As an HR or L&D professional, you know that investing in your team's professional development is crucial for building a strong, adaptable workforce. One powerful tool for fostering a learning culture is a well-crafted training calendar.

By offering a diverse array of live training sessions and workshops throughout the year, you can empower your colleagues to grow their skills, explore new areas of interest, and ultimately, drive your organization forward.

What is a training calendar?

A training calendar is a schedule of live training sessions, workshops, and development opportunities offered to employees throughout the year. It's designed to support professional growth, build new skills, and address key competency gaps within your organisation.

By providing a diverse array of learning experiences, a training calendar can help drive employee engagement, boost performance, and ultimately, contribute to your company's success.

How to create a training calendar

1. Assess needs and gather input

Before you start filling up your calendar with training sessions, it's crucial to take a step back and understand what your employees actually want and need to learn. One of the best ways to do this is by sending out a survey. Ask your team members about the skills they're interested in developing, the challenges they're facing in their roles, and the areas where they feel they could use some extra support. You might be surprised by what you learn – maybe your sales team is eager to brush up on their presentation skills, or your marketing department wants to dive into data analytics.

Free training needs survey tool →

Discover what your people are keen to learn about next, with a free complimentary analysis.

But don't stop there – managers can also provide valuable insights into the key skill gaps and development areas within their teams. Set up some time to chat with them one-on-one or in small groups to get their perspective. Ask them about the competencies that are most critical for success in each role, and where they see room for improvement. They might point out that their team could benefit from training on a new software tool, or that certain individuals need support in developing their leadership skills.

Finally, don't forget to review your performance data. Look for patterns in feedback from performance reviews, 360 assessments, and other evaluations. Are there certain skills or behaviors that consistently come up as areas for development? For example, if you notice that many employees struggle with time management, you might consider offering a workshop on productivity hacks and prioritization techniques. By taking a data-driven approach to assessing needs, you can ensure that your training calendar is truly tailored to your team's unique requirements.

2. Define learning objectives and topics

Now that you have a clear picture of your employees' learning needs and interests, it's time to start defining the topics and objectives for your training sessions. This is where you'll need to put on your strategic hat and think about how to prioritize the many potential topics on your list.

One key factor to consider is alignment with your business goals. Which skills and knowledge areas are most critical for driving your organization's success? For example, if your company is launching a new product line, you might prioritize training sessions on the features and benefits of those products. Or, if one of your strategic objectives is to improve customer satisfaction, you might focus on sessions that build empathy, active listening, and problem-solving skills.

As you're defining each session, be sure to develop clear, measurable learning objectives. Instead of just listing a broad topic like "communication skills," get specific about what you want employees to be able to do differently as a result of the training. For instance, your objective might be something like, "By the end of this session, participants will be able to articulate a clear, compelling message using the STAR (Situation, Task, Action, Result) framework."

Finally, aim for a balance of both hard skills and soft skills in your training calendar. While technical training is undoubtedly important for many roles, don't underestimate the value of developing skills like emotional intelligence, adaptability, and collaboration.

These "soft" skills are often what set top performers apart, and they're critical for navigating the complex, ever-changing world of work. So, go ahead and mix it up – offer a coding bootcamp one month, and a workshop on giving and receiving feedback the next. Your employees (and your business) will thank you for it.

3. Determine formats and facilitators

When it comes to designing your training sessions, one size definitely doesn't fit all. Different topics and objectives lend themselves to different formats, and it's important to offer a variety of learning experiences to keep things engaging and effective.

Consider mixing it up with workshops, seminars, lunch and learns, and even self-paced online courses.

Workshops are great for hands-on skill-building, while seminars can be a good fit for more conceptual or theoretical topics. Lunch and learns are a fun, informal way to expose employees to new ideas and perspectives, and self-paced courses can be ideal for busy team members who need flexibility in their learning.

As you're planning each session, think about who the best facilitator might be. Don't overlook the wealth of expertise that already exists within your organization – chances are, you have some brilliant subject matter experts who would be thrilled to share their knowledge with their colleagues. Inviting internal leaders to facilitate sessions can also be a great way to build their coaching and mentoring skills.

That said, there may be times when it makes sense to bring in an external training provider. If you're considering hiring an outside expert, look for someone with deep experience in the subject matter and a track record of engaging, effective facilitation. And don't be afraid to ask for references or sit in on one of their sessions before committing.

Finally, consider offering a mix of in-person and virtual sessions to maximize accessibility and flexibility. While there's no substitute for the energy and connection of a live, in-person training, virtual sessions can be a great way to engage remote team members or accommodate busy schedules. Plus, with so many interactive virtual training tools available these days, it's easier than ever to create an engaging, impactful learning experience online.

4. Schedule strategically

Now that you've got a solid lineup of topics, formats, and facilitators, it's time to start slotting them into your calendar. But before you start assigning dates at random, take a step back and consider how you can align your training sessions with your organization's key initiatives and cycles.

For example, if your company has a big product launch coming up in the fall, you might schedule a series of sessions leading up to the launch that focus on the new product's features, benefits, and target market. Or, if you know that your busiest season is always the summer months, you might hold off on scheduling too many training sessions during that time to avoid overloading your team.

Another key factor to consider is time-of-day. While it might be tempting to schedule all of your sessions during the workday, that's not always practical (or desirable) for your team members. Consider offering sessions at various times – early morning, lunchtime, late afternoon – to accommodate different schedules and preferences. You might even experiment with holding some sessions outside of traditional work hours (gasp!) to give employees the option of learning on their own time.

Finally, think about the cadence and frequency of your offerings. While you want to provide plenty of learning opportunities, you don't want to overwhelm your team with too many sessions too close together.

Aim for a balance of consistency and variety – maybe you offer a core set of sessions on a regular basis (e.g., monthly lunch and learns), with additional one-off sessions sprinkled throughout the year.

5. Promote and communicate

You've put in the hard work of assessing needs, defining objectives, and scheduling sessions – now it's time to get the word out! After all, even the most brilliant training calendar won't make an impact if no one knows about it.

Start by developing a clear, compelling communication plan. Think about the key messages you want to convey about your training program as a whole, as well as each individual session. What's the big "why" behind your learning initiatives? How will they benefit your employees and your business? Craft some snappy, engaging language that captures the value and excitement of what you're offering.

When promoting individual sessions, be sure to highlight the specific benefits and outcomes that participants can expect. Instead of just listing the topic and date, give a little teaser of what they'll learn and how it ties into your company's goals. For example, instead of "Time Management Workshop, May 15th," try something like "Discover the secrets to boosting your productivity and achieving your goals – without the stress and overwhelm. Join us on May 15th for a game-changing time management workshop!"

Read more: how to get people to attend training sessions →

Think like a marketer to encourage employees to make use of your learning opportunities.

Of course, even the most compelling message won't land if it doesn't reach the right people. That's why it's important to leverage multiple communication channels to spread the word. Email is a great place to start – you can send out regular updates and reminders about upcoming sessions, along with links to register. But don't stop there! Consider promoting your training calendar on your company's intranet or learning management system, or even creating a dedicated Slack channel for learning and development.

And don't underestimate the power of good old-fashioned word of mouth. Encourage managers to talk up upcoming sessions in team meetings, and ask participants to share their favorite takeaways and "aha" moments with their colleagues. You might even consider incentivizing attendance with some friendly competition or rewards.

Remember, the goal is to create a buzz around your training program and get people excited about learning. By crafting compelling messages and leveraging multiple channels, you'll be well on your way to building a culture of growth and development.

6. Evaluate and iterate

Congratulations – you've launched your training calendar and your colleagues are learning and growing! But your work isn't done just yet. To ensure that your program is truly making an impact, it's crucial to gather feedback, track metrics, and continuously improve and refine your offerings.

Start by soliciting feedback from both participants and facilitators after each session. You can use a simple survey or feedback form to gather insights on what worked well, what could be improved, and what learnings and takeaways people are walking away with. Don't be afraid to ask tough questions – you want to know if the session met its objectives, if the content was relevant and engaging, and if people feel like they can apply what they learned to their work.

In addition to qualitative feedback, be sure to track some key quantitative metrics as well. Attendance and engagement are good places to start – are people showing up to sessions? Are they actively participating and asking questions? You might also look at metrics like learning retention (e.g., through post-session quizzes or assessments) or behavior change (e.g., through manager observations or self-reported application of new skills).

But gathering all this data is just the first step – the real magic happens when you use it to continuously improve and refine your training calendar. Look for patterns and trends in the feedback and metrics you collect. Are there certain topics or formats that consistently get rave reviews? Double down on those! Are there sessions that people seem to be struggling with or finding less valuable? Consider tweaking or replacing them.

The key is to approach your training calendar as a living, breathing thing that evolves over time. Don't be afraid to experiment, iterate, and make changes based on what you're learning. And don't forget to celebrate your successes along the way! Share stories of how your training sessions are making a difference in people's work and lives, and recognize the facilitators and participants who are going above and beyond.

By committing to ongoing evaluation and improvement, you'll ensure that your training calendar remains a vital, impactful part of your organization's learning and development strategy. So keep gathering that feedback, crunching those numbers, and striving to create the best possible learning experiences for your colleagues. They (and your business) will thank you for it!