INSTRUCTOR GUIDE

Workplace Essentials Series

Collaboration
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PREFACE

UNDERSTANDING YOUR TRAINING PACKAGE

Your Velsoft training package contains the following items:

• Instructor Guide: Contains all textbook information plus this preface, icebreakers,
activities, delivery tips, and more!

• Student Manual: Contains textbook information as well as areas to take notes. Each
manual also includes an evaluation form, action plan, and recommended reading list.

• Handouts: Contains pre and post class answer keys as well as any additional
information or activity resources.

• Pre-Assignment: Task for participants to complete before the workshop to get them
thinking about the learning that will take place.

• PowerPoint Slides: PowerPoint presentation highlighting talking points in the course.

• Quick Reference Guide: Two-page cheat sheet of tips and facts covered in the
course.

• Outline: Word document that outlines the overview and objectives of the course and
summarizes each session to be covered.

• Advertorial: Pre-made flyer that you can customize and distribute.

 2005-2018, Velsoft Training Materials Inc.

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PREPARING FOR TRAINING

To begin, read through this Instructor Guide. This is intended to be a guide and is not
absolute! Be guided by your experience, the needs of the participants, and your own
common sense, as well as the information in here. Most of the suggestions and all the
information have been developed through research and hands-on, classroom experience,
but you will want to customize the material for your specific audience.

Practice writing on flip chart paper before the workshop. You may want to draw lines on
the paper (lightly, in pencil) to help you. As well, many of the flip charts suggested in this
course can be prepared ahead of time. The first page should be set up like this:

• Name of Workshop

• Facilitated by < Your Name>

• Your Organization’s Name

For an extra touch, include sheets with the words Courtesy, Participation, and
Confidentiality written on them and post them around the room. You might also want to
add the words Exercises, Role Play, Learning, and Fun.

Have an emergency kit ready with the following items:

• Extra markers

• Tape and sticky putty

• Adhesive bandages

• An extension cords

• Safety pins

• Tissues

• A bottle of water

• A fuzzy toy (which can be used for many activities and to spice up any lecture)

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Arrive at least one hour before the start of the session to ensure that:

• Signs are placed directing trainees to your room.

• The classroom is set up as desired.

• You know where washrooms, break facilities, smoking areas, and fire exits are
located.

• You have all necessary resources for the day.

• Materials for the morning are laid out, specifically for the icebreaker.

• Pens, sticky notes, and scrap paper are placed at every table.

• If you are using a laptop, it should be connected to the projector and both items
should be turned on.

OUR TOP 10 TRAINING TIPS

Although we will provide advice throughout the workshop, there are a few tips that we
think every trainer should know.

1. Always shake hands with each participant and introduce yourself as they come into
the classroom. This breaks the ice and sets the type of friendly atmosphere that is
conducive to learning.

2. Always practice before the big day, even if you have delivered the course
beforehand.

3. Bring extra activities with you, such as a list of children’s games that is adjusted for
adults.

4. Always have a backup plan! For example, if you plan to use PowerPoint slides, make
sure you have a copy of the Instructor Guide, which includes the information to be
covered.

5. It is a good idea to print the instructor guide and place it in a three-ring binder,
including any customized information. Also, during the workshop make notes about

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what worked and what did not. This will be a resource that you can build on in the
future too!

6. Things will go wrong during your workshop. If you are well prepared and confident,
you should be able to resolve most situations quickly and easily. Try not to let
participants see you stressed!

7. Involve participants as much as you can. Have them help you set the agenda, guide
activities (by passing out or collecting forms, for example), lead discussions, and
improve the course. The more participants put into it, the more they will get out of
it.

8. Be ready to learn. Often, workshop instructors learn something during the sessions.
Challenge yourself!

9. Tie everything back to the workplace. It is no good knowing information unless

participants know how to use it.

10. And finally, do not be afraid to have fun! Bring a few fuzzy toys and use them as a
speaking hat during discussions – whoever is speaking has the toy. Plus, it sparks
creativity and keeps participants interested.

MATERIALS REQUIRED
• Flip chart paper

• Markers

• Pens

• Writing paper

• Large Marshmallows

• Box of Spaghetti

• Rolls of masking tape

• Several yards of string

• Index cards

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RELATED COURSES
• Active Listening

• Communication Strategies

• Creating a Positive Work Environment

• Employee Recognition: Appreciating Your Workforce

ADDITIONAL RESOURCES
If you would like more information on training, Velsoft offers Train-the-Trainer courses at
several different levels. We also like the following books:

• The Trainer’s Tool Kit, by Cy Charney and Kathy Conway

• How to Make Collaboration Work by David Straus

• Sivasailam Thiagarajan’s books on games and activities

If you have a favorite resource, please share it with us!

 2005-2018, Velsoft Training Materials Inc.

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AGENDA

8:30-8:45 Icebreaker: Pick Five Words

8:45-9:00 Session One: Course Overview

9:00-10:00 Session Two: Being Collaborative

10:00-10:15 Morning Break

10:15-11:45 Session Three: Elements of Successful Collaboration

11:45-12:00 Morning Wrap-Up

12:00-1:00 Lunch

1:00-1:15 Energizer: What Did You Learn?

1:15-2:15 Session Four: Benefits of Collaboration

2:15-2:30 Afternoon Break

2:30-3:30 Session Five: Common Obstacles

3:30-4:15 Session Six: Technology and Collaboration

4:15-4:30 Afternoon Wrap-Up

 2005-2018, Velsoft Training Materials Inc.

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SESSION ONE: COURSE OVERVIEW

(8:45-9:00)

SETTING THE STAGE

Introductions
Introduce yourself. Establish credibility by giving examples of training experience, and your
own experiences with today’s topic, including some war stories if you have them.

Give the participants a chance to introduce themselves to you. You will probably want to
know their name, their department, their position title, and what their interest is in today’s
topic.

Ground Rules
Ask participants for some ground rules that should be followed during the course. Record
ideas on flip chart paper. After the activity, create a final version and post them where
everyone can see.

Some common ground rules include:

• What we say in this room will stay in this room.

• We can disagree with one another and provide feedback if we do so constructively

and respectfully.

• We will all put on our listening hats when someone else is speaking.

• Everyone will participate to the extent that he or she feels comfortable. You get out
of a workshop what you put into it.

• We agree that this is the place to make mistakes and to learn.

• We agree to each be responsible for our own behavior.

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Housekeeping Items
Let participants know:

• When the workshop will end

• When breaks and lunch will be

• Where they can find break and restroom facilities

• Where fire exits are and what will happen if there is an emergency

• What the building’s smoking policy is

• How you would like cell phones to be handled, although this should be agreed upon
by all participants

• What the classroom food and drink policy is

Instructor information will appear in text boxes with one of the following titles:

 Trainer’s Tip

 Activity Ideas

 Discussion Points

 Extra Information

 Slide or Handout or Workbook Material

 Handy Quotes

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AGENDA REVIEW
Present the agenda as a handout, PowerPoint slide, or on flip chart. Review the topics and
the timeline.

Here is how our in-house trainer handles some common concerns.

This looks like a lot of information. Will we be able to cover it all?

Reassure participants that today’s timeline is indeed feasible. If issues arise, promise that
you will involve participants in solving the problem, rather than cutting out topics or breaks
autocratically.

We would rather spend more time on x rather than y. Is that possible?

If it is at all possible, accept suggestions like these. For example, you may be able to move
an activity (specifically discussion activities) from one topic to another. Make a few minutes
before the session to prepare.

I was expecting to discuss _______. Is it included in today’s course?

If it is included, reassure participants and let them know when it will be covered. If it is not
included, suggest resources or provide additional information. If you do not have the
answers, promise participants that you will track the information down and get it to them
as soon as possible. (Give a timeline if you can.)

I did not realize that this course covered_______. Why is it included in today’s course?
This can be a tough one! Usually, I briefly explain the connection and let participants know
more information will be provided when the topic is covered.

 2005-2018, Velsoft Training Materials Inc.

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Ask students to turn to Session One in their workbooks. Read the introduction below.

 Workbook Material

Collaboration is a skill that is utilized with one or more people to produce or create a result
or shared goal. Everyone in the group has a shared vision or outcome. The group not only
has to work together, they must think together, and the product comes from group effort.
Collaborators are equal partners. Do we know what it takes to achieve successful
collaboration with colleagues? What are the importance and benefits of collaboration in the
workplace and how can employers create a collaborative environment and reward
employees for collaborative efforts?

LEARNING OBJECTIVES
At the end of this workshop, you will be able to:

• Understand the definition of collaboration

• Distinguish collaborative qualities individuals often possess

• Know and understand what it takes to work collaboratively with your colleagues

• Discover the difference between collaboration, cooperation and teamwork

• Know what a collaborative environment looks like

• Know the six steps to make collaboration work

• Understand the advantages of collaboration

• Be aware of obstacles to collaboration

• Develop strategies to improve a collaborative work environment

• Share tips for employers to reward collaboration

• Understand how technology affects collaboration

Give participants a moment to write down their own learning objectives in their workbook.

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ACTION PLANS AND EVALUATIONS

Next, pass out evaluations and action plans. (Both of these items are in the Handouts folder
and the Student Manual.) Ask participants to work on these throughout the day. They will
also have a few minutes at the end of the workshop to finalize their ideas.

 2005-2018, Velsoft Training Materials Inc.

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SESSION TWO: BEING

COLLABORATIVE
(9:00-10:00)

WHAT IS COLLABORATION?
(25 minutes)

The Oxford dictionary defines collaboration simply and concisely:

Noun: The action of working with someone to produce something.

The origin: Mid-19th century: from Latin collaborate ‘work together’.

It defines collaborator just as simply:

Noun: A person who works jointly on an activity or project.

Collaboration in the workplace is not a new concept. However, it is becoming increasingly

important as we become more connected around the globe.

When you think of organizations, what comes to mind? Organizations are composed of
people in a variety of roles and working from various locations. Collaboration in the
workplace has been proclaimed as a sign of an effective and high-functioning team.

Businesses place emphasis on balance; enabling employees to collaborate when and where
they need to, as well as time to complete individual tasks. Being able to perform together
contributes to the success of any business.

Collaboration allows employees to be quicker and more effective in their work. It also
allows them to be more responsible, which in turn raises motivation and job satisfaction.
Everyone, in any organization, has an essential role to play to get the job done. You, and
your organization, are no different.

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 Activity Ideas

Who is a collaborator?

Have the participants brainstorm about the people in their work life, past or current, who
they would consider to be a collaborator. Have them name three qualities exhibited by
these people, which caused them to think about them.

 Discussion Points

Now, bring the group back together and combine all the information gathered onto a flip
chart or whiteboard. Have a class discussion about the responses. What seems to be the
conclusion?

 Potential Answers

• Openness to new ideas

• Brainstorming solutions to problems

• Giving credit to others for contributions

• Reliability

• Actively listening

• Drawing consensus around goals

• Takes responsibility for mistakes

• Recognizing and resolving conflict with collaborators

• Reliable

• Works hard to fulfill obligations

• Compromising when necessary to move the group forward

• Facilitating group discussion

• Identifies obstacles

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QUALITIES OF A COLLABORATOR
(35 minutes)

Collaboration is often described as a “soft skill”, however in today’s work environment it is

as important as a strong educational and/or technical background. Even though productive
collaboration skills may not be innate for some people, they can be learned, practiced and
implemented.

In your work life, who stands out to you as a collaborative coworker? What makes you think
about that person as the right person to do the job? What qualities and skills do they
possess that make them stand out as a collaborative person?

Collaborative groups require people who perform well, and collaborative players have
several characteristics in common. Here are 10 of them:

Good Listener
Great collaborators listen attentively to what is being said. They listen and acknowledge.
More importantly, they listen to understand. Good listeners are essential to a collaborative
environment. Listening to the ideas, opinions, concerns and feelings of others is a key trait
of successful collaborators. People like to be heard.

Team Focused
A collaborative player thinks about the we and not the I. They remain focused on the group
goals and group success and outcomes rather than individual agendas. The people you work
with are your most valuable assets.

Generous
A great collaborator is willing to pitch in and help and often takes the first step. They also
give and share more than necessary or expected. Collaborators go one step beyond what is
expected. They give credit where credit is due and are not shy in expressing their gratitude.

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Curious
Collaborators are always looking for solutions and the right answers. They are willing to ask
questions and ensure the group is working toward goals. Collaborators have a strong desire
to learn; often related to inquisitive thinking, such as investigation and exploration.
Curiosity broadens their scope of understanding.

Trusting
Highly successful teams are built on safety and trust. A great collaborator helps to create
and maintain a trusting environment. Not only do they give their trust freely, they expect to
receive your trust in return. Trust comes from reliability and consistency. Members need to
have faith that others are getting their tasks done.

Appreciative
Collaborators show sincere appreciation for all team members and their contributions. They
recognize a person’s efforts and assistance and acknowledge it. Not only are they
appreciative of what was done, but they are appreciative of who did it. Essentially this is
what thank-you means. They provide recognition and respect for the contributions of all
collaborators.

Insightful
Collaborators see how various items relate to each other on a macro-level. They see the
“bigger picture” and are working toward the right goals, where every project contributes to
the organization’s strategy.

Able to Make Logical Inferences

The capacity to connect items of information to reveal or produce an outcome is the logical
connecting-the-dots mentality of collaborators. They are willing to find or show a
relationship between different things. They also could bring the right knowledge and the
right people together to handle the task.

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Relationship Builder
Collaboration is about working together, establishing an often-diversified group with
various skill sets and areas of expertise. A great collaborator often has established
relationships and/or connections with personnel across departments. They have great
internal and external connections.

Diplomatic
Building consensus and establishing buy-ins are key factors for successful projects. A great
collaborator knows how to manage the ups and downs and recognizes that no two people
are the same. They know how to leverage differences and identify how they can
complement each other.

 Activity Ideas

Characteristics of a Collaborator:

Have the participants discuss the qualities they feel exist in the collaborative co-worker they
have previously identified during the ‘Who is a Collaborator?’ exercise in Session 2. Using
what they have learned so far, ask them if anyone new emerges as a collaborative person
for them. Now, bring the group back together and combine all the information gathered
onto a flip chart. What seems to be the conclusion?

 Discussion Points

On a flip chart or whiteboard record the participants’ answers and have a class discussion
about the responses.

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WORKSHOP WRAP-UP
(4:15-4:30)

Take the last 15 minutes for a quick review and to answer any questions the class may have.

In closing:

• “The spirit of collaboration is penetrating every institution and impacts all our lives.
Learning to collaborate is part of equipping yourself for effectiveness, problem-
solving, innovation and life-long learning in an ever-changing economy.” — Don
Tapscott and Art Caston (1993) Paradigm Shift: The New Promise of Information
Technology.

• “If you want to go fast, go alone. If you want to go far, go together.” – African
Proverb

• “Alone we can do so little; together we can do so much.” – Helen Keller, first deaf-
blind person to earn a Bachelor of Arts degree

• “Great things in business are never done by one person. They’re done by a team of
people.” – Steve Jobs, CEO and co-founder of Apple Inc.

• “Coming together is a beginning; keeping together is progress; working together is

success.” – Henry Ford, founder of Ford Motor Company who developed the
assembly line technique of mass production

This is also a good time to help participants wrap up their action plans, collect evaluations,
and to pass out certificates.

 Trainer’s Tip

If you have not provided students with the Student Manual, print out the Recommended
Reading List and give it to participants as a bonus.

 2005-2018, Velsoft Training Materials Inc.