Supporting a Growing Training Company

Background

We were approached by a small but well-respected business specialising in high-quality leadership and team development programmes. Having worked with us previously through another client, they reached out for help on a large-scale project. The business needed support with project management, logistics, and back-end operations, areas outside their usual expertise.

Their client, a fast-growing company, required leadership and management training across multiple locations, both in the UK and internationally. With offices in diverse time zones, the training programmes needed to be delivered through a mix of face-to-face sessions and virtual modules. The project was larger than anything they had handled before, so they turned to arrangeMY for help.

The Brief

Management Enablement Programme:

• 20 cohorts with up to 12 delegates per group
• 7–10 modules per cohort
• Locations: Israel, Texas, California, Vancouver, Toronto, UK & Europe
• Combination of face-to-face and virtual modules
• Completion of a DiSC psychometric assessment
• Staggered start times

Leadership Development Programme:

• 2 cohorts, totalling 20 delegates
• 9 modules per cohort
• Combination of face-to-face and virtual modules
• individual virtual coaching sessions per delegate
• Completion of a 360 feedback process
• -ompletion of a DiSC psychometric assessment

The Set-Up

Once the commercial terms were agreed, we attended several planning meetings to gain a comprehensive understanding of the project. This allowed us to ensure a smooth set-up and efficient execution. We needed to gather information on:

• Whether the training was mandatory, and how cancellations or re-bookings would be handled
• How delegates would be nominated and scheduled – whether by arrangeMY or the client
• Working hours, shift patterns, and any dates to avoid (e.g. holidays, company events)
• Locations for the training, and whether assistance was needed to book venues
• Travel and accommodation requirements for face-to-face sessions
• Preferred session timings and reporting requirements
• Course materials (hard copy or digital), communication protocols, and escalation processes for uncompleted tasks (e.g. 360 feedback, psychometrics)

The Execution

• With the project brief in hand, we established a dedicated team to manage all aspects of the operation. Key actions included:
• Contacting trainers in each location to confirm availability, room layouts, equipment, and dietary requirements
• Creating a detailed training schedule for all cohorts, coordinating with trainers across multiple time zones and accommodating for key dates to avoid
• Managing venue bookings and confirming logistics with trainers, issuing contracts and statements of work
• Setting up a SharePoint portal for trainers to collaborate and share materials
• Liaising with suppliers to set up psychometric assessments and 360 feedback
• Preparing feedback forms and correspondence templates (e.g. booking confirmations, joining instructions, follow-up emails)
• Setting up the courses on our booking system and creating Zoom links for virtual sessions
• Ensuring seamless communication with the client and obtaining delegate details for course registration

Pre- & Post-Course Execution

Our client requested that all delegates receive booking confirmations simultaneously following a communication from their leadership team. We structured the process as follows:

• Each delegate received a booking confirmation with a calendar invite
• 3 weeks prior to the course, we issued DiSC assessments and joining instructions, detailing any pre-course work
• 1 week prior to the course, reminders were sent to delegates, names were provided to trainers, and office managers were informed of delegate numbers to prepare course materials
• After each session, attendance was confirmed, and we reported back to line managers. Post-course emails were sent to delegates with course slides and feedback requests
• Delegates who missed sessions were rebooked or added to a waiting list for future courses

The Outcome

By the end of the project, approximately 240 managers and 20 leaders would have been trained, totalling 1,860 training instances. Despite the challenges of managing different time zones, meticulous planning and robust processes ensured the project ran smoothly. Attendance was consistently high, and feedback has been overwhelmingly positive, setting the stage for continued collaboration.

Client Testimonial

From the Training Company:

“Nic has been an invaluable support to our business over the past year. This project is complex and fast-paced, spanning several countries from Israel to North America. We couldn’t have managed it without her and her team. They removed a lot of the logistical stress, engaged brilliantly with the client, and simply made things happen. If you’re an L&D provider or run a coaching business, we highly recommend Nic and her team. They’re also lovely to work with! Thank you, Nic – we are incredibly grateful!”

From the Main Stakeholder:

“I just wanted to say well done and thank you for all your hard work in scheduling the MEP cohorts – it was no easy task. The impact this programme is going to have on our business is huge, and I’m so proud of what you’ve achieved.”

From the HR Contact:

“I can’t thank you enough for how smoothly you’ve made this project run. The upfront work you’ve done gives me complete confidence going into the actual launch – it’s a testament to your thoroughness.”