The Ultimate Guide To Creating and Using a Training Evaluation Form (+ Template)
Training programs offer a great way to upskill your workforce. In fact, companies with strong learning cultures are 92% more likely to innovate. But to be effective, you need to measure the impact of your training programs.
Organizations need training evaluation forms to maximize the potential of their training programs. These will give them clear insights into employees’ opinions of such programs and help them refine the training they offer.
70% of employees say effective learning makes them feel more connected to their organization, and 80% agree that it adds purpose to their work. As an HR professional, you can use training evaluation forms to ensure your organization is delivering the right training to the right people.
Contents
What is a training evaluation form?
The 5 levels of training evaluation
What to include in a training evaluation form
Step-by-step checklist: Creating a training evaluation form
How to analyze the evaluation form data
Free employee training evaluation form
9 HR best practices for training evaluation
What is a training evaluation form?
A training evaluation form (also known as a training effectiveness evaluation form or employee training evaluation form) is an important tool HR professionals use to assess the quality, impact, and outcomes of training programs.
It is a structured document that typically contains a series of questions designed to gather feedback from participants about various aspects of the training they’ve received. These include content relevance, instructor performance, learning outcomes, and overall satisfaction.
This feedback loop gives you the information you need to help managers and trainers refine future training programs and ensure alignment with organizational goals. It also means you can clearly and concisely demonstrate the value of learning initiatives to stakeholders.
The 5 levels of training evaluation
AIHR recommends using the Phillips V-model — also known as the Phillips ROI model — a framework designed to evaluate the return on investment (ROI) of training and development programs.
Developed by Dr Jack Phillips, this model expands on Kirkpatrick’s Four-Level Training Evaluation Model by adding a fifth level focused on ROI. The model is structured to assess training effectiveness through five levels: reaction, learning, application and implementation, business impact, and ROI.
Let’s take a look at each step in more detail:
Level 1: Reaction
The model starts by evaluating participants’ experiences with the training program they’ve completed, typically via a post-training survey.
However, you can use alternatives like pulse surveys), AI technology to gauge emotional reactions, suggestion boxes, and review sites to avoid survey fatigue among employees. This step is essential for gathering data for further evaluation.
Level 2: Learning
This level assesses whether learning has occurred by measuring whether the training program’s objectives have been achieved and the extent of participation and attentiveness. A typical approach is to conduct pre- and post-tests.
For instance, say the training goal was to teach employees a new project management methodology like Agile. This step would test learners’ understanding of Agile principles before and after the training to evaluate the learning outcomes.
Level 3: Application and implementation
The purpose of this stage is to determine whether any issues arise from the application or implementation of learning. For example, if level two data reveals that the training was unsuccessful, level three helps identify the reason for the lack of application or implementation.
For instance, employees could have learned how to use a new data analysis software but are unable to apply it effectively because they lack access to real-time data. To resolve this issue, the organization might need to invest in better data infrastructure.
Level 4: Impact
The fourth level examines the training’s overall impact on the organization. It attributes changes to the training’s effectiveness while also considering organizational and external factors that might affect the successful implementation of acquired skills.
For instance, a training program aimed at enhancing supply chain management skills may show that employees understand the concepts. However, if external supply chain disruptions (like global shipping delays) hinder their ability to apply these skills, the impact assessment would consider these external factors.
Level 5: ROI
This final level measures the training’s ROI. Although directly linking training to business performance can be challenging, the model employs specific metrics and measures to do this. For example, a cost-benefit analysis can show if the training investment was worthwhile.
If $30,000 spent on leadership training improves team performance and generates an additional $300,000 in revenue, the company would consider it a good investment. However, it’s also crucial to consider other organizational and program-specific factors in this analysis.
What to include in a training evaluation form
Your training evaluation form’s usefulness depends on what you include in it. This strategic document can help you add value to your organization’s people, ways of working, and overall competitiveness. Here are the top 13 areas to focus on:
1. Objectives and goals
Clearly state the training session’s objectives and goals. This sets the context for participants and helps them understand the purpose of the training. It also lets them measure if they believe the objectives were reached.
Do this
- Use specific, measurable language when stating objectives to make evaluation clearer and easier.
2. Training content
Include questions that assess the training materials’ relevance, clarity, and comprehensiveness. This helps you understand how well the content met the learning objectives.
Do this:
- Ask participants to rate content on a scale and to provide examples of particularly useful or unclear sections.
3. Trainer’s performance
Assess the trainer’s effectiveness in delivering the content, including their knowledge, communication skills, and engagement with participants.
Do this
- Include both rating scales and open-ended questions to capture nuanced feedback on the trainer’s performance.
4. Training environment
Evaluate the physical or virtual environment in which the training took place, including venue comfort, quality of materials, and technological effectiveness.
Do this
- For virtual training, include specific questions about the online platform’s usability and any technical issues participants may have encountered.
5. Participant engagement
Measure participants’ engagement and motivation levels during the training. This provides insights into the training’s ability to hold attention and encourage active participation.
Do this
- Ask participants to reflect on their own engagement levels and which factors influenced their participation.
6. Learning outcomes
Assess whether participants feel they’ve achieved the targeted learning outcomes through self-assessment questions or quizzes.
Do this
- Include a mix of subjective (e.g., “How confident do you feel about applying this skill?”) and objective (e.g., a short quiz on key concepts) questions.
7. Overall satisfaction
Gauge participants’ overall satisfaction with the training experience.
Do this
- Use a simple rating scale (e.g., 1-10) for quick quantitative feedback, followed by an open-ended question asking why they gave that rating.
8. Open-ended feedback
Give participants opportunities to share additional thoughts, suggestions, or concerns not covered by structured questions.
Do this
- Encourage specific, actionable feedback by asking questions like, “What one thing would you change to improve this training?”
9. Relevance to job role
Ask participants how relevant the training content is to their current job responsibilities and future career goals.
Do this
- Include a question about how soon and in what ways they expect to apply what they’ve learned to their jobs.
10. Pre- and post-training self-assessment
Include questions that allow participants to rate their knowledge or skill level before and after the training.
Do this
- Use consistent rating scales for both assessments to easily measure perceived improvement.
11. Preferred learning methods
Gather information on which training methods (e.g., lectures, group discussions, hands-on exercises) participants found most effective.
Do this
- Encourage participants to explain what they found useful and not useful in each training method.
12. Follow-up support
Ask participants what kind of post-training support would best help them apply their new knowledge or skills.
Do this
- Offer options like mentoring, follow-up sessions, or online resources for participants to choose from.
13. Organizational impact
Include questions about how participants expect the training to impact their team or the broader organization.
Do this
- Frame this in terms of specific organizational goals or KPIs to help link training outcomes to business objectives.
How to analyze the evaluation form data
Once you’ve designed, piloted, refined, and begun using your form, it’s time to start analyzing your data. Remember, data is only as good as how you use it.
Analyze quantitative and qualitative data
- Start with quantitative data analysis: Calculate averages, percentages, and response distribution for closed-ended and Likert scale questions. This will give you a quick overview of overall satisfaction and performance metrics. Use data visualization tools like charts and graphs to represent this information visually and make it easier to spot trends and outliers at a glance.
- Focus on your qualitative data analysis: Carefully read all open-ended responses, look for common themes, and categorize them accordingly. Use coding techniques to tag responses with relevant keywords or themes to help quantify qualitative data. Consider using text analysis software for larger datasets to identify frequently used words or phrases and emerging themes.
- Identify patterns and trends by cross-referencing different data points: For example, compare satisfaction levels across different departments or job roles or look for correlations between trainer ratings and overall course satisfaction. This can help pinpoint areas of success or concern that may be specific to certain groups or training aspects.
Hone your learning data collection skills
AIHR’s Learning & Development Certificate Program includes modules on how to successfully collect and analyze learning data. The lessons unpacks how and when to collect data during L&D initiatives, explains the various tools for data collection and experimental designs to calculate learning effectiveness.
You will also learn about the ADDIE model, which is crucial for planning and implementing effective training programs.
Go beyond the training evaluation form
You shouldn’t only focus on the current employee training evaluation form. Rather, conduct a longitudinal analysis by comparing data from multiple training sessions over time. This can help you track improvements, identify persistent issues, and measure the impact of any changes you’ve implemented based on previous feedback.
This is a crucial step in demonstrating the continuous improvement of your organization’s training programs. It’s also a great opportunity to work closely with the learning and development team to build stronger relationships across the business.
Once you have enough data points, compare your results against industry standards or your organization’s historical data. This can help you set realistic goals for improvement and identify areas where your training programs excel or fall short.
Act on your analyses
Finally, don’t just analyze—synthesize and act. Combine insights from both quantitative and qualitative data to create a comprehensive picture of your organization’s training effectiveness. Based on your analysis, develop clear, actionable recommendations for improvement and create a plan to implement these improvements.
Remember to communicate the results and planned actions to relevant stakeholders. This will demonstrate the value of the evaluation process and your commitment to enhancing the organization’s L&D initiatives.
Free employee training evaluation form
9 HR best practices for training evaluation
Ready to get started? Keep these best practices for HR professionals top of mind when implementing training evaluation forms.
1. Provide clear instructions at the top of the form
Explain the purpose of the feedback, how it will be used, and the importance of honest responses. Use simple, straightforward language and include examples of how to complete different question types.
This clarity helps ensure participants understand what to do and increases your chances of receiving thoughtful, accurate responses.
2. Get your timing right
For immediate reactions and learning assessments, distribute the form at the end of the training session while the experience is still fresh in participants’ minds.
Conduct follow-up evaluations after several weeks or months to assess behavioral change and long-term impact. This allows participants time to apply what they’ve learned and provide more meaningful feedback on the training’s practical benefits.
3. Ensure anonymity
Clearly communicate to participants that you’ll keep their responses confidential and use them only in aggregate form. If collecting demographic information, explain why it’s necessary and how you’ll use it.
Consider using online survey tools that automatically anonymize responses. This practice encourages participants to share their honest opinions without fear of repercussion.
4. Follow up on feedback
After analyzing the evaluation data, share a summary of key findings with participants and stakeholders. Explain the actions you’ll take based on the feedback you receive to show you value their input and are committed to continuous improvement. This will also encourage participation in future evaluations.
5. Regularly review and update the forms
As training programs evolve in line with changing organizational and employee needs, your evaluation methods should shift accordingly. Solicit feedback from trainers, participants, and stakeholders about the evaluation process.
Which questions consistently provide valuable insights? Which areas lack relevant information? Use this meta-feedback to refine your forms.
6. Tailor your evaluation forms for each program
While having a standard template is efficient, consider customizing sections of the form to address unique aspects of different training programs. For technical training, include more specific questions about skill acquisition. For leadership development programs, focus more on behavioral changes and application scenarios.
7. Include quantitative and qualitative questions
While numerical ratings provide easy-to-analyze data, open-ended questions often yield rich insights that can drive meaningful improvements. Strike a balance that allows for efficient data collection and analysis while capturing nuanced feedback.
8. Use technology to streamline the process
Digital forms can make data collection and analysis more efficient. They can also enable features like branching logic, where follow-up questions appear based on previous responses. This can help you gather more detailed information without making the form overly long or complex.
9. View the evaluation process as part of a larger learning ecosystem
Connect the dots between training objectives, evaluation results, and organizational outcomes. Use the insights evaluations offer to inform future training design, demonstrate the ROI of learning initiatives, and align L&D efforts with broader business goals.
This holistic approach ensures your training evaluation forms are not just a post-training formality but a valuable tool for driving organizational success.
To sum up
Employee training evaluation forms aid in measuring training effectiveness, improving employee retention, and ensuring alignment with organizational objectives. They provide valuable insights that allow HR professionals to refine training initiatives and demonstrate their value to stakeholders.
A successful training evaluation form should include questions about training objectives, content relevance, trainer performance, learning outcomes, participant engagement, and potential organizational impact. It should also use a mix of question types (open-ended, closed-ended, Likert scale, and multiple-choice) to gather comprehensive feedback.
Proper evaluation data analysis is crucial for deriving meaningful insights. HR professionals should use these insights to make improvements, communicate findings to stakeholders, and demonstrate the ROI of training initiatives. Regular reviews and updates of the evaluation process can ensure its continued relevance and effectiveness.
Learn more
Related articles
Are you ready for the future of HR?
Learn modern and relevant HR skills, online
