Training and Development [PDF]

Zitiervorschau

Q1. What is training? Explain the difference between training and education and also Teacher and Trainer. Training is the action of teaching somebody a particular skill. It may also refer to the teaching of a type of behavior. Training may apply to either humans or animals. It aims to improve a person’s capacity, capability, performance, or productivity. Training is also the action of undertaking a course of exercise in preparation for, for example, a sporting event. If I say “Mary will have to go into strict training,” I am referring to physical exercise and the practice of specific skills. Perhaps she will train for a tennis or hockey match. “Organized activity aimed at imparting information and/or instructions to improve the recipient’s performance or to help him or her attain a required level of knowledge or skill.” Training vs. education Although the two terms are about learning, their meanings are not the same. Education Education is a process of systematic learning. In education, students or pupils learn things in an institution. The institution may be a school, college, or university. Children’s education usually refers to their schools, what they do there, and what they learn. The term refers to both the academic levels they reach as well as learning good manners, right from wrong, ethics, etc. Training Training implies teaching a special skill or behavior. Workers in a company receive training when they need to or want to learn new skills. If I work in a warehouse and want to learn how to use a fork-lift truck, somebody will have to train me. This type of learning is not education. Children at school may sometimes find themselves in situations in which somebody trains them. For example, if you are in a school sports team, you may have to practice together three times a week. Those practice sessions are training sessions.

However, a school pupil or university student sitting in a classroom learning about geography or mathematics are in education, and not in a training course. “Traditionally, training has been concerned with specific skills and shorter time frames. For example, how to program a CNC machine, or how to handle specific types of customer interactions.” “Education, on the other hand, has been more about teaching someone a broad set of skills – such as critical thinking, researching and presenting information, and other traditionally ‘soft’ skills – that are transferable across a variety of fields.” Teacher vs. trainer Trainers and teachers are both trying to get people to learn things. However, teachers generally impart theoretical knowledge while trainers impart practical knowledge. Sports teams have trainers, not teachers. If you want somebody to help you focus on your workouts in the gym, you have a personal trainer. If, on the other hand, you are worried about passing a biology exam at school, you may try to find a private teacher.

Q2. Why there is a need for training? Why is it important in any organization? Training is ‘the organized procedure by which people learn knowledge and/or skill for a definite purpose’. Training refers to the teaching and learning activities carried on for the primary purpose of helping members of an organization acquire and apply the knowledge, skills, abilities, and attitudes needed by a particular job and organization. According to Edwin Flippo, ‘training is the act of increasing the skills of an employee for doing a particular job’. Need for Training: Every organization should provide training to all the employees irrespective of their qualifications and skills.

Specifically the need for training arises because of following reasons: 1. Environmental changes: Mechanization, computerization, and automation have resulted in many changes that require trained staff possessing enough skills. The organization should train the employees to enrich them with the latest technology and knowledge. 2. Organizational complexity: With modern inventions, technological upgradation, and diversification most of the organizations have become very complex. This has aggravated the problems of coordination. So, in order to cope up with the complexities, training has become mandatory. 3. Human relations: Every management has to maintain very good human relations, and this has made training as one of the basic conditions to deal with human problems. 4. To match employee specifications with the job requirements and organizational needs: An employee’s specification may not exactly suit to the requirements of the job and the organization, irrespective of past experience and skills. There is always a gap between an employee’s present specifications and the organization’s requirements. For filling this gap training is required. 5. Change in the job assignment: Training is also necessary when the existing employee is promoted to the higher level or transferred to another department. Training is also required to equip the old employees with new techniques and technologies. Importance of Training: Training of employees and managers are absolutely essential in this changing environment. It is an important activity of HRD which helps in improving the competency of employees. Training gives a lot of benefits to the employees such as improvement in efficiency and effectiveness, development of self-confidence and assists everyone in self-management.

The stability and progress of the organization always depends on the training imparted to the employees. Training becomes mandatory under each and every step of expansion and diversification. Only training can improve the quality and reduce the wastages to the minimum. Training and development is also very essential to adapt according to changing environment.

Q3. Discuss the different types of training. To create a happy, productive workforce, training managers must provide opportunities for further training and growth. Unfortunately, too many employees or management dismiss training as boring or unnecessary. And, let’s face it, employee training can be boring, but only when the wrong types of training are matched up with the topic or issue you’re tackling. Matching the types of employee training to your employee needs can ensure they receive the information they need, in the format best suited for it. The best types of employee training methods for your workforce may include: 

Instructor-led training

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eLearning

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Simulation employee training

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Hands-on training

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Coaching or mentoring

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Lectures

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Group discussion and activities

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Role-playing

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Management-specific activities

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Case studies or other required reading

We discuss the ideal situations for these types of training for employees, along with their respective challenges below. 1. Instructor-led training Instructor-led training is the traditional type of employee training that occurs in a classroom, with a teacher presenting the material. This can be a highly effective method of employee training,

especially for complex topics. Instructors can answer specific employee questions or direct them to further resources. They also allow for highly-skilled instructors to match the training level and style to the employees in the room. However, instructor-led training does have some drawbacks, including cost and time to implement. It can also be unnecessary for concise topics. We discuss more about this in our post, “InstructorLed Training Vs. eLearning.”. 2. eLearning eLearning, on the other hand, relies on online videos, tests, and courses to deliver employee training. Employees can do their training right in the palm of their hand with a smartphone or on their company computers. It’s one of the easiest types of employee training to roll out to larger populations, especially for employees who are remote or have high-turnover rates. With interactive games, tests, videos, activities, or even gamified components, it can also go a long way towards keeping your employees engaged with the training. Of course, eLearning also has its own challenges. Without a solid instructional design strategy behind it, the graphics and visuals that make eLearning fun can also make it gimmicky or quickly outdated. Keeping it up-to-date is also a necessary best practice. We cover the major advantages, and disadvantages, of eLearning here. 3. Simulation employee training Simulation training is most often provided through a computer, augmented, or virtual reality device. Despite the initial costs for producing that software or technology, however, simulation training can be a necessary option for employees in riskier or high-stakes fields. You’ll often see simulation training for pilots or doctors, but it can be useful for other employees too. This type of employee training is also highly-effective and reliable, allowing employees to progress consistently and at their own pace. 4. Hands-on training

Hands-on training includes any experiential training that’s focused on the individual needs of the employee. It’s conducted directly on the job. Hands-on training can help employees fit perfectly into their upcoming or current role, while enhancing their current skills. 5. Coaching or mentoring Coaching or mentoring can share similar qualities to hands-on training, but in this type of employee training, the focus is on the relationship between an employee and a more experienced professional, such as their supervisor, a coach, or a veteran employee. The one-on-one mentoring style creates a relationship between employees that carries far beyond training. It also allows the employee to ask questions they may not feel comfortable asking in a classroom, instructor-led training. This training method can be done in person or virtually, through online coaching sessions. For all its benefits, mentoring is costly in terms of employee hours and should be used appropriately to reduce those associated costs. Coaching—bringing in a trained professional—can sometimes provide a more time-efficient alternative, but without the relationship building that’s so valuable in mentoring. 6. Lecture-style training Important for getting big chunks of information to a large employee population, lecture-style training can be an invaluable resource for communicating required information quickly. 7. Group discussions and activities For the right group of employees, group discussions and activities can provide the perfect training option. It allows multiple employees to train at once, in an environment that better fits their current departments or groups. These discussions and activities can be instructor-led or facilitated by online prompts that are later reviewed by a supervisor. 8. Role-playing Similar to group discussions, role-playing specifically asks employees to work through one aspect of their jobs in a controlled scenario. They’ll be asked to consider different points-of-view and think on their feet as they work through the role-playing activity.

Like other group activities, role-playing is highly effective but may be unnecessary for simple, straightforward topics. It also requires more employee time, potentially taking time away from an entire department while they’re going through the training. 9. Management-specific activities Management-specific activities are just that—employee training that’s focused on the needs of managers. They may include simulations, brainstorming activities, team-building exercises, roleplaying, or focused eLearning on management best practices. While management training can include many different types of training, it’s important to consider the additional needs of your managers separately from the rest of your employee population. This ensures they have the foundation they need to support the rest of their staff. 10. Case studies or other required reading Finally, some employee training topics are readily accessible through required readings. Case studies, in particular, can provide a quick way for employees to learn about real workplace issues. Employees can read through these at their own pace, or while working in a team-building session with other employees. Case studies are a great option for focused topics, but more complex topics will likely require more advanced types of employee training.

Q4. Explain the training process. Training Process in HRM – Steps, Process and Phases A training is not a one sort affair; rather it is a step-by-step process that will completed only after successful completion of given sequential activities. Step # 1. Identifying Training Needs: Training need is a difference between standard performance and actual performance. Hence, it tries to bridge the gap between standard performance and actual performance. The gap clearly underlines the need for training of employees. Hence, under this phase, the gap is identified in order to assess the training needs.

Step # 2. Establish Specific Objectives: After the identification of training needs, the most crucial task is to determine the objectives of training. Hence, the primary purpose of training should focus to bridge the gap between standard performance and actual performance. This can be done through setting training objectives. Thus, basic objective of training is to bring proper match between man and the job. Step # 3. Select Appropriate Methods: Training methods are desired means of attaining training objectives. After the determination of training needs and specification of objectives, an appropriate training method is to be identified and selected to achieve the stated objectives. There are number of training methods available but their suitability is judged as per the need of organizational training needs. Step # 4. Implement Programs: After the selection of an appropriate method, the actual functioning takes place. Under this step, the prepared plans and programs are implemented to get the desired output. Under it, employees are trained to develop for better performance of organizational activities. Step # 5. Evaluate Program: It consists of an evaluation of various aspects of training in order to know whether the training program was effective. In other words, it refers to the training utility in terms of effect of training on employees’ performance. Step # 6. Feedback: Finally, a feedback mechanism is created in order to identify the weak areas in the training program and improve the same in future. For this purpose, information relating to class room, food, lodging etc., are obtained from participants. The obtained information, then, evaluated, and analyzed in order to mark weak areas of training programs and for future improvements.

Q5. Explain the advantages of training to the organization and also employees. Advantages of Training Program

Training brings about benefit/ advantages both to the organization and employees. Let us have a look at these: Advantages to the Organization Goldstein and Gilliam also outlined six reasons why companies believe that investments in training can help them gain a competitive advantage. 1. Increased efficiency of employees: An effective training program can make the employees of the company work in an effective manner. With training, people gain confidence and this confidence is seen in the output and results. 2. Reduced supervision: An employee needs to be supervised when he works. When the employee has got sufficient training the amount of supervision required is less as mistakes are less. This reduces the workload of the supervisor. 3. Less amount of wastage: The amount of wastage by an employee reduces a lot due to training and therefore if we take an account of the amount of wastage we find that the company has saved a lot of money. 4. Reduced turnover: Proper training improves the chances of obtaining promotions and employees are happy because they have better opportunities. This will be lowering employee turnover intention and hence labor turnover in the company. 5. Helps in better functioning of the organization: Training always benefits employees, whether old or new. In the case of new employees, training helps them a lot. This is because new employees may not be aware of the functioning of the organization and training helps them to gain knowledge and insight into the working of the company. 6. Better labor-management relations: Labor-management relations are very essential for any organization. When companies introduce training programs and prepare employees for future jobs and promotions they send out a message to the unions that they are interested in employee welfare. Due to this the unions also adopt a positive attitude and labormanagement relations improve. Advantages to the Employee Contributing to the debate on the general benefits of employee training and development, McNamara (2008) stated numerous benefits.

A training program has the following advantages. Advantages to the Organization are: 1. Self-confidence: Training leads to an increase in employee self-confidence. The person is able to adjust to his work environment and doesn’t feel humiliated in front of his seniors. This confidence leads to chances of better efforts in the future of the employees. 2. Increased motivation levels: Training brings a positive attitude among employees and increases the motivation levels of the employees in the organization, thereby improving the results of the organization. 3. High rewards: An effective training program helps an employee to take the benefit of the reward systems and incentives available in the company. Thus the employee is able to get these rewards, which in turn increases his motivation levels. 4. Group efforts: An effective training program not only teaches an employee how to do his work but also trains him to work as a part of the group. Thus training program improves group efforts. 5. Promotion: Effective training program increase performance and increase the chances of obtaining promotions. Many employees, even opt for a certain program so that they can help the employee improve his chances of promotions and obtaining higher positions in the organization.

Q6. Explain the five phases of training model. Most training design models contain five steps. One of the most commonly used models is the ADDIE model, which stands for analysis, design, development, implementation and evaluation. Analysis stands for needs analysis, where the need for the training is studied. Design is the phase where the training program is outlined and planned. Development is where the training is rolled out to the field in whatever form the design phase stipulated. Evaluation concludes the process and measures how effective the training program was at achieving its goals. Analysis Analysis is the first phase of the training model. During this phase, trainers analyze all aspects of a training problem and begin seeking answers while proposing a solution. Timelines are established, training objectives are created, and first outlines of the training program begin to

take shape. Potential causes and possible solutions are explored, and initial budgets are proposed. Barriers to success are investigated, and the target audience is analyzed. Great training solutions must begin with analysis. Design Design is the phase of the training model where learning objectives and outcomes are determined. The core of the potential training solution is created and explored. Storyboards and initial prototypes of the training solution are proposed and reviewed with the client. Feedback is received, and initial training solutions begin to take shape. Types of training solutions, classroom, web-based and blended learning programs are discussed and explored. Much like an architect's renderings, the blueprint for your training solution begins to take shape. Development Development is the phase of the training design model where the training program is created and written. Whether the program is classroom-based or designed to be taken online, materials are created and produced in this phase. The design phase produced the outline or blueprint, but it is in this portion of the training model where everything comes together in production. Supporting materials are produced, trainers are trained, and the target audience is notified of the training dates. Implementation Your training program is delivered to your employees in the implementation phase of the training model. Classes are taught or taken online. Students receive their training and practice how to use their new skills. Materials and training products are distributed to participants, and classes begin. Initial results are measured, and the program begins to take shape in your company. If the preceding phases are conducted properly, implementation runs smoothly and the training is taken and received as it was intended. Evaluation Evaluation completes the training model. Measuring the results of your training program begins during the implementation phase. Learning is measured after each class, and results are analyzed. Evaluation of the entire program is conducted after all the training is completed. Measurements

and feedback determine whether adjustments to the initial design are needed, and results are reviewed with the client. Students are contacted and instructors, designers, developers and anyone involved with the program meet for a "lessons learned" review. The model then begins again.

Q7. What will happen if there will be no formal training? Your employees can contribute to the success of your company when they are trained to perform their jobs according to industry standards. Training, which is essential for management as well as staff, typically consists of several classes onsite or at a different location during orientation. Some companies consider in-depth training an unnecessary expense and expect new employees to learn on the job from supervisors and older employees. However, this type of training is often inadequate and creates problems for the business. 1. Unhappy Employees and High Turnover Employees are interested in performing their jobs well to advance the company, feel a sense of pride for a job well done and advance to higher positions. When there is no training, employees do not understand how to do their jobs and none of these goals are possible. This leads to low morale among workers, which results in employee turnover. A company with a reputation for high employee turnover is also unattractive to potential job candidates. 2. Low Rates of Production The rate of production is low when employees don't know enough to perform their jobs confidently. To save time, employers often delegate the task of training to employees who have been on the job longer. But many times, these employees aren't given extra time to do so; they still need to complete their own work. So they rush through the training, or leave it up to the new employee to ask questions. Unskilled employees could spend considerable time seeking help to perform their jobs or they could perform tasks to their understanding, to the detriment of the work process. This could lead to errors and work needing to be repeated or corrected. When more experienced employees spend time monitoring unskilled workers, it detracts from their work and affects their production as well.

3. Unsafe Work Environment The Occupational Safety and Health Administration states that untrained workers are more susceptible to injuries. This happens when workers lack the knowledge and skills required to use equipment and supplies safely. The problem could be fatal in work environments that contain heavy-duty machinery and hazardous materials. It isn't enough to have established procedures and protocols for activities that involve potential safety risks. Employees must receive training on the appropriate procedures and how and when to use them. Supervisors need to ensure that all employees understand the protocols and demonstrate that they can follow them routinely. 4. Ineffective Staff Management When managers aren't adequately trained, it affects the entire company. A manager who is new to his role needs training in how to manage people, delegating work, resolving conflicts between employees, motivating his staff, and adapting to changes within the company. Employees look to management to solve these issues and become disillusioned when it is lacking. Their morale dips and they don't care as much about their work or productivity. Very often, the employees leave the company, while the ineffective manager stays on, but still doesn't receive the training that could help him evolve into an excellent supervisor. 5. Increased Business Expenses A company that does not train its staff can expect an increase in a wide range of expenses, such as: 

The cost of medical attention for staff because of injuries sustained from unskilled use of equipment and supplies;

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Compensation to customers for defective products;

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The cost of defending the company against lawsuits from employees who feel their injury was the result of inadequate training, from outsiders injured while visiting the company, or from consumers who purchased faulty products.

6. Loss of Customers

Untrained employees cannot produce high-quality products. If they also lack adequate knowledge and skills to provide satisfactory customer service, this combination results in dissatisfied customers. The company will experience declining sales if dissatisfied customers choose competitors who can provide quality products and appropriate service.

Q8. Difference between on the job training and off the job training. Comparison Chart BASIS FOR COMPARISON

ON-THE-JOB TRAINING

OFF-THE-JOB TRAINING

Meaning

On the job training refers to a form of training which is provided at the work place during the performance of the actual job.

When the employees are given training outside the actual work location, such a type of training is termed as off the job training.

Approach

Practical

Theoretical

Active participation

Yes

No

Location

At the workplace

Away from the workplace

Principle

Learning by performing

Learning by acquiring knowledge

Work disruption

No, because trainees produce the products during learning.

Yes, because first training is provided which is followed by a performance.

Carried out by

Experienced employees

Professionals or experts.

Cost

Inexpensive

Expensive

Suitable for

Manufacturing firms

Non-manufacturing firms

Q9. Difference between training and development. Comparison Chart BASIS FOR COMPARISON

TRAINING

DEVELOPMENT

Meaning

Training is a learning process in which employees get an opportunity to develop skill, competency and knowledge as per the job requirement.

Development is an educational process which is concerned with the overall growth of the employees.

Term

Short Term

Long Term

Focus on

Present

Future

Orientation

Job oriented

Career oriented

Motivation

Trainer

Self

Objective

To improve the work performances of the employees.

To prepare employees for future challenges.

Number of Individuals

Many

Only one

Aim

Specific job related

Conceptual and general knowledge