TQS Validation: What will you tell your employers?

Update on June 10th
We posted this article on June 8th and new information about validation was released on June 9th. You can read about it here.

Two changes to TQS assessment rules

Be that as it may, how are you preparing your staff and your employers for the fact that you're seeking TQS certification?

Original article

Quite a few of our clients are in the final stages of countdown to submitting their TQS application.

They are looking to have the option of achieving conditional certification and so they are finalising applications now.

Most of our clients are also starting to think about verification and validation. They are wondering how best to prepare their employers for the possibility of the validation telephone call. They want guidance on how to handle this activity well.

So, how should providers deal with the validation issue?

Here’s my advice.

Talk to your own staff first

Make sure every one in your own organisation understands what TQS validation is all about. You don’t want any incorrect messages out there, so make sure every one is clear what happens.

A useful starting point would be to make sure every one understands the concept of net promotion.

I’ve written about the concept of net promotion. Click on the term net promotion to view the post.

Decide what to communicate to employers

This needs to be an organisation-wide decision. It also needs to be implemented in exactly the same way in all parts of the organisation. It’s amazing how messages can get confused. There is scope for ambiguity and misunderstanding in all major communications activities, so make sure you minimise that scope by briefing your own staff on validation issues.

Give your own staff a document which summaries your approach to communicating the information about validation to employers.

Next think about your communications process.

• Are you going to send every employer a letter?
• Are you going to visit every employer?
• Are you going to speak to every employer on the telephone?
• Are you going to do a mix of the above?
• How often are you going to communicate your intentions?

What’s right is what works for you.

You can find the validation notification template letter on the TQS website. Click validation notification template letter to visit the relevant page.

What are providers doing about the validation issue?

We’re working with three organisations which are on the brink of submitting their applications at the moment. Each one has adopted a slightly different approach to preparing for validation.

• A small training company we are working with is visiting all of its employers to explain the validation process. The account managers are showing employers the validation letter on line and explaining the validation process.

• A large college we are working with has a timetable for telephoning all its employers about the TQS once the application has been submitted. In the ‘phone call managers will be alerting employers to the fact that they will be receiving a letter about the TQS in the post and reminding them to look out for it. In the case of this college the senior team has decided that, immediately after the verification visit, the top fifty employers will be telephoned again to remind them of the validation activity.

• Another provider we are working with is handing out a postcard about TQS assessment, verification and validation to its employers during a visit. On one side of the postcard is the TQS information. On the other side is a calendar of forthcoming networking events for employers.

What should you do about validation?

The short answer is that it’s up to you to decide what fits your own client base and your own methods of communicating with your employers best.

It does seem, however, that most providers are doing something, so perhaps you should, too.

Your TQS application - three reasons why you should write it in-house

Over the last two years or so I’ve been asked many times to write an organisation’s TQS application. On every occasion I’ve turned down the request. I always turn down these requests because the best people to write your TQS application are already working for you.

Of course, you can ask for guidance on how to shape and frame your work, how to make sure your application makes sense to an outsider, how to check that you’ve covered the requirements and so on – and I’ve done all of these tasks several times – but writing your TQS application is a job for you, for three reasons.

It’s your TQS journey

You have made a development journey towards readiness to be certificated. You know the details of that journey. You know about your successes and the areas where you have had problems. You know what you’re really proud of.

Most of all you know how all the different pieces in your jigsaw came together.

This is the story you need to tell, and no one can tell this story better than you.

You know where the evidence is

In your TQS application you make statements about how you address the different aspects of the standard. You then use evidence of how you work in practice to help you to prove your points.

An external writer – even a great writer – won’t have this sort of information to hand. Even in you give him or her lots of material to work with, it will still be difficult for an outsider to decide which items fit the requirements of the different parts of the standard best. It takes someone who knows the standard and knows your work to do that.

You will have to work with the assessors on the verification visit

When the assessors come on site to verify, amplify and clarify what is in the application you’ll have problems, if you don’t own your application.

If you don’t know why something has been written in a particular part of the application, or why a particular example has been offered, you’re going to struggle to have a meaningful discussion with your lead assessor about it. If you don’t know how the application was constructed and the rationale behind your choice of material, you will find the verification visit difficult.

It might look like you’re removing a problem from your over-long list of things to do in your very busy day by outsourcing the writing of your TQS application, but in the long run you’ll be making more work for yourself.

Do yourself a favour

Write the application in-house, but remember to leave plenty of time to write, edit, review and rewrite. In the end the secret of good writing is all in the editing and rewriting.

So, to make sure your TQS application is really well written, don’t outsource the writing, but do make sure you write several versions of the document along the way.

If you’d like to link to this post, please do.

If you’d like to use it in your own TQS newsletter, then that’s fine, provided you acknowledge the writer and the source.

See also: TQS Application writing - the five big mistakes

Your TQS Application Writing Strategy

As most of the readers of this blog know, I spend quite a bit of my time looking at TQS applications before they are sent off to the appropriate certification body.

One of the problems I see again and again in applications is the inconsistency between what has been written in A0 and what is written in A5. To state this a little more directly, what is in A0.3 doesn’t seem to be picked up in A5.0 – or anywhere else in A5 for that matter.

The advice I always give is that:

• The person writing A0 should write A5, too.
• The person writing A0 should write A5 as soon as he or she has finished A0.
• The person writing A0 and A5 should put the two aspects of the application alongside each other to make sure that there is some relationship between what is said in A0 and A5.

Saying something is one thing. Getting people to follow the advice is more difficult.

I find that what people really like is the diagram below.

1. In summary, think about your strategy first.
2. Think about the results you achieve next.
3. Then consider the approaches you use to implement your strategy.

Easy . . . or not?

The five big mistakes

Here are the five big mistakes providers make when they start to write their Training Quality Standard applications.

1. Running out of time
2. Underestimating the job
3. What, no team!
4. Writing for the wrong audience
5. Failing to follow the guidance.
   

Make one of these mistakes and it can harm your application.

Make more than one mistake and you could find you are seriously off course.

Use this post as an aide memoire for when you are writing your application. Avoid all five big mistakes if you can.

So what comes after the five big mistakes?

Now is the time to step back and think about planning the route to certification and to identify strategies that will help to you achieve success.

There are seven of them. What comes next are seven strategies to help you to make progress towards TQS certification.

Failing to follow the guidance – big mistake number five

The last of the big mistakes is one that no one needs to make.

When I am asked to review Training Quality Standard applications, I am always amazed at the number of documents sent to me which have clearly been produced without reference to the application writing guidance.

The Assessment Guide and Evidence Framework document is an excellent support to the whole TQS application writing process, as are the Part B support documents produced by the Sector Skills Councils (SSCs). Managers writing an application should use these documents to guide their work throughout the time they are writing their submissions.

However, in many cases – and probably in the majority of applications that I see – people have written what they think they should write, rather than using the published guidance to help them to be clear about what to include in their applications and what to omit.

As a result they just don’t cover the issues that need to be addressed, or they cover them badly, or they include lots of material that just isn’t relevant.

Remember, you don’t have to make this mistake.

It’s probably the easiest of the five big mistakes to avoid. . .

. . . so, make sure you follow the instructions . . . and avoid this particular problem.

Writing for the wrong audience – big mistake number four

Just who are you writing the TQS application for? Think carefully about the question because the answer will shape your whole submission.

Are you writing with the audience for your self-assessment report in mind? Are you writing for OFSTED? Are you writing for the LSC, or for another funding agency? Are you writing for nobody and no one, and just aiming to get through the job as quickly as possible?

If you write your submission primarily for any of these groups, you are writing for the wrong audience.

If you are going to write a good application, you need to think carefully about your audience. In this case, you are writing for the lead assessor, the person who will manage your TQS assessment and who will be your main contact with the assessment process.

As you write consider this person’s situation, and what he or she needs to find in your application. Put yourself in the lead assessor’s shoes, and think about what you would like to read.

You know that the lead assessor will want to gain an understanding of your organisation and what you do, so make sure this is clearly stated.

You know the lead assessor wants to undertake a scoring activity, so make sure you write clearly. Give him or her as much help as possible, by dealing with what is asked for in each section of the application.

You know the lead assessor will be visiting your site, and only has your application to help him or her to prepare, so make sure you include everything you want the assessment team to be aware of, before they arrive.

Avoid this big mistake by taking time to craft an application that is written with a clear purpose and for a defined audience. Your application will be stronger and more coherent if you follow this advice.

As a result you will understand your own organisation better, too.

Can you outsource the writing of your TQS application?

Before I deal with the final two big mistakes that organisations make when they’re preparing their TQS application, I thought I’d deal with a question that people ask again and again. It’s the question about who writes the application.

The question is really about if you can offload the whole job onto someone else, preferably someone outside your organisation?

It does happen. I’ve already been asked to write a Part A application on at least four occasions.

But does it work? Well, it depends. . .

If you want to hand over the whole job to someone else, – a bid writer, a copywriter, a consultant, anyone who will take the job away - the application produced probably won’t present your organisation as well as it might.

However, if you take the advice in the previous post, and appoint a project manager from inside your organisation, then get some people collecting the evidence that is going to make up the meat of the application and have someone ready to review and edit and revise the document – then, maybe.

Keeping the whole job in-house must make most sense, but if you really are struggling with the writing, getting someone who likes to write on your team could help you with the task and make life a little bit easier for you.

Just don’t think that you can hand the job over to someone outside your organisation and forget about it.

There’s more to the TQS application than that.

What, no team! – big mistake number three

You do have an application writing team, don’t you?

If you haven’t, you’re making one of the five big mistakes that people writing their Training Quality Standard (TQS) application make.

This is because producing a sound TQS application is a big job. In fact, it’s a job for a team.

You need at least two people in that team, but if you have the capacity in your organisation, you will make a better job of the application by bringing more people into the application writing activity.

Four is a good number to aim for, because there are four principal roles to be filled when you are producing your application. These are:

the principal writer – the person who writes the text of the application;
the principal reviewer – the person who reads what has been written and who tries to read it as an assessor might. He or she looks for inconsistencies and contradictions, omissions and inaccuracies and then gives feedback on the application to the principal writer;
the principal evidence gatherer – the person with a real in-depth knowledge of the organisation who can find the right examples of practice to fit into the different parts of the application;
the project manager – the senior person who makes sure that the team has the time and space to do the job well and who fights the battles with the most senior managers to ensure that application writing has priority in the team’s timetable. This is also the person who, in the end, decides when the application is ready to be submitted.

Team responsibilities will be divided up in ways which make sense to you because you know where the talents of the people in your organisation lie.

However, you must ensure that the principal writer and the principal reviewer are different people.

Remember that getting a team on the job of application writing will make the task easier.

Getting a team on the job will also make the application that is sent off to the assessment body better – so it’s worth doing.

Underestimating the job – big mistake number two

Writing a Training Quality Standard (TQS) application takes time, but it is also a task that needs careful planning.

The second big mistake people make when writing their application is to underestimate the size, scope and scale of the job itself and as a result plan the application writing badly.

Ask a plumber, a carpenter or a removal man about estimating and how important a task it is. Any one of these people will tell you that if you get the estimate wrong the whole job goes awry.

You don’t have the right amount of resource. You don’t have the right number of people. You don’t allocate the right amount of time to the job. The result is a mess.

It’s the same with the TQS.

Mis-estimate the job and you might decide you don’t need to write an application from scratch. You might decide you can cut and paste bits from your most recent self-assessment report or from a tender you have produced.

Mis-estimate the job and you’re also likely to think that one person can research the application and write it up, possibly over a couple of days, or maybe over a weekend.

These are big mistakes.

In fact, writing a good TQS application requires a structured approach, a commitment to gather good evidence and a willingness to spend time on building a case about how you address the specific requirements of the different parts of the Standard.

Mis-estimate the job, or if we’re being honest, underestimate the job, and you’ll be making the best you can of things without the right tools and with the wrong allocation of resource.

To avoid this big mistake accept that your TQS application is a new document. It’s a document that will take time to research and to write, and it needs a team working on it.

To avoid this big mistake, take care with your estimates.

Running out of time – big mistake number one

There’s something you can do, and do easily, that can have a catastrophic impact on your Training Quality Standard application. It’s a big mistake, possibly the biggest of all, and it’s one from which it is almost impossible to recover.

It’s the mistake of allowing yourself to run out of time.

When you begin to think about writing your application you’re probably relatively relaxed. Writing your organisation’s application might be a big task but, as you tell yourself at this stage, you have weeks in which to do the job . . . and a week is a long time.

Yet, the hours and the days and the weeks are eaten up. There are other priorities, emergencies, and all sorts of calls on your time. Before you know where you are, you are running out of time, and you still have the application to write.

Of course, when you realise what’s happening, you start writing, but by now you’ve lost a lot of the available time. In some cases you might only be a few days away from the submission deadline. For some people this realisation means they end up writing right up to the last minute.

This approach doesn’t help you to write a good application.

Get things right when you come to write your application. Start early. Create a writing schedule. Get a draft done quickly. Leave yourself time – and lots of it – to review and to rewrite.

Do all of these things and you’ll avoid big mistake number one.