Training and development

Training and developmentIntroductionIn modern organization, employees are the asset of the organization. Every organization wants experienced and well trained employees for better performance. For the survival and attainment of the mutual goal it is both organization and people should develop. In todays organizational system training is an important sub-system of human resource department. Every organization provides training to their employees so that they can cope up with the changing environment. You will also agree to me that learning to ride a bicycle helped you in riding a bike but you need specific training to be perfect in it.

DefinitionFlippo defines training as the act of increasing the knowledge and skills of an employee for doing a particular job.Taylor defined training as a means to bring about a continuous improvement in the quality of work performed , it would equip them with necessary knowledge , skill, abilities and attitude to perform their work. Manpower Services Commission says that It is a planned process to modify attitude, knowledge or skill behaviour through learning experience to achieve effective performance in an activity or range of activities. Its purpose, in the work situation, is to develop the abilities of the individual and to satisfy the current and future manpower needs of the organization.DefinitionTraining is short term process utilizing a systematic and organized procedure by which non-managerial personnel learn technological knowledge and skills for a definite purpose.... It refers to the training given to the employees in the areas of operations and technical/mechanical areas. (basic skills to perform the job)

Need For TrainingTo match the employee specifications with the job requirements and organizational needsOrganizational viability and the transformation processTechnological advancesOrganizational complexityChange in the job assignmentTo increase productivity and Quality.To help a company fulfill its future personnel needs.To improve organizational climateTo improve health and safetyObsolescence preventionPersonal growthTo cope with labor turnover To minimize the resistance to change

The main objective of training is:

To prepare the employee for the changing requirements of the job and the organization.To avoid obsolescence.To impart basic knowledge to the new entrants and ensuring job specific intelligent performance.To prepare employee for higher level tasks.To ensure effective performance in their respective field.To be helpful in succession planning.To provide an opportunity for interchange of ideas for senior managers and broadening their minds..To identify and develop the potential of the employees.To ensure smooth and efficient functioning of the organization.To develop a sense of responsibility, cooperative attitude and good relationship.To improve the morale of the employees.To ensure quality in production and operations.To reduce accidents, wastage and supervision.

Training is not only beneficial for an individual but it is also important for organization and groups. Benefits to the organization:

Leads to improved profitability and or more positive attitudes towards profit orientationImproves the job knowledge and skills at all levels of the organizationImproves the morale of the work forceHelps people identify with organizational goalsHelps create a better corporate imageFosters authenticity, openness and trustImproves relationship between boss and subordinateAids in organizational development

Benefits to the organization:

Learn from the traineeHelps prepare guidelines for workAids in understanding and carrying out organizational policiesProvides information for future needs in all areas of the organizationOrganization gets more effective decision making and problem solving skillsAids in development for promotion from withinAids in developing leadership skills , motivation, loyalty, better attitudes and other aspects that successful workers and managers usually display. Aids in increasing productivity and / or quality of lifeHelps keep costs down in many areasBenefits to the organization:

Develops a sense of responsibility to the organization for being competent and knowledgeableImproves labour-management relationsReduces outside consulting costs by utilizing competent internal consultationStimulates preventive management as opposed to putting out firesEliminates suboptimal behaviour ( such as hiding tools)Creates an appropriate climate for, communicationHelps employee adjust to changeAids in handling conflicts, there by helping to prevent stress and tension.

Benefits to the IndividualHelps the individual in making better decisions and effective problem solvingThrough Training and development, motivational variables of recognition , achievement, growth, responsibility and advancement are internalized and operationalisedAids in encouraging and achieving self development and self confidenceHelps a person handle stress, tension, frustration and conflictProvides information for improving leadership, knowledge, communication skills and attitude

Benefits to the IndividualIncreases job satisfaction and recognitionMoves a person towards personal goals while improving interactive skillsSatisfies personal needs of the trainer and traineeProvides the trainee an avenue for growth and a say in his/ her own futureDevelops a sense of growth in learningHelps a person develop speaking and listening skills; also writing skills when exercises are requiredHelps eliminate fear for attempting new tasks.

Benefits in personnel and human Relations, Intra group and inter group Relations and policy Implementation:

Improves communication between groups and individualsAids in orientation for new employee and those taking new jobs through transfer or promotionProvides information on equal opportunity and affirmative actionProvides information on other government laws and administrative policiesImproves interpersonal skills

Benefits in personnel and human Relations, Intra group and inter group Relations and policy Implementation:

Makes organizational policies, rules and regulations viableImproves moraleBuilds cohesiveness in groupsProvides a good climate for learning, growth and co ordinationMakes the organization a better place to work and live.

various causes due to which need for training arisesi). Matching employee specification with the job requirements: When there is any deviation between employees present specifications and job requirements , training is needed to bridge these gaps by developing and modifying the employees skill, knowledge, behavior and attitude.ii) Organizational viability and the transformation process: environmental factors continuously influence the organizational viability. To cope up with the changing environment and for being efficient in the organization, employees should be imparted specific skills and knowledgevarious causes due to which need for training arisesiii)Technological advances: Even though the organization is using advance technology it will not be productive, unless and until it is supported by skilled people. Every organization needs to train the employees in the areas of changing technology from time to time. iv) Organizational complexity: The functioning of the many of the organization is becoming complex day by day. With large level of mechanization and automation, companies are dealing in various diversified fields. They are extending their operations with multiple products and by products. In this complex situation training prepares the employees to be change agents and contribute in organization effectiveness.

various causes due to which need for training arisesv) Change in the job assignment: In case of promotion, transfer or job rotation an employee is expected to be productive; Training provides him the tool and makes him multi skilled. There are many other causes due to which training is need. They are:To increase productivityTo improve quality of the product/ serviceTo help a company to fulfill its future personnel needsTo improve organizational climateTo improve health and safetyTo prevent obsolescence For personal growthTo minimize the resistance to changeTo be accepted by peer group.To make employee mobile and versatile

Training Methods On the Job: On the job training is a very commonly used method. This method is also known as job instruction training. In, on the job training, the trainee is not removed from his regular job and taught necessary skills to perform a particular job. Under the guidance of a qualified worker or supervisor, they learn to perform their job. The emphasis is on performing in an effective manner.Advantages and Disadvantages of on the job training program

Advantages of On-the-job methods are as follows:There is no need for special facilityAdditional staffs are not requiredNo simulated situationsNo impact on departmental productionWork relationships can be established from the beginning it selfLearning can be controlledLess cost, no off the job costAway from pressure of work and home.

Disadvantages:Adverse impact on production so high departmental budgetChance of damage to the machines and equipment Increase in wastage and scrap due to lack of experienceMultiple work of instructor , may lack skill of trainingTime constraint due to pressure of production target Psychological pressure on trainee.

Training MethodsOn-the-job methodsJob RotationCoachingJob Instruction trainingCommittee assignmentsDemonstrationApprenticeshipOff-the-job methodsVestibule trainingRole playingLecture methodsConference or discussionProgrammed instruction

Training Methods Off the job: In off the job training the employee is taken away from his actual work place. Training is provided at a location specially arranged for training program. AdvantagesMore time to learnTrainees specific difficulties are exploredRelaxed atmosphere supporting to learnLess distraction so full attention of traineeExchange of knowledge and experienceImproves morale Helps in self development

Off the job cont..Disadvantages:External facilities so expensive methodArtificial away from reality.Difficulty in solving actual work problemResistance from participants being away from own jobDifficult to implement to work placeVery time consumingInconvenientHigh travelling cost.

widely used On the Job training methods1. Job Instruction Training: The job instruction training was developed during World War II. In this training workers are taught to perform his current job. A senior co worker, supervisor or any trainer can act as a coach. It is most suitable for simple job of semi skilled or unskilled jobs, where operations are easy. In this training, trainee learns through observation and practice. This training method is economical but it can cause accidents or damage equipments.

9-16On The Job Training Methods Training

Merits and demerits of job instruction training

2. Coaching: It is a continuous process of learning by doing, where training is given by immediate supervisors. In this method supervisor explains the things and answer the questions of the trainee. In other words we can say that it is an unplanned, informal way of training, where supervisor tells the method of doing a particular job. This method can be very useful when an employee is facing problems in performance or having low morale or violating policies of the company. To make this training method effective it is important that the trainer should have excellent communication skill and patience.

3. Mentoring: Mentoring is a method under which the senior takes the responsibility of grooming the junior employee. According to the work culture and commitment from the top management there can be a formal or informal way of providing training. The main objective of mentoring is to integrate the employee with the organization and help him in attaining psychological maturity. Mentoring can be very effective when mentor acts as a friend , philosopher and guide who takes care of the career development of the subordinate. This on the job method helps the employee to develop necessary competencies by offering challenging assignments.

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Functions of Mentoring Merits and demerits of Mentoring

4. Job Rotation: In this training the employee is moved from one job to another. It gives the employee an idea about the functioning of the organization. The main objective of job rotation is to provide understanding of the different functional areas of the organization and wisdom of better career prospect. It provides job satisfaction and enhances job skills. In an organization when promotion or transfer is required then job rotation offers flexibility and facilitates cooperation. But it has certain demerits too. It increases the workload of the employees. Other than this only multi tasking can not provide job satisfaction to the employees. It increases the cost too , if trainee makes any mistake. The success of this method depends upon the capabilities of the trainee. This method provides an opportunity to the trainees to understand the problems of employees on other jobs and learn to respect them.

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On The Job Training Methods Merits and demerits of Job rotation MeritsDemerits Improves participants job skills, job satisfaction Increased workload for participantsProvides valuable opportunities to network withinConstant job change may produce the organisation stress and anxietyOffers faster promotions and higher salaries to Mere multiplication of duties do not quick learnersenrich the life of a traineeLateral transfers may be beneficial in rekindling Development costs may shoot up when enthusiasm and developing new talents trainees commit mistakes, handle tasks less optimally5. Apprenticeship: Apprenticeship training is similar to assistantship and internship in a sense that these methods also require high employee participation. Apprenticeship is beneficial for mostly craft workers such as carpenters, plumbers etc. It is generally for a given period of time.6. Committee assignments: In the committee assignment a group of trainees are given actual organizational problem to solve. It helps in developing teamwork and team spirit. This method can be very useful for growing organizations by providing opportunities to understand people and process governing the whole organization. The management should handle this activity well to avoid wasting time and money.

Off the Job methodsVestibule training: In this training method, theory can be related to practical. In this method actual work like condition is simulated at a training centre. This type of training is used to prepare people for clerical and semi clerical jobs. In this training things which are used in actual job performance like, files, materials and equipments are kept /used .Duration of training can be few days to few weeks.Role playing: It is a training method which involves action, doing and practice. It focuses on emotional issues. Trainees play different roles and they learn to develop relations. It is very useful for interpersonal skill development.

Off the Job methodsLecture method: Lecture method is one of the oldest methods of instruction. It is the verbal presentation of the information. It is a direct method so it can be very effective for large groups. Trainer prepares the learning materials and discusses it with trainees. If interest is created and employees are motivated then this cost effective and less time consuming method can be used. It can be made more effective by combining it with other methods. Discussion/ Conference method: In this method with the help of teaching aids , trainer deliver the lecture and invites them for discussion. It is a group centric approach.Programmed instruction: In This method the subject material is provided in a series of carefully designed sequential units. They are planned in simple to complex manner. In this training there is less intervention of trainer. Trainee reads the different units and then answers the questions. Correct answer is provided after every response. It is a costly and time consuming method.

Off the Job methodsBehaviorally experienced training: Some training program focuses on emotional and behavioural modification. Sensitivity training is one such training method. Other techniques like business games, cases, group discussion and small assignments are also used for understanding self and others. E- Training: In this method Internet or Intranet is used to conduct online training program. Many companies now a days like Wipro, Infoysis, AdityaBirla groups and Other MNCs are using e training as an effecting any time method of training.

E- TrainingAdvantages:It is self paced. Trainees can proceed on their own.It is interactive, tapping multiple trainee sensesAllows for consistency in the delivery of training.Enables scoring of services/ assessment and the appropriate feedback.Incorporates built in guidance and help for trainees to use when needed.It is relatively easy for trainers to update content.Can be used to enhance instructor led training.E- TrainingDisadvantages:May cause trainee anxiety.Not all trainees may be ready for e- learning.Not all trainees may have easy and uninterrupted access to computers.Not appropriate for all training content. E.g. leadership, cultural change.Requires significant upfront cost and investment.No significantly greater learning evidenced in research studies.Requires significant top management support to be successful It is worth saying that organizations using e-learning exhibit a number of common success factors.

Steps in Training ProgrammeIdentifying training needs (Organization, Task and Man Analysis)Preparing training prog.Preparing the learnersImplementing training programmePerformance try outFollow-up actions

Training ProcedurePreparing the instructorPreparing the traineeGetting ready to teachPresenting the operationTry out the trainees performanceFollow upPROCESSTraining need analysis is done to find out the kinds of training that are needed, who needs them, where they are needed and which methods will best deliver the need skill, knowledge, attitude to the workers.Training needs assessment is an organizational intervention. Its success largely depends on the support extended by the organization and its members at all levels.

389-13Data sources used in training needs assessment Training

Organisational AnalysisTask AnalysisPerson AnalysisOrganisational goals and objectivesJob descriptionsPerformance data or appraisalsPersonnel inventoriesJob specificationsWork samplingSkills inventoriesPerformance standardsInterviewsOrganisational climate analysisPerforming the jobQuestionnairesEfficiency indexesWork samplingTests (KASOCs)Changes in systems or subsystemsReviewing literature on Customer/employee (e.g., equipment) the job attitude surveys Management requestsAsking questions about Training progressthe jobExit interviewsTraining committeesRating scalesMBO or work planning systemsAnalysis of operatingCITproblemsCustomer survey/satisfaction dataDiaries Devised situations (e.g., role play)Assessment centersMBO or work planning systems9-6Training efforts are invariably based on certain learning oriented guidelines:Modelling: It is simply copying someone else's behaviour. (like showing the videotapes of desired behaviour while at work)Motivation: For learning to happen, it is important to motivate the trainee first. Reinforcement: If behaviour is rewarded, it probably will be repeated. Positive reinforcement consists of rewarding desired behaviours. Feedback: Feedback helps an employee find where he stands. People learn best if reinforcement is given as soon as possible.Spaced practice: Learning takes place easily if the practice sessions are spread over a period of time.Whole learning: Employees learn better if the job information is given as an entire logical process. Active practice: Learning is enhanced when trainees are provided ample opportunities to repeat the task. Relevance: training should be as real as possible so that trainees can successfully transfer the new knowledge to their jobsEnvironment: employees learn faster in comfortable environmentsLearning Principles: The Philosophy of Training Training

Principles of TrainingMotivationProgress informationReinforcementPracticeFull vs. PartIndividual differencesMental setNature of learning materialsKnown to unknown

Training Pitfalls

Here is a checklist to avoid training pitfallsAttempting to teach too quicklyTrying to teach too muchViewing all trainees as the sameGiving very little time to practiceOffering very little to the trainee in the form of encouragement, praise or reward

Evaluation of Training Prog.LearningJob behaviorOrganization (in the form of increased productivity, quality, morale, sales etc.Ultimate value (company goals and Individual goals)Reactions

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