with the other team members. There are four basic types of talent. 1. Innovator: Innovators are good at finding innovative solutions to problems and monitoring the market trends. They keep companies from missing opportunities. 2. Visionary: Visionaries encourage change. They are always looking to the future and focus on new ideas. Visionaries drive the business forward. 3. Practical: Practical employees manage and implement different applications. They focus on seeing a task through to completion. They ensure that a job is done. 4. Relationship Expert: People who listen well and communicate ideas effectively are able to develop relationships. These employees are important to create a functional team.
Estimated Time
10 minutes
Topic Objective
Introduce the different types of talent.
Topic Summary
Types of Talent
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Use the exercise to explore the different types of talent. Materials Required
Worksheet Two: Talent
Planning Checklist
None
Recommended Activity
Work on the exercise independently. Share your answers with your small group and review as a class.
Stories to Share
Explain that there needs to be a balance of talent. For example too many innovators will clash and too many practical employees will miss opportunities. Ask the participants to share any experiences they had working with unbalanced groups.
Delivery Tips
If you feel that you are short on time, skip the class discussion.
Review Questions
Which talent helps create change?
Skills and Knowledge Defined Knowledge of a subject or field is necessary in order to develop certain skills. Knowledge comes from education and skills come with experience and training. For example, someone can have knowledge of legal requirements for a particular subject but not be skilled to apply that knowledge. Skills and knowledge are both required for a job. Skill Examples:
Math
Typing
Editing
Clerical
Phone
Speaking
Every position requires a different skill and knowledge set. Employees should already have a certain amount of knowledge and skills when they are hired, but skills and knowledge should be advanced with training on the job. For example, employees should have basic knowledge of the computer programs that the company uses as well as the skills to use the program. Knowledge of policies and procedures, however, must be trained. Page 14
Estimated Time
10 minutes
Topic Objective
Introduce skills and knowledge. Skills and Knowledge Defined
Topic Summary
Use the exercise to explore how creating a job description that highlights the most important skills and knowledge for the position can ultimately lead to attracting the highest quality candidates.
Materials Required
Worksheet Three: Skills
Planning Checklist
None
Recommended Activity
Work on the exercise independently. Share your answers with your small group and review as a class.
Stories to Share
Provide an example of skills and knowledge from a job description. You can use the want ads or the link below to find a relevant example. http://www.mrsc.org/jobdesc/jobdescriptions.aspx
Delivery Tips
If you feel that you are short on time, skip the class discussion.
Review Questions
What is an example of a skill?
Case Study P.F. Chang’s expanded quickly in 10 years. Established in 1993, there were over 127 branches by 2004. As personal contact became more difficult to keep, talent management, including succession planning, became a goal of the organization. After implementing talent management strategies, the organization saw a 13 percent increase in sales and a 32 percent increase in profitability.
Estimated Time
5 minutes
Topic Objective
Use the case study to discuss the effect of talent management. Case Study
Topic Summary Consider the success of talent management.
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Materials Required
None
Planning Checklist
None
Recommended Activity
Ask the class to discuss why talent management led to an increase in profitability. Be sure to mention turnover.
Stories to Share
Read the article at the link below and discuss how P.F. Chang’s 4Q (2010) profits doubled from the same quarter year before. http://www.nrn.com/article/pf-chang%E2%80%99s-4q-profit-doubles
Delivery Tips
Encourage all students to participate.
Review Questions
How many branches did P.F. Chang’s have in 2004?
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Module Two: Review Questions 1. What is the main reason a company develops employees? a) b) c) d)
Coordinate goals Retain talent long-term Determine needs Find new talent
The four steps of the talent management process are: Assess, Recruit, Develop, and Coordinate. Developing employees helps companies hold onto talent for the long-term. 2. How does assessing affect recruiting and hiring? a) b) c) d)
Coordinate goals Retain talent long-term Determine skills needed in positions Find new talent
Assessing is the first step in talent management. This allows companies to determine which positions are needed and the skills employees need to have. 3. Which type of employee communicates effectively? a) b) c) d)
Innovator Visionary Practical Relationship Expert
Each employee has natural talents. Relationship experts are able to communicate effectively and promote teamwork. 4. Which type of employee focuses on the future? a) b) c) d)
Innovator Visionary Practical Relationship Expert
Visionaries focus on the future. They help drive the company forward and encourage change.
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5. It is necessary for companies to train its employees on which of the following? a) b) c) d)
Policies and procedures Computer programs Company goals Succession planning
Employees need to have certain knowledge and skills prior to becoming employed with a company. Policies and procedures should be taught to the company’s employees once they come on board. 6. Which of the following is not a skill? a) b) c) d)
Speaking Typing Legal knowledge Math
Knowledge is an understanding that comes with education. Skills are applied knowledge. 7. What was the percentage of sales increase at P.F. Chang’s after focusing on talent management? a) b) c) d)
13 27 10 127
A focus on talent management was instituted after the company expanded. The sales increased by 13 percent. 8. What was profit percentage increase at P.F. Chang’s after focusing on talent management? a) b) c) d)
13 27 10 127
A focus on talent management was instituted after the company expanded. The profits increased by 27 percent.
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Motivation will almost always beat mere talent.
Anonymous Module Three: Understanding Talent Management Talent management takes hard work and dedication. It is not enough to recruit qualified candidates. Successful talent management retains the best employees. The goal of talent management is to have a skilled workforce and a complete succession plan without any destructive gaps that would cost the company if an employee were lost.
Guidelines The steps of talent management help guide the process. The two main guidelines are Recruitment and Retention. It is important that HR has a model for these guidelines and reviews them frequently. The information that should be included in the guidelines is listed below: Recruitment Strategies:
Determine position and responsibilities
Create a compelling job description
Identify pipelines and sources to recruit (social networks, job fairs, colleges etc.)
Review success of recruitment strategies and make changes as necessary
Retention Strategies:
Employee training development
Incentives
Compensation
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Work / Life balance
Review success of retention strategies
Estimated Time
10 minutes
Topic Objective
Outline talent management guidelines. Guidelines
Topic Summary Recognize the guidelines to include in talent management strategies. Materials Required
None
Planning Checklist
Worksheet Four: Guidelines
Recommended Activity
Work on the exercise independently. Share your answers with your small group and review as a class.
Stories to Share
Share that many successful organizations have talent management programs in place.
Delivery Tips
You may skip the review to save time.
Review Questions
What are the two main guidelines?
Importance & Benefits Talent management is important to the success of any business. Employees who are treated as more than cogs in a machine are happier and everyone benefits. Managers, employees, and the company benefit from implementing talent management strategies. Benefits:
Identifies candidates for promotion
Reduces turnover
Increases productivity
Increases profitability
Creates career goals
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Engages employees
Reduces stress and stress-related illness
Estimated Time
10 minutes
Topic Objective
Explain the benefits of talent management. Importance and Benefits
Topic Summary Discover the benefits of talent management. Worksheet Five: Benefits Materials Required Flipchart/Marker Planning Checklist
None
Recommended Activity
Complete the worksheet individually and discuss your answers with the small group. Review as a class. Record these on the flipchart.
Stories to Share
Ask participants to list any other benefits that talent management provides.
Delivery Tips
Skip the small group or large group discussion to save time.
Review Questions
Who benefits from talent management?
Challenges Talent management programs face numerous challenges. This is particularly true in times of economic uncertainty. As positions expand to include many skills, there are fewer employees qualified to fill vacancies and the competition to recruit and retain skilled employees becomes fierce. Challenges:
Money to invest in employee development
Advertising jobs and creating policies that appeals to the three different generations still in the workforce
Support from executives
Competition with other companies
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Few opportunities for advancement
Estimated Time
10 minutes
Topic Objective
Understand the different challenges talent management faces. Challenges
Topic Summary Consider ways to overcome challenges. Materials Required
Worksheet Six: Challenges
Planning Checklist
None
Recommended Activity
Complete the exercise individually. Discuss the exercise as a group, and review as a class.
Stories to Share
Share that the changes in the workforce and economy complicate talent management. Consider providing examples such as the ones provided in the link below: http://www.coachingtip.com/2011/02/talent-management-challenges-in2011.html
Delivery Tips
Skip either the small or large group discussion if time is running short.
Review Questions
Why is money a challenge?
Key Elements to Developing a Winning Strategy There are essential elements that need to be included in every talent management strategy. These elements can be implemented in all organizations, regardless of the size or structure. These elements are also helpful in other business strategies. Elements:
Strategic Goals: Create goals that focus on talent management.
Employee Involvement: Involve employees in the talent management policy.
Communication: Communicate expectations and provide feedback.
Assessment: Assess the program and make changes where necessary.
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Estimated Time
10 minutes
Topic Objective
Understand the elements of a successful strategy. Key Elements to a Winning Strategy
Topic Summary Determine the elements necessary for a talent management strategy. Materials Required
Flipchart/Marker
Planning Checklist
None
Recommended Activity
Brainstorm ways to involve these elements in a talent management program. For example, make internal promotion a goal. Come up with two for each element.
Stories to Share
Share any personal anecdotes about a poor or successful talent management program.
Delivery Tips
Encourage all students to participate.
Review Questions
What is the purpose of an assessment?
Case Study General Electric (GE) is considered a leader in talent management. Part of the company’s success comes from its willingness to listen to employees. Company changes are made based off survey data. GE’s Aviation Engineering noted and addressed three problems in a 2006 employee survey: compensation, benefits, and communication. Appropriate steps were taken to address the issues, and the employees were able to help shape a successful company culture.
Estimated Time
5 minutes
Topic Objective
Use the case study to understand the benefits of employee involvement in talent management. Case Study
Topic Summary Consider the actions of GE. Materials Required
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None
Planning Checklist
None
Recommended Activity
Ask the class to discuss how the company acting on information would affect the employees. How would it affect the company as a whole?
Stories to Share
Read the article at the link below and discuss GE’s CEO, Jeff Immelt’s approach to “getting to know” employees. http://www.businessweek.com/magazine/content/10_17/b4175026765571.htm
Delivery Tips
None
Review Questions
What problems did GE identify?
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Module Three: Review Questions 1. Which of the following is a retention strategy? a) b) c) d)
Incentives Social Networks Pipelines Determine responsibilities
Talent management focuses on recruitment and retention. The answers above are recruitment strategies, but offering incentives is a retention strategy. 2. Which of the following is a recruitment strategy? a) b) c) d)
Compensation Employee training Job descriptions Work / life balance
Talent management focuses on recruitment and retention. Choices A, B and D are retention strategies, but a job description is a recruitment strategy. 3. Which of the following is not a benefit of talent management? a) b) c) d)
Productivity Profitability Reduced stress Competition
Talent management provides a number of benefits. All of the above answers except competition are benefits. 4. Talent management benefits __________? a) b) c) d)
The company Management, employees, and the company Customers Management and employee
Talent management benefits everyone. Management, employees, and the company all profit with talent management programs.
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5. Job descriptions must appeal to whom? a) b) c) d)
Established talent Three generations of workers New Talent Two generations of workers
There are currently three generations in the workforce. It is important for descriptions to appeal to as many people as possible. 6. What is NOT a challenge for talent management? a) b) c) d)
Executive support Opportunities for advancement Reduced Turnover Competition
There are challenges to implementing a talent management program, and many are listed above. Reduced turnover, however, is a benefit. 7. Who needs to be involved in a talent management program? a) b) c) d)
Employees Customers Vendors The Board of Directors
Employees need to be involved in talent management programs. This is one of the keys to a winning strategy. 8. What do talent management programs need to communicate? a) b) c) d)
Expectations Feedback Policies Expectations and feedback
Employee expectations should be included in talent management programs. Employees also need regular feedback.
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9. What does GE use to determine changes and employee needs? a) b) c) d)
Market trends Employee reviews Employee surveys Manager feedback
Employee surveys allow employees to share their opinions. GE takes the information provided by the surveys seriously and uses it in their talent management programs. 10. What did GE address based on employee surveys? a) b) c) d)
Communication and succession planning Compensation, benefits, and communication Opportunities for advancement and compensation Benefits and work / life balance
GE noticed problems with compensation, benefits, and communication in the surveys. The issues were addressed to improve morale.
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