Optimising The Environment – Against All Odds

Optimising The Environment – Against All Odds

Some of the courses I facilitate are at venues that are optimised for learning, but others are at my clients’ premises.

Where the client’s internal space is being used I make sure to be really clear with my contact about room requirements and space in advance, explaining the effect that the environment has on the ability of participants to take in and retain key messages.

Once I explain to clients that the transfer of knowledge back to the workplace (their investment) can be hindered by poor surroundings, they quickly get on board – with the result that in the majority of cases I end up with amazing facilities that are fit for use.

Earlier this year though, I faced my first major challenge in terms of the learning environment. The client in question was limited by budget, so an external venue was not an option. Neither was refreshment. They were in an impressive location, but it was an older building that had quirks with heating and cooling. The final nail in the coffin was that internal meeting rooms were at a premium.

What am I saying? The room we were allocated was tiny – especially for the number of delegates, and we were crammed in like sardines. Once we were all seated, no one could get out of the room without others being displaced. The air conditioning did not work. So with the extra bodies it was hot, boiling hot. And – we had to switch rooms during the day as the room we were in was not available for the duration of the session. The switch was scheduled for 2:30pm, right in the middle of a session. I wish I could tell you the second room was better, but it was at best, equivalent.

There was not much that I could do to enact change on Day 1 – the air conditioning could not be fixed, fans were not available and I could not change the time of the room switchover.

But I did think on my feet. I tweaked the Agenda to afford shorter, more frequent breaks to give my participants a chance to get up and move more during the course day. I arranged break out activities and discussions to happen outside of the room – in canteen or lounge areas, so the delegates could get some much needed space.  I ran out in the first break to get snacks and other refreshment and for the afternoon break I brought in popsicles to help us cool down. The kinaesthetic learning toys I take with me everywhere came in very handy for helping the group focus, and I also had background music during exercises to lighten the atmosphere in the room and help sustain concentration.

2016-10-13 06.59.34

Day 2 was a new day – and I came ready. Here’s a picture of my Optimisation Bag. In addition to all the things listed above, I also had fans – big and small, extension leads for power, a better range of snacks and treats to keep energy levels up throughout the day,  and speakers for the music. I also managed to arrange room changes to happen over the lunch break – and not in the middle of sessions so that I we didn’t lose time during the day and I could arrange for all materials to be moved so participants weren’t too inconvenienced. It all paid off. I got comments on the course like:

“A really engaging trainer, who made the 2 days really fun despite some internal issues with facilities”

“Dana was fantastic. I had so much fun & the sessions were extremely informative”

“Dana was an excellent, engaging, enjoyable, well informed facilitator. A brilliant choice, especially given the constraints of the session

The experience reassured me that no matter what I walk into now, whatever surprises the learning environment reveals I can handle it. I hope that this never happens to you, but if it does – I hope my sharing this gives you some ideas and the confidence to know that you can make it better and even the little things you do can make a big difference.

By | 2017-05-30T11:12:10+00:00 November 24th, 2016|Blog|15 Comments

About the Author:

Dana is THE Trainer! She is passionate about learning, coaching and development and is in possession of over 10 years’ Training and Learning & Development experience. She has a proven track record of developing and delivering aspirational and engaging learning content – and now blogging about it. Check out her website www.danathetrainer.com


  1. Rachael Weiss November 24, 2016 at 4:09 am - Reply

    Dana I am so petrified that this will happen to me one day, I double check before every booking just to make sure. I don’t know what I would have done – but I’m pretty sure I would not have taken fans from home. You are a superhero! Completely bonkers – but absolutely amazing truth be told.

  2. Sherica January 11, 2017 at 2:55 pm - Reply

    Many times as trainers we are thrown into situations that require us to rearrange content and scheduling due to unforeseen circumstances. Awesome way to be flexible when you realized the meeting room could not comfortably house the number of attending participants. Additionally, I totally love the warmth of your site. Nice job!!

  3. Donna Bernard February 24, 2017 at 7:11 pm - Reply

    These are some great tips, especially for those new to facilitation and training. Thanks for sharing this one. A must read post!

  4. Sarah Irwin February 25, 2017 at 10:00 am - Reply

    Good story! I’m just wondering what occurred after? Did you take things up with the client in question? What have you changed to the way that you work to stop this from happening again?

  5. Nicole Qualm February 26, 2017 at 1:41 am - Reply

    What I don’t get is why spend so much money on the training then let all the benefits be eroded by an environment that doesn’t promote learning. It’s a waste of money, but in the same breath I know it’s really difficult to get clients to see the bigger picture sometimes.

  6. Zainab Singh February 26, 2017 at 12:13 pm - Reply

    Hey Dana. We just connected on Twitter and I saw the link to your blog in your bio. Excellent website and great content here. Should you have any ideas or tips for new blog owners please share. I know this is off subject however I just thought I would ask. Thank you!

  7. Suzy Haven February 26, 2017 at 4:17 pm - Reply

    Funnily enough I had something similar happen to me a year or so ago. I took in desk fans to try and get some relief … and they wouldn’t let me plug them in because the cables and electricals hadn’t been Health & Safety tested. It was like teasing starving people with food to have those fans there and not be able to use them so I am glad that you were able to make use of your fans. I will never forget that session for as long as I live.

  8. LearningClues February 26, 2017 at 4:40 pm - Reply

    This is why we take extra care when using venues that are not known to us or that we have no control over. This situation absolutely scares me because facing that in the morning would just de-rail the day.

  9. Melissa Gangadeen February 26, 2017 at 9:13 pm - Reply

    I love reading these even though I don’t work in training anymore. Always enjoyable, easy reads with clear lessons. With your permission please allow me to grab your RSS feed to keep updated with forthcoming posts. Thanks a million and please carry on the enjoyable work.

  10. Cliff Pritchard February 26, 2017 at 9:25 pm - Reply

    I’ve had this so many times in the classroom you would not believe. But I’m not sure I would have even thought to take a fan with me. That’s commitment.

  11. Mason Murphy February 28, 2017 at 11:48 pm - Reply

    Dana it would be good to be able to subscribe to these for when there are updates. If you’re thinking about making modifications that would be a good one. I hope you don’t mind me sticking my nose in and making a suggestion.

  12. Mason Murphy March 1, 2017 at 3:33 am - Reply

    Dana I love the illustrations on these. The pictures give the posts more “pop”. Excellent blog!

  13. Cecil Anfetir March 23, 2018 at 3:06 am - Reply

    Thanks for sharing Dana. It is really stressful when things like this happen in the classroom. These are the things my nightmares are made of. I panic about them happening to me.

  14. Thomas April 6, 2018 at 4:40 am - Reply

    Followed from Twitter. Great to connect.

  15. Ricky April 8, 2018 at 3:20 am - Reply

    Hey Danes. Great post. I had never even really considered what you face going into the classroom each day. I hope all is well.

Leave A Comment