Crafting Effective Training Frameworks: Science, Strategy, and a Little Bit of Tech

Training is a bit like assembling IKEA furniture—if you don’t plan ahead, pay attention to instructions, and follow through, you’ll end up with something wobbly, non-functional, and likely held together by sheer willpower. Fortunately, research has outlined a far more structured and science-backed approach to training, and it revolves around three key phases: before, during, and after training (Salas et al., 2012).

Before training, the critical step is conducting a thorough training needs analysis. Think of it as debugging before a product launch—identify potential issues before they become costly mistakes. This phase is about assessing gaps, ensuring the learning environment is conducive to knowledge transfer, and structuring the program to align with organizational goals. Without this foundation, training efforts can easily miss the mark, wasting time and resources.

During training, engagement is everything. Here’s where the magic of instructional design principles comes into play—keeping trainees mentally involved, using technology wisely, and ensuring that content is digestible rather than an overwhelming data dump. This is where the art of training meets the science of cognition. Just as good UX design anticipates user behavior and pain points, effective training design must anticipate how trainees will interact with and absorb new information (Salas et al., 2012).

After training, reinforcement ensures long-term retention and practical application. Without proper follow-up, even the most well-executed training can fade into the abyss of forgotten knowledge. Just like software updates keep systems running smoothly, post-training assessments, feedback loops, and refresher sessions help maintain and improve workforce competencies. A well-executed post-training phase cements skills and ensures that trainees can apply what they’ve learned in real-world situations (Salas et al., 2012).

The beauty of this approach is that it doesn’t just apply to traditional training sessions. Whether designing a cybersecurity awareness program, rolling out a new CRM system, or even onboarding employees to a new workflow, the principles of before, during, and after remain the same. By treating training as a systematic process, organizations can ensure that knowledge is not only transferred but also retained and effectively utilized. So, while training may never be as thrilling as the latest sci-fi blockbuster, when done right, it can certainly be as impactful.

References

Salas, E., Tannenbaum, S. I., Kraiger, K., & Smith-Jentsch, K. A. (2012). The Science of Training and Development in Organizations: What Matters in Practice. Psychological Science in the Public Interest, 13(2), 74–101. http://www.jstor.org/stable/23484697

Communication Strategies: Finding the Right Channel for the Message

Effective communication in any professional setting can be a challenge. The world of policy, procedures, and training materials is often mired in dense documents that, let’s be honest, could cure insomnia. So, how do we make critical information engaging and accessible? By diversifying how we communicate.

A significant portion of professional communication is written—policy handbooks, standard operating procedures, desk guides, and training manuals. Historically, this has meant a lot of reading. But as technology advances, so too must our approach to sharing information. Instead of relying solely on text, digital aids can link to relevant documents, videos, and interactive training modules. This shift allows for a richer communication experience that accommodates different learning styles. As Bauer and Erdogan (n.d.) note, "Information-rich channels convey more nonverbal information," making them inherently more engaging.

Videos, in particular, have been a game-changer. Rather than static screenshots in technical documents, video demonstrations allow for both verbal and non-verbal communication to reinforce key points. Think of it like the difference between reading a spaceship manual versus watching a flight simulation—you’re far more likely to understand and retain the information when you see it in action. Some videos focus solely on process demonstrations, while others incorporate speakers who utilize facial expressions and gestures to emphasize key points, helping to create a more personal and engaging experience.

Another critical factor in effective communication is the channel through which information is delivered. Traditional channels like email, memos, and meetings have their place, but with teams spread out across different locations, digital platforms are essential. Many organizations have historically relied on tools like Microsoft Teams, SharePoint, and OneDrive for communication and document sharing. These platforms provide chat, video conferencing, file storage, and collaborative workspaces.

However, as needs evolve, so do the tools. Enter Zoom. While many think of Zoom as just a video conferencing tool, it has expanded to include a full-fledged communication suite. Given its widespread adoption during the pandemic, it made sense for many workplaces to transition to Zoom Phone, Zoom Contact Center, and now Workvivo—a platform that combines internal communication, engagement, recognition, and resource sharing into a single space (Zoom Communications Inc., n.d.). This move allows organizations to consolidate separate communication channels into one integrated hub where desk guides, short videos, and discussion forums coexist.

The ultimate goal of this approach is to provide a comprehensive and user-friendly communication experience. By pairing written documentation with video content, interactive platforms, and engaging digital tools, we can transform what might otherwise be a dry and overwhelming information dump into something dynamic and accessible. After all, effective communication isn’t just about sending a message—it’s about making sure it’s received and understood. And if we can make it just a little more engaging in the process? Even better.

References

Bauer, T., & Erdogan, B. (n.d.). Different Types of Communication and Channels. In An Introduction to Organizational Behavior. Retrieved January 23, 2025, from https://courses.lumenlearning.com/suny-orgbehavior/chapter/8-4-different-types-of-communication-and-channels/#:~:text=The%20organizational%20status%20of%20the,%2C%2039%2C%20161%E2%80%93178.

Gerson, S. J., & Gerson, S. M. (2016). Technical communication: Process and product (9th ed.). Pearson Education. https://mbsdirect.vitalsource.com/books/9780134118277

Zoom Communications Inc. (n.d.). Product overview. Workvivo. https://www.workvivo.com/product/

Understanding Your Audience: A Communications Balancing Act

Effectively communicating with individuals and families experiencing economic hardship requires a thoughtful approach. This population is incredibly diverse, with people from various cultural and linguistic backgrounds, professional and academic experiences, and personal circumstances. Some may be newly arrived in a country, adjusting to unfamiliar systems and languages, while others have lived in the same region their entire lives but still face significant barriers to stability. Clear and inclusive communication is essential to ensuring they can access the resources and support available to them.

The level of technical expertise among this audience varies greatly. Some individuals are pursuing advanced education in fields such as information technology, while others may have limited digital literacy or lack access to technology altogether. Many have not earned a high school diploma or equivalent, and underserved populations often experience barriers to high-speed internet and digital tools, making accessibility a critical factor in communication (Cronen et al., 2021). Additionally, those who are new to a country may have had vastly different educational experiences, requiring additional considerations when designing materials and messaging.

Given this broad range of backgrounds, communication must be adaptable. While every individual’s situation is unique, there are some common factors among those facing financial hardship. Housing situations vary—some may own their homes, while others struggle with housing insecurity. Household sizes also differ, ranging from individuals living alone to large, multi-generational families. The diversity of experiences means that a one-size-fits-all approach to communication is ineffective.

Language and cultural differences further shape how messages should be conveyed. In many regions, refugee resettlement programs have led to an increase in linguistic diversity, making multilingual communication a necessity. Efforts should be made to provide information in an individual’s preferred language whenever possible, ensuring clarity and accessibility. Beyond translation, cultural sensitivity is key—phrasing, tone, and context must be considered to avoid misinterpretation or alienation.

Expectations for communication depend on various factors, but there are some guiding principles that help create effective messaging. Many organizations and service providers aim to keep communications at a fifth-grade reading level to ensure broad accessibility. Balancing clarity and simplicity with a tone that is warm and respectful can be challenging, but it is crucial to avoid language that feels overly bureaucratic or impersonal. Messaging should also reflect professionalism, particularly when preparing individuals for workforce opportunities.

When crafting emails or other communications, a few best practices help maintain effectiveness. Using appropriate salutations and honorifics demonstrates respect, while inclusive language ensures that all individuals feel acknowledged. In individual communications, addressing people by their preferred name or title helps create a sense of personal connection. In mass communications, broad but inclusive terms work best. The overall tone should be encouraging, empowering, and clear—avoiding language that could come across as patronizing or directive. The goal is always to support individuals in their journey toward stability and success, without making them feel as though they are being lectured or managed.

Mass communication strategies should also be carefully considered. Messages should be relevant to the recipients and tailored to their specific needs and locations, rather than sending out broad, one-size-fits-all announcements. Protecting privacy is another priority; personal information should never be shared without explicit consent. When success stories are highlighted, individuals should provide written permission before their experiences are shared publicly, particularly on social media platforms. Trust is fundamental, and maintaining it should always be a top priority.

Crafting communication strategies for such a varied audience requires adaptability, cultural awareness, and a commitment to clarity. Whether through email, informational materials, or public messaging, the goal remains the same: to inform, empower, and uplift, ensuring that every individual feels seen, heard, and valued.

References

Cronen, S., Salinger, T., Dalsimer, A., & Ahlstrand, A. (2021). Providing pathways out of poverty and into careers. https://www.air.org/sites/default/files/2021-08/IET-and-Workforce-Training-for-Underserved-Adults-WDEMP-August-2021.pdf

The Power of Technical Communication: More Than Just Business Jargon

Technical communication—what is it, really? According to Gerson and Gerson (2020), it includes all communication "...for and about business." A bit broad, right? The Society for Technical Communication takes it a step further, describing it as "...a user-centered approach for providing the right information, in the right way, at the right time so that the user’s life is more productive" (Society for Technical Communication, n.d.). Now that’s more like it! In my work creating a massive volume of business documents—some technology-related, some not—I find both definitions useful. At its core, technical communication is about making business information clear, digestible, and actionable for the intended audience.

Now, as someone with a creative writing background, my natural instinct is to wax poetic (which, sadly, doesn’t always fly in the business world). Technical communication, however, demands clarity, conciseness, and just enough detail—no more, no less. This is a constant challenge for me since my writing often mirrors how I speak. Editing my own work becomes an exercise in trimming the fat, cutting out the flowery flourishes, and sticking to the facts. Less Tolkien-esque world-building, more straight-to-the-point efficiency.

At the heart of it, technical communication ensures that the right people get the right information in a way they can actually use. If it's ineffective—unclear, jargon-heavy, or just plain confusing—the fallout can be serious. A minor misunderstanding may be a simple inconvenience, but in a business setting, unclear communication can lead to financial losses, safety risks, project delays, or legal issues. In extreme cases, poor technical communication can even result in injuries or fatalities. In short, it’s not just about good writing—it’s about getting it right.

References

Gerson, S. J., & Gerson, S. M. (2020). Technical communication: Process and product (9th ed.). Pearson.

Society for Technical Communication. (n.d.). Defining technical communication. Retrieved January 7, 2025, from https://www.stc.org/about-stc/defining-technical-communication/

The Many Hats of a Systems Analyst: Bridging the Gap Between Tech and Users

 A systems analyst is the Swiss Army knife of the IT world, seamlessly blending technical expertise with business acumen to ensure that technology aligns with organizational needs. While the specifics of the role may vary, at its core, the systems analyst is responsible for analyzing how users interact with technology and optimizing processes to enhance efficiency (Ramakrishnan, 2012). Think of them as the translators in an intergalactic council—fluent in both the language of end users and the often arcane dialect of developers and IT professionals.

This role requires an omnidirectional approach, balancing user needs with technical constraints. On one hand, systems analysts must communicate business requirements to development teams in a way that makes sense to software engineers. On the other, they must explain technical limitations and possibilities to stakeholders without resorting to jargon-filled diatribes. It's a delicate balancing act—equal parts diplomacy, problem-solving, and technical wizardry.

Some analysts take on a more advisory role, acting as strategic consultants who guide decision-making without getting their hands dirty in the code. Others are deeply embedded in the trenches, planning, designing, and updating computer applications and systems (Karanja et al., 2016). This duality means they might work alongside developers to shape software functionality and then pivot to assist IT teams in rolling out updates without triggering a user revolt.

Beyond facilitating communication, systems analysts often find themselves overlapping with business analysts, particularly when it comes to data management. Given their deep understanding of workflows and system architecture, they are naturally suited to extracting, interpreting, and presenting data in meaningful ways. The complexity of modern systems often necessitates this crossover, ensuring that organizations not only have access to data but also understand how to leverage it effectively.

Ultimately, the systems analyst is a crucial bridge between the technical and operational sides of an organization. Whether deciphering user workflows, troubleshooting system inefficiencies, or translating business needs into functional software, their work ensures that technology serves its intended purpose—without causing undue frustration. And in a world where tech drives nearly every aspect of business, that’s no small feat.

References

Karanja, E., Grant, D. M., Freeman, S., & Anyiwo, D. (2016). Entry level systems analysts: What does the industry want? Informing Science: The International Journal of an Emerging Transdiscipline, 19, 141-160. https://doi.org/10.28945/3517

Ramakrishnan, S. (2012). System analysis and design. Journal of Information Technology & Software Engineering, S8 (e001). https://doi.org/10.4172/2165-7866.S8-e001

Welcome to The Ryan Codex

Hey there, and welcome to The Ryan Codex! Think of this as my personal archive—a mix of tech musings, sci-fi and fantasy ramblings, academic insights, and whatever else sparks my curiosity. Basically, if it’s nerdy, techy, or just mildly chaotic, it might end up here.

So, who am I? I’m Ryan—a Boston-based tech enthusiast, sci-fi/fantasy addict, singer, and proud New Englander (even if I’m still getting my bearings in Boston). By day, I work in business services, but I’m also deep in the trenches of earning my master’s in Information Technology with a focus on enterprise tech management. The end goal? To bring order to the digital chaos—without becoming the villain in a cyberpunk dystopia.

Beyond IT, my heart belongs to science fiction and fantasy. If a show has space travel, alternate realities, or supernatural drama, I’m probably into it. Some of my all-time favorites? Star Trek: Voyager (Janeway forever), Stargate Atlantis (because Rodney McKay’s sarcasm is an art form), and The Ark (because I can never resist a good “humanity struggling to survive in space” story). I also have a soft spot for the supernatural side of TV—whether it’s the power of three in Charmed (the OG, obviously) or the eternal drama of The Vampire Diaries, I’m here for it.

And while some New Englanders love to complain about the T, I’ll be the first to say I actually like it. There’s something about zipping around the city, headphones in, music on, feeling like I’m in the opening credits of my own show. Speaking of music, singing has always been a big part of my life—whether it’s a Broadway classic or a sci-fi theme song (yes, I have sung the Voyager theme in the shower). And hey, whether we’re talking about the musical Wicked or the way New Englanders use the word, I’m all for defying gravity—especially if it means taking a Puddle Jumper for a spin through the Pegasus Galaxy.

So, what can you expect from The Ryan Codex? A little bit of everything—tech insights, academic takes, personal reflections, and probably the occasional rant about why Stargate Atlantis deserved a proper ending. Stick around—this should be fun.

Live long and log on!

-Ryan