Methodology 2: Let’s work together
Introduction
This is all about establishing expectations! As the relationship is established, it is important to ensure that all parties are clear on what is expected of them, their roles and responsibilities in the collaboration. This could be in the form of a written contract or agreement that clearly lays out what will happen, when and by whom during the collaboration. It may sound formal, but it prevents any confusion or conflict later down the line.
Making sure that the expectations are clearly discussed and agreed at the beginning will help in the long term if there is any confusion or disagreements that occur.
The student will know exactly what is expected of them, how to behave and how the collaboration is likely to progress. All parties will be very clear of their role and the part they play in providing quality placements.
Examples of Let’s work together that have been piloted within the project
The idea for the collaboration came from a Hospitality sector employer who felt that it was difficult to hire staff with the right skills. He was worried that VET providers didn’t know the realities in which restaurant chefs work. He thought that if he could get a role in educating students while he upskilled the teacher’s awareness and skills of the latest trends in his field, his chances of hiring students with the right skillset would improve. He also believed that if students get the right idea of what working in a specific field entail, that it would prevent young graduates from quitting their jobs early in their careers. He contacted Axxell and together they came to an arrangement where the employer would spend a few days a week at school teaching students and sharing knowledge with the teachers. The aim was to ensure that the students would have the skills needed and that they would have a realistic picture of the world of work when they graduate.
Preparation
VET Provider
A set of meetings between the VET provider (managers, head of hospitality department) and the employer was set up. During these meetings the expectations, rules and terms of this collaboration was discussed. Short term and long-term goals were set and how this would be done practically was agreed in writing in a bilateral contract.
Employer
The first step was for the employer to contact the management of Axxell to share his idea behind the collaboration and what his needs and hopes were.
After the first meeting, the employer started to get to know the curriculum for chefs in detail and came up with suggestions how he could help assist students reach the learning goals. Details on the tasks, the amount of time/days and responsibilities of teaching/mentoring was also added into the contract. In this case, it was agreed that the employer would spend 2 days (Mondays and Tuesdays) at the school teaching in classes, helping make improvements to the curriculum so that it better fitted the needs of the labour market while at the same time sharing his knowledge and expertise to teachers while learning the realities of teaching and mentoring at a VET college.
Implementation
VET Provider
The employer, the Head of the Department and the teachers together built a pedagogy that supports skills development and employability of students in a way that forced all parties to rethink their views when it came to teaching, mentoring and supporting students and skills development in general.
Employer
Based on the agreement set at the preparation stage, the employer scheduled lessons with all students weekly. The employer co-taught with teachers and became a valued colleague who listened to the concerns of teachers and shared his ideas and views of how to adapt teaching encouraging students to strive for the right skill sets. While teaching, he shared his knowledge and fears regarding his industry. The employer also participated in the teacher’s meetings and had the opportunity to share his ideas and opinions while he learnt about the bureaucracy that is part of the world of work.
In classes, he prepared students for the world of work by sharing the skills that the profession requires to be successful and what skills employers are looking for when they hire. He also taught them his tricks in the kitchen and how to work under pressure. The employer had an important role when it came to preparing students for work-based learning and he offered several of the students the opportunity to come and do their work based learning in his restaurant.
After the event
VET Provider
During the pilot, the VET provider, the Head of Department and teachers had regular meetings with the employer to discuss and evaluate the progress of the collaboration. The main aim of these meetings was to learn from the experience and improve the quality and thus increase the benefits of the collaboration. During these meetings adjustments were made to the collaboration when and if necessary.
Employer
As the pilot was successful, this VET and work collaboration is still ongoing, and both the employer and the VET provider are disseminating this way of collaboration to a larger audience.
Recommendations
In our case, the employer did not familiarise himself with the curricula before the first meeting. It all started with an idea and need he had. However, the employer did say that in retrospect it would have helped if he had read the curricula and that some of the problems could have been solved in advance had he been better familiar with the curricula. This kind of collaboration is not cheap, and it requires a good will from both the employer and the VET provider. However, it is a good way for all parties involved to learn about the realities teachers, employers and students face. This is also a good way for an employer to have an input into how teaching should be done and what skills should be focused on when teaching. In our case we just involved 1 employer for a long-term period. It is recommendable to give this time as it is not easy to get into and understand the world of vocational education if you are an outsider.
We recommend that this way of collaboration should be done at the start of every school year. Organise a meeting for employers and teachers to talk and reflect in groups on how VET and work can collaborate and evaluate and learn from past collaborations. To get maximum benefit, initiate small group sessions for all parties to share their thoughts and fears, listen and learn from other’s experiences. The aim is to improve our partnership and to set up new partnerships.
The employers’ meetings can explain and clarify the curriculum, courses offered and agree how employers’ voices and expectations can be included. Reserve enough time for reflection and discussion in small groups and give each other feedback, ideas and comments. Make sure that somebody in each group makes notes. This is an opportunity for exchanges between the team of trainers and employers and reduce the gap between them.
Preparation
VET Provider
Contact the employers and introduce them to the event (if they have not been involved in similar events in the past). Choose a suitable date and time and find a room/rooms with good acoustics where the employers/mentors/teachers can talk and share ideas.
Make an agenda for the meeting and choose one person to lead the event following the planned agenda. Distribute roles in the teaching team and employers. This helps everyone feel invested. Send the invitations to those involved in good time so that they can be prepared.
Employer
If you have previous experience, be prepared to talk about your experience, good and bad.
Implementation
VET Provider
Prepare the space where the event will take place including a warm welcome to explain the aim of the event and the rules of conduct. Let all participants know what is expected of them and allow time for questions.
Distribute the participants into groups made of trainers and professionals. Make sure the groups are in balanced proportions of approximately 6 persons/group. Either divide the groups in advance and let the participants know in which group they will be in or choose groups on the spot. If there are a lot of attendees, we recommend the first option.
Select one person in each group to be the spokesperson and one to be the secretary who collects the ideas and thoughts. Make sure that all attendees get the opportunity to speak and share their ideas. Give the groups enough time to both introduce each other and discuss the topics. You can use online tools to write down the thoughts, ideas and suggestions (e.g. Trello) or you can use post it notes or write it in a e.g. word document that is later sent to the leader of the event. To end the event, make sure each group gets to share ideas and thoughts.
Employer
Participate in group discussions and gain further information.
After the event
VET Provider
Make a summary of all the ideas, thoughts and suggestions by the different groups. Send a summary to all participants. You can invite the employers back for further meetings to discuss how to implement and work further on the ideas brought to life during the event and set up sustainable VET and work collaborations based on this.
Collect feedback and suggestions on how to improve this way of collaboration after the event. Analyse the feedback with an open mind and make adjustments and improvements that you will implement the next time you arrange a similar event.
Employer
Provide feedback on the value of the meetings and work to go forward.
Recommendations
Our experience is that the meeting should not last more than 2 hours. Longer meetings prevent employers from taking the time to attend and 2 hours is enough to get effective communication. It is better to have several meetings rather than 1 long meeting. Having several or regular meetings following this concept allows continuity and gives those attending time to reflect and collect feedback from their colleagues and staff.
If you have this kind of event with a multi-professional group, make sure that you put participants representing the same fields of expertise in the same groups. The idea is to allow the groups to reflect, build connections and partnerships and therefore it is important to carefully select how you want to form the groups.
This pilot focused on raising awareness on environmentally friendly products among employers, employees, teachers and students. We chose this topic as there is a great demand for environmentally friendly products and improved environmental awareness among both those educating in a VET field and those working as professionals. On our pilot, the idea was to pay attention to Green Salon and the ideology behind it for students, teachers, employers and wholesales.
Preparation
VET Provider
Arrange a (online) meeting with the employers and agree on the topic/field of expertise you want to learn more about and select who you want to invite as a presenter. Agree on where the event will be held (at the school or in a company) and who should attend the event. Agree on how to share the costs for the event.
As the idea is to learn new things about the profession, in our case the Green Salon, it is important that you agree on who to invite as presenter for the event. Agree on the aims and benefits of the event. Write an invitation letter that contains information about your hopes and expectations on the event. Make sure the presenter gets all the information (s)he needs to prepare the event and what the main topic (s)he should focus on will be.
Advertise the event well in advance so that also those with whom you have not previously collaborated could attend. This event is likely to result in the making new contacts with companies that you have not collaborated with in the past.
Make sure that the event is in the time-schedule of the teachers and students so that they have the time to attend.
Arrange a room where there is enough space to have the lecture and if possible showcase examples that you can touch, smell and feel. Make room in the agenda for the participants to mingle and talk to each other and make contact. This can be done e.g. during coffee breaks.
Employer
Ensure you have access to online meetings such as Zoom or Teams and you have sufficient bandwidth and charge to join the whole of the meeting.
Implementation
VET Provider
At the beginning of the event, give a welcome speech where you introduce the idea behind the event, the way of conduct and the guest speaker(s). Make sure that the room where the event is being held is arranged according to the wishes of the guest speaker(s). Let the guest speaker lead the event, allow time for the participants to mingle, ask questions, share ideas and if possible test examples on show case.
The aim is that the event will help make the participants aware of the latest trends in their sector and make contacts between employers, teachers, and students. Making contacts in this kind of setting is a good steppingstone for further collaborations and students might create contacts that might help them find e.g. a place to do their work based learning. In our pilot, the aim was to get everybody involved better informed about how environmentally friendly products can result in a longer work life.
Employer
Be prepared to listen and contribute to the discussions.
After the event
VET Provider
After the event, it is important to collect feedback from the participants and the guest lecturer(s). Go through the constructive feedback with an open mind and learn from it. Based on the feedback make adjustments that you implement the next time you arrange a similar event.
Analyse what impact the event has had on the skills development of those participating and if the event has resulted in new collaborations/contacts between the employers/employees and VET providers/teachers and employers/employees and students.
Employer
Provide feedback on the success of the meeting, what you found useful and what wasn’t as much. Agree actions to follow up on.
Recommendations
Using virtual meetings may be common place for the VET Provider but it should be recognised that not all employers are IT literate so ensure you log in early and ask employers if they need help at the point of enrolment.
As a VET provider, it is important to respond to different needs of customers and employees in the profession and take these needs into consideration when arranging similar events. When setting a topic for such an event, it is important that the VET provider and employers find and agree on a common interests that the event will focus on.
