What can trainers expect from an observation?

Understandably, trainers who have never been observed may have questions about the process. How does requesting an observation work? What kinds of things is the observer looking for? How much time does it take? And how exactly does the trainer benefit?

The observation process

Requesting an observation is easy, and the TARSS team takes care of the rest. Here is how it works:

1. The trainer requests an observation from TARSS;
2. TARSS staff schedule an observer to sit in on one of the trainer’s sessions. TARSS staff email the trainer to let them know when and where to expect the observer;
3. The observer sits in on a session and takes notes using a research-backed rubric;
4. The observer sends their data to TARSS;
5. The trainer receives an Observation Report outlining strengths and growth areas; and
6. (Optional.) The trainer meets with a TARSS coach to reflect on strengths and possible growth areas.

Who are the observers?

TARSS has 10 observers, each of whom is an approved trainer with an extensive background in education. Many are also coaches. These professionals are trained by TARSS to conduct objective, research-based observations. You can find out more about each of our observers and their qualifications on our website.

What is the observer looking for?

Observers use a rubric to score the trainer’s effectiveness. The rubric is based on Minnesota’s Knowledge and Competency Framework for Trainers (available in English, Spanish, and Somali). It includes indicators like time management, use of technology and visual aids, and use of practical examples. After the observation, the trainer receives an Observation Report that summarizes all the information from the rubric. It describes the trainer’s strengths and opportunities for growth. And it gives trainers an objective snapshot of how they are doing. After they receive their Observation Report, trainers may choose to reflect on that information on their own, or they can request coaching from TARSS at no cost.

The idea of being observed while training might sound uncomfortable. Tamara Masters, TARSS program manager, understands that. That is why at the 2025 Trainer and RBPD Specialist Symposium, she decided to request an observation for herself to demystify the process.

Masters presented a session called “High Tech and High Engagement during Training.” In it, she explored different technologies that trainers can use to engage learners. Masters had a reflection conversation with her observer right after the session. The observer had a lot of positive feedback for Masters. One growth area that Masters learned about from the observer was taking a more structured approach to small group work.

“I was not as structured and clear as I should have been when I broke the participants into small groups. Some small groups weren’t as engaged as others,” Masters shares. “So as a trainer, that means I need to be proactive in giving concrete directions for the task they need to do. Participants also need to know that I will follow up with them at the end of the activity.”

Masters later received her Observation Report, which addressed these items:

• Preparation
• Introduction
• Training delivery
• Training content

The Observation Report concluded by describing Masters’ strengths and areas for growth. It also gave overall recommendations for her training practice.

“When you think about it, we are always being observed during training events. Our participants are observing us and deciding if we are effective trainers,” Masters reflects. “Having an objective observer in the room whose focus is on me is an opportunity for me to learn how others view my style and techniques and make adjustments. I learned so much from the specific feedback.”

Emily Beckstrom, RBPD program specialist, agrees. Her past experience includes working as a coach and trainer at Reading Corps.

“Observation was a part of everyone’s work at Reading Corps,” she says. “I underwent observations, and I observed other trainers and coaches, too, so I really learned about the benefit of collecting all that data.”

Beckstrom recalls chatting with an experienced trainer at the Symposium who was inspired to look into requesting an observation.

“She told me, ‘I’ve been training for so long that I just do it how I do it. I would like a fresh set of eyes, because maybe there’s something I could be doing more effectively,’” Beckstrom says. “And we really do encourage trainers at every stage of their career to request an observation, because we never stop growing as trainers.”