Personalized Training: The Secret to Confident, Capable Teams

Confession: I used to think I was good at onboarding. 

I wasn’t.

As Group CMO for a mid-sized European company, I was responsible for 17 people scattered across Europe. I was always running between meetings, workshops, and endless emails.

Every time someone new joined my marketing team, I'd hand them a list of blogs to read, links to our internal documentation, and some YouTube videos about our product.

"Go through these when you can," I'd say with a smile. "You’ll get a good idea of what we’re all about once you read through everything.”

I thought this was enough.

Looking back, the signs were clear. New hires didn’t ask many questions. They nodded along, but their work showed they were struggling. I had set them up to fail, not succeed.

If I could go back, I’d pause, take a week, and create a proper onboarding plan. Because when you help new hires learn and contribute faster, it’s not just them who win. 

Your whole team wins.

Why department training often fails

This problem isn’t unique to marketing or mid-sized companies. It’s everywhere.

According to leadership expert Keith Ferrazi, most companies admit they don't put enough focus on onboarding. 

The result? 

A disjointed process where new hires:

• Struggle to figure out department-specific tools
• Learn processes through trial and error
• Navigate unwritten rules and team dynamics
• Feel disconnected from their team’s purpose

This disconnect between what new employees need and what they get creates problems for both companies and their people.

Think about your last new hire.

They probably started with plenty of enthusiasm. Then reality hit.

They had to:

• Figure out department-specific tools with little guidance
• Learn team processes through trial and error
• Understand unwritten rules about how things get done
• Build relationships with key stakeholders
• Navigate team dynamics and communication styles

Just dumping information on them doesn’t work. 

Research shows that 81% of new hires say they feel overwhelmed with information throughout the onboarding process. 

Worse, humans forget 50% of new information within an hour of learning it and 70% by the next day.

Instead of creating confident, capable team members, this approach leaves us with stressed employees who take longer to reach full productivity.

Different onboarding processes for different groups

Most companies should have at least two layers of employee onboarding : company-wide onboarding AND onboarding for specific teams.

Company-wide onboarding introduces employees to your policies, culture, and strategy. It should set the foundation for their long-term success.

This is also where new employees learn about IT security, sustainability, and diversity. 

Department-specific onboarding is where employees learn the specifics of their roles. For example, how your team operates, the tools you use, and your playbooks. 

It’s the bridge between general company knowledge and real-world productivity.

Why department specific training matters

Each department has unique processes, tools, and goals. 

When someone joins your department, they're actually asking three questions:

1. "How do I do my basic job here?"
2. "How do things really work in this team?"
3. "How can I make an impact?"

Without a clear structure, new hires are left to guess their way through. 

For example:

• A new finance hire is handed a list of procedures with no context.
• A marketing hire is asked to create campaigns without understanding the brand’s tone or messaging.

Even experienced professionals need time to learn how things work in a new environment. 

And when we fail to provide that, we lose time, productivity, and sometimes great talent.

A 5-step approach for training for diverse teams

Creating personalized training for different teams isn’t about starting from scratch. 

Most departments already have the content they need.

It’s sitting in:

• Onboarding documents
• Process guides
• Team playbooks
• Training presentations
• Internal wikis

The problem isn't lack of content. It's how we share it.

Think about that 200-slide PowerPoint presentation sitting on your internal drive. The one you tell every new employee to read. 

Recent studies show that 60% of employees admit they don't read through company documents when they're just handed to them. 

It's not because they're lazy. 

It's because that's not how people learn.

Here’s how to turn your content into a training experience that works:

Step 1: Align with the company’s onboarding program

Before creating departmental training, make sure it complements the company-wide onboarding process. 

This ensures consistency and avoids redundancy. 

Work with HR to identify where your team’s training begins and ends.

Step 2: Map your team’s operating model

Take stock of how your team works. 

Outline your team’s structure, key processes, communication methods, and metrics for success. 

This should include:

• Structure -  Team roles and responsibilities
• Processes - Key workflows
• Communication -  Tools, styles, and expectations
• Stakeholders - Key internal and external contacts
• Culture - How the team operates and collaborates
• Tools - Systems and platforms used daily
• Metrics- How success is measured

Include practical details like how to access systems, when team meetings happen, and where resources are stored.

Step 3: Prioritize what new hires need to know

Don’t overload new employees with everything on day one. 

Start with the essentials like tools, processes, and people they’ll interact with daily. 

Save less urgent details for later stages of training.

Step 4: Break information into small, digestible pieces

When we dump everything on new employees at once, most of it simply doesn't stick.

"Chunking" is the process of grouping different bits of information together into more manageable or meaningful chunks. 

The chunking principle depends on three key points:

1. Information is easier to understand when it's broken into small, well-organized units.
2. The maximum number of information items in a unit should be seven.
3. Information is easier to understand when the level of detail is right for the audience and appropriate for the message you want to convey.

When content is grouped into small and easily digestible units, it's easier to comprehend and recall.

Here is a rough example for a Marketing hire on my team:

Organizing like this makes the information easier to absorb and remember.

Step 5: Make training engaging and interactive

No one wants to sit through long presentations or sift through dense documents. 

Here’s how to keep it engaging:

• Use gamified quizzes for topics like compliance or processes
• Create interactive e-learning modules for brand guidelines
• Combine e-learning with instructor training for complex topics

With a learning management system (LMS), you can automate training paths, blend learning formats, and track progress, all while making the experience fun and engaging.

5 reasons personalized training pays off

Let’s be honest. 

Training often feels like a chore. Both for the person delivering it and the person receiving it. 

But when done right, personalized training can transform how your teams work and how they feel about their jobs. 

Here’s why it matters:

1. It improves productivity faster

When new hires know exactly how things work in their department, they can start contributing sooner. 

Imagine a sales rep who walks in and, within days, knows the playbook, understands the tools, and feels confident pitching your product. Or a customer support rep who’s practiced handling common issues before they ever pick up the phone. 

That’s the power of clear, targeted training.

2. It improves retention by boosting confidence

Starting a new job can feel overwhelming. 

When you take the time to create training that’s specific to their role, you’re telling new hires, “You matter here.” 

And that sense of belonging?  It’s one of the biggest drivers of retention. 

People stay where they feel valued.

3. Creates a unified team culture

Every department has its own rhythm, values, and way of working. 

Personalized training helps new hires feel part of that. It’s not just about teaching them what to do; it’s about showing them why it matters.

For example, in marketing, that could mean understanding the brand story and how every campaign fits into the bigger picture. In finance, it’s knowing how their processes keep the company running smoothly.

When people understand the “why,” they’re more engaged, and better team players.

4. Reduces costly mistakes

Well-trained employees make fewer errors. 

Personalized training ensures they have the knowledge to navigate complex tasks confidently, saving your company time and money. 

For example:

• A customer support team trained to handle tricky escalations reduces the likelihood of customer churn.
• A sales team trained in product specifics avoids miscommunication with clients, preserving trust and reputation.

5. Scales with your organization

If your company is growing fast, personalized training ensures your teams stay consistent, even as you scale. 

It creates a repeatable process, so you’re not reinventing the wheel every time someone new joins.

Conclusion

Good onboarding is not just about introducing employees to the company. It is about helping them succeed in their roles. 

By personalizing training for different departments, you can give new employees the tools they need to thrive. 

Teams that feel prepared and supported are more productive, engaged, and aligned with the organization’s mission.

If you are ready to take your training to the next level, XtraMile can help. 

With tools that simplify and automate the training process, you can focus on what matters most - helping your teams succeed.

Ready to improve your onboarding process? 

Sign up for a free demo to learn how XtraMile can help you create experiences that work for both you and your new employees.