Things don’t always go smoothly when running workplace training sessions. From missing materials to tech issues, trainers face many challenges that can be avoided with good planning.
- Avoid these 10 common issues that impact workplace training session effectiveness.
- Learn some simple fixes to keep workshops running smoothly.
- Ideal for HR teams and trainers running their workshops and courses.
1. What to Do if You Cannot Access Your Training Venue?
Always have a backup contact and plan so the session can start without delay, in case you can’t access your venue.
This is a nightmare scenario as a trainer, and this has only happened once to me, but when it does happen, it can, of course, be highly problematic.
Here are a few practical ways to avoid problems accessing your training venue:
- If possible, ensure that you have your own key card or set of keys for the venue, if there is any possibility of this.
- Find out who the main key holder is (or will be on the specific training day), such as a building manager, and try to have their name and telephone number for emergencies. Alternatively, the contact information for the security person or the person responsible for managing the venue.
- Find out what hours the venue is normally open, i.e., are you using the venue in what would normally be considered outside normal business hours? If so, make sure to follow one of the first two recommendations above.
2. How Can You Prevent Technology Problems on Training Day?
Make sure to visit and test all technical equipment before the training day to avoid any issues.
If you can easily reach the venue, such as if you live close by, go to the venue and ask to be shown the training room. Check the facilities, such as the projector and so on.
If you are viewing a venue with the intention of hiring it, then this will also be an opportunity to assess and check the technology and set-up in the training room you will use.
Also, ask if there is a support person who will be available should you need them, before and during the training. Venues that offer training will normally have a dedicated IT person.
If you can, try to get their phone number and name and even chat with them beforehand, if possible, to run through your requirements in respect of IT, as the trainer.
For help with planning the whole session, see our guide on how to organize a training workshop, including the venue, materials, and what to prepare before the day.
3. Should You Provide Refreshments During Training Sessions?
Providing refreshments can help keep energy and participant engagement high, especially during longer sessions.
This provision does, of course, depend on the length of the day and whether you can charge for the costs as part of the training package.
If you do plan to offer refreshments, make sure that the people providing the refreshments also will have no problems with access to the venue, know exactly what times the refreshments will be needed, and the precise quantities.
Many venues offer this as a service, and this is useful in that it can take a lot of the organization out of your hands. It is no good to offer tea and coffee if they are cold!
4. How to Check Your Training Room Before the Session
Make sure to check the training room layout, comfort, and noise levels before the day to avoid last-minute problems.
Several issues can occur with the room, including:
- The classroom heating does not work, and it’s too cold.
- The windows do not open.
- The training room does not have enough chairs.
- There is no whiteboard, etc.
I was in a training session recently, and the training room was situated next to a train track. And every 5 minutes or so, the trainer had to pause for 10 to 20 seconds each time in order to be heard, once the trains had passed.
Ask to see the venue beforehand and assess carefully if it matches your needs.
A comfortable learning environment helps participants stay focused, so check that the space feels right before training day.
Do consider also that things can change in the room in terms of chairs and other artifacts. So, it can be worth checking the room a few days beforehand if convenient to you.
5. How Many Training Manuals Should You Prepare?
Always print a few extra manuals and keep a digital backup for unexpected attendees.
Companies sometimes add extra employees to a training session at the last minute, and you do not want these participants to feel excluded.
By having a digital copy of the materials, at the very least, you can provide this digital copy for the extra participants to follow.
It’s a good idea to include this task on your training checklist so it never gets overlooked.
6. How Should You Handle Unregistered Attendees?
Unregistered attendees turning up does not happen often, but when it does, it can produce an awkward situation.
How you handle this depends on the number of unexpected attendees and whether you have enough space and materials to accommodate them.
Furthermore, who you are providing the training for (such as for a company) or if you have organized this independently will need to be factored into the solution.
If you are faced with one extra person and dealing with a company’s employees, then I tend to allow them to join the training, and then I try to sort out things afterward if needed, in order not to create a negative atmosphere for the other participants.
If several extra people turn up, then it can be worth talking with the training coordinator if they are available to discuss the situation.
If this is a training session you have organized individually, this is the value of having a sign-in sheet and keeping a clear record of sign-ups.
✨ Ready-to-Use Training Course Materials
If you’re planning your next workshop, explore our collection of editable corporate training materials. Each course kit includes PowerPoint slides, participant handbooks, and activities—ready for you to deliver instantly.
7. What If Your Co-Trainer Cancels at the Last Minute?
Have both trainers prepared to cover any part of the training session if needed, if one of the facilitators cancels.
It inevitably does happen from time to time that one trainer will be sick and unable to continue with the training; hence, both trainers being ready to deliver any or all parts of the training is important.
Many training delivery issues start when only one facilitator knows the full plan, so it’s worth sharing outlines early.
As an individual, even if I have half of the training that I am expected to deliver, I still make a concerted effort to be proficient in the rest of the training.
8. How Can You Keep Participants Engaged During Training?
Include a mix of training activities and games, discussions, and interactive tools to keep participants involved and alert.
Strong facilitation skills help trainers manage these activities smoothly and adapt to group dynamics.
If you lack experience in providing training, the temptation can be to talk too much and fail to adequately engage the audience. This is one of the common training mistakes workplace trainers should avoid, especially for new trainers.
The good news is that there are several ways in which you can make the workshops more engaging and include the participants more. Some ideas include:
Facilitate discussions
Consider getting the participants to openly discuss certain topics related to the training.
A good way to do this is to have a question on a PowerPoint that shows on the screen, which you first ask the participants to discuss.
Afterward, you can then provide your suggestions and answers on another slide after the discussion. You might also want to tailor the discussion to suit the type of participants you have. If teaching nurses, for example, you might want to make the discussion related to their work environment.
Use Icebreakers and Training Activities
It is essential to make training in the workplace fun and interesting, and there is no better way than by introducing icebreakers and activities into the training session.
Activities help to promote collaboration and the sharing of ideas and teamwork, and put participants at ease by giving them a chance to get to know each other.
These are simple yet powerful employee engagement strategies that make learning more enjoyable and memorable.
You can group people in pairs or any number of people as groups and mix them up for different activities.
Interactive Apps and Tools
Some of the most fun training sessions I have held with younger employees have involved using phone apps to do real-time polling and other interactive apps.
This is for everyone, but if it might suit your audience (i.e., a tech or young audience), then this is certainly an option.
9. How to Deal with Unexpected Distractions During Training
Stay calm and be adaptable so that you can address any distractions in a timely manner and refocus the group.
You cannot, of course, always control the training environment. You can, though, consider the venue carefully by considering, for example, that there is a train track outside the window. If so, do the windows close properly, and is the sound manageable?
If unexpected events occur, stay adaptable. Try to address them swiftly without losing momentum in the training.
10. Why Trainers Should Always Follow Up After Training
A common and frequently overlooked mistake by trainers is failing to make any attempt to gather feedback from participants.
A quick follow-up email with a thank-you note, key takeaways, or a short feedback survey goes a long way.
The feedback you gather is incredibly valuable for understanding:
- What you did well
- What you can improve
- How effective or not the training was
Common Training Day Problems and Practical Solutions for Trainers
Many trainers experience the same type of issues at one time or another, including being locked out of a venue, a projector not working, or participants getting very distracted part way through the training. Below is a quick look at some of the most common issues and some fixes that experienced facilitators use to make training run more smoothly.
| What Can Go Wrong | Practical Solutions Trainers Use |
|---|---|
| You arrive, and the venue is locked | Always contact the key holder (or security) the day before, just to be sure that everything is ready for the following day, regarding access. |
| The projector or sound system doesn’t work or stops working | If you have access, test the equipment the day before. Also make sure in advance that you have an IT contact to call on the day as needed. |
| Refreshments fail to arrive | Ensure that you inform reception or security to let them know you are expecting the delivery. |
| The room feels uncomfortable or poorly arranged | Check the heating, windows, and layout early on by arriving early. Sometimes you can, for example, quite easily move chairs around to create a better training set-up. |
| You’re short on printed materials | Always print spare copies and save a digital copy you can instantly share by email if extra people attend. |
| Extra attendees turn up unregistered | Greet them politely, confirm their details, and if there’s space, include them while noting the change. |
| Your co-trainer cancels at the last minute | Always have a full outline for the whole session and make sure ahead of time that you are familiar with it, so you can deliver any missing sections confidently if needed. |
| The group loses enthusiasm halfway through | Break things up with short activities, discussions, quick polls, or light energizers to reset the energy. |
| Noise or distractions interrupt the session | Pause briefly, acknowledge the distraction, and try to focus back on the training once the noise passes. Stay calm. |
| No post-training feedback is collected | Send a short feedback survey and key takeaways after the session to understand what worked and what to improve. |
Every organization has its own quirks, but anticipating these little hiccups keeps you calm, professional, and focused on what really matters—helping people learn.
For more advice on running effective workshops, see our trainer delivery and facilitation skills guides.
Workplace Training Issues PDF Free Download
I have created a free workplace training issues PDF that you can download, which helps you to avoid mistakes in workplace training on the day.
Successful workshops rely on clear corporate training logistics, solid facilitation skills, and attention to the learning environment. Keeping a simple training checklist and being ready for common training delivery issues helps trainers apply the best employee engagement strategies in every session.
See Our Ready-to-Use Training Course Materials
- Fully editable PowerPoint slides
- Trainer Notes & participant guide
- Printable participant workbooks, handouts & activities in the PowerPoint slides
