TRAINING AND DEVELOPMENT (HRM)

Unit 5

SMU Learning Centre, Alwar LC Code 03034

CONTENTS TO BE DISCUSSED
Introduction/Objectives Meaning of training Objectives of training Importance of training Training needs identification Training Areas identified by Trainers Types and Techniques of Training Need and importance of management Development Training Evaluation Why Training fails?

SMU Learning Centre, Alwar LC Code 03034

Introduction
The systematic development of the knowledge, skills and attitudes required by an individual to perform adequately a given task or job

-----Michael Armstrong
The act of increasing knowledge and skills of an employee for doing a particular job -----Edwin B. Flippo

SMU Learning Centre, Alwar LC Code 03034

Objectives
After studying this unit, you will be able to: Understand the importance of training Mention the types and Techniques of Training and Development. Explain the types, methods and procedures of training Reasons for failure of Training

SMU Learning Centre, Alwar LC Code 03034

Meaning of Training
Training indicates any process by which the aptitudes,skills and abilities of employees to perform specific jobs are increased. Training helps employees to improve their performance in current jobs. Training means acquiring technical knowledge and skills

SMU Learning Centre, Alwar LC Code 03034

OBJECTIVES OF TRAINING
Acquiring intellectual Knowledge Acquiring Manual skills Acquiring Problem-solving skills

SMU Learning Centre, Alwar LC Code 03034

Importance of training
Training is an integral part of the whole management process. It is the corner-stone of sound management. It is a practical and vital necessity. Creating an efficient and effective organization Improving employee performance Updating employee skills Training is widely accepted problem-solving device. It moulds the employees attitudes and helps them to achieve a better cooperation with the company and a greater loyalty to it. It helps in reducing dissatisfaction, complaints, grievances and absenteeism, reduces the rate of turnover.

SMU Learning Centre, Alwar LC Code 03034

Training needs identification

Before an Organization lays out the plan for training, it needs to Analyze the organizational objectives,assess the employee needs and train the employees accordingly. Training needs can be identified with the help of Thayer and McGhee model. It is based on the following three factors: 1. Total Organization Analysis 2. Task analysis 3. Man analysis

SMU Learning Centre, Alwar LC Code 03034

1.Total organization analysis

It includes a detailed analysis of the organization structure,
objectives, human resourses and future plans, understanding of its culture and background The first step in O.A. is achieving a clear understanding of both short-run and long-run goals.

There are 3 essential requirements for an organization analysis:1. 2. 3. An adequate number of personnel available to ensure fulfilment of the business operation. That personnel performance is up to the required standards That the working environment in their departments is favorable to fulfilment of tasks.

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2.Task analysis
This activity involve ------- a detailed examination of a job, its components Its various operations The conditions under which it has to be performed. The focus is on the task itself.

Standard of performance------Every job has an expected standard of performance.knowledge of task Will help in understanding what skills, knowledge and attitudes an employee should have.

Methods -------Conventional methods of job analysis are usually suitable for task analysis. They are-----

A. B. C. D.

Literature review regarding the job. Job performance Job observation Data collection regarding job interviews

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3. Man analysis
It is the third component in identifying training needs. It helps to identify whether the individual employee requires training and if so, what kind of training.

The primary sources of such information are-------1) 2) 3) 4) 5) 6) Observation at place or work, examination of job schedules, quantum of spoilage, and clues about interpersonal relations of the employees. Interviews with superiors and employees Comparative studies of good vs. poor employees, Personnel records Production reports Review of literature regarding the job and machines used.

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Training areas identified by Trainers

A survey conducted by Sinha identified the following areas--------- Analysis of business environment (Social,economic and political). General management training,consisting of areas like planning organizing, directing, motivating, co-ordinating and controlling. Functional areas, such as marketing, personnel and finance. Specialized technique-oriented programmes, such as production planning, maintenance management, value analysis, works simplification and interview techniques. Problem solving and decision-making

Training is the responsibility of four main groups:-a. The top management b. The personnel department c. Supervisors d. Employees

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According to Prof. John Mee, the work of training should be done at two levels: The training department takes the main responsibility for
Giving instructions to trainees Orientation Training supervisors to maintain human relations Executive development On-the-job instruction to employees Instructions in technical and professional aspects of a business Development of superiors and executives through counseling Departmental communication and staff meetings
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Line supervisors take the responsibility for

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In-Company/External Programmes
The company has to take a decision regarding participation in programmes offered by external agencies like educational management institutes, government institutions and consultant programmes as compared to conducting in-house programmes. In house training may be good when number of employees is large, but for small number of employees in house training may not be possible. But the cost aspect should also be considered. Many employees can be trained in-house at the cost equal to sending an employee to a external programme.
They provides a fresh approach to an organization. Employees learn different techniques and skills than those offered by in-house programmes.

The advantages of external programmes are

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Training Budgets
A training budget has to be prepared for each internal programme and it includes:
Cost of facilities like training room, food, transport, guest faculty, and teaching material. Wages and salary of employees who participate in training and remain absent from their regular jobs.

The trainer should plan his training activities in advance so that normal work is not disturbed. In in-house training a large amount of work has to be done regarding course design, preparation of teaching material, administrative arrangements, etc.
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 In case of external programmes organizational factors like releasing the participant from job, finding his temporary replacement, etc. have to be considered. Training methods are a means of achieving the desired objectives. Each method is suitable for a particular situation. The choice of teaching method depends on many factors like competence of instructors, importance to the participants, program design, etc.

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Types and Techniques of Training

Training methods are chosen according to the requirements of the program design. The main objectives of individual training methods are: Demonstration value: Complete demonstration of job requirements help the trainees to understand the meaning of ideas, concepts and procedures. Trainees remember things that they see and hear much longer than things that they only hear or see.

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Developing Interest
An important factor to be kept in mind while choosing a training method is its ability to hold the interest of the trainee in the learning situation. The trainer should choose training methods that increase trainees interest and help him to retain the matter. For e.g., if lecture method is being used, then audio-visual methods can be used or project work could be given to encourage learning by doing.

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Appeal Too Many Senses

It is important to utilize as many of the trainees senses as possible. This helps in better retention of learning. The trainer should be able to understand and identify problem areas. He should be able to select the appropriate method based on the level of the trainee in the organization hierarchy. The training method should be cost effective as well.

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Advantages of On-the-job Training

The trainee learns on the actual equipment and in true job environment. It is economical as no extra personnel and facilities are required. The trainee learns the rules, regulations and procedures by observing day-to-day working. It is suitable for a company with number of jobs equal to the number of employees. Suitable for teaching the knowledge and skills that can be learnt in a short period of time.
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Table on Training Procedure

Step Instructor preparation Training preparation Presenting the task Suggestions 1. Divide task into parts to create lesson plans. 2. Select teaching techniques 1. Put trainees at ease. 2. Relate training to trainee needs e.g. promotion 1. 2. 3. 4. 5. Present overview of task. Proceed from known to unknown, easy to difficult. Adjust pace to individual differences. Go through task and explain each step. Have trainee tell instructor what to do.

Tryout performance

1. Have trainee explain each step before execution. 2. Be aware of learning plateaus to sustain motivation. 3. Provide feedback on progress. 1. Positively reinforce continuously on start. 2. Move to variable positive reinforcement schedule as trainee matures.
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Follow-up

Disadvantages of on-the-job Training

Instructions are disorganized and unsystematic and not properly supervised.

This may be due to

Inability of the experienced employee to provide skills to the trainee. Breakdown of the job for the purpose of instructions. Lack of motivation on the part of the trainee.
Low productivity if the employee is not able to fully develop his skills.
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Vestibule Training
In this method, it is tried to create on-the-job situations in a classroom. In this form of training, classroom training is provided with the help of equipments and machines which are similar to those used at the workplace. This helps the employee to concentrate on learning rather than performing the job. Theoretical training is given in the classroom whereas practical work is conducted on the production line.

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Advantages of Vestibule Training

The trainee is free from the confusion and pressure of the work situation, so he can better concentrate on learning. A specific level of skill can be achieved more quickly because of specialized learning situation. Proper time and attention is given to training. Individualized instruction can be given. Training activities do not disturb the regular process of production.

Disadvantages of Vestibule Training

1. The division of responsibilities leads to organizational problems. 2. An extra investment is done on equipment. 3. This method is of limited value for jobs which utilize equipment which can be duplicated .

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Apprenticeship Programme
Many companies have their own apprenticeship programme. Here the workers are employed and given a small stipend to learn the job first. After the training is completed they are recruited in the industry. The advantages of apprenticeship are
A skilled workforce is maintained. Training results in immediate return. The workmanship is good. The hiring cost is lower because of reduced turnover and lower production costs. The employees become more loyal and growth opportunities are more.

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Simulation Methods
In this technique, the actual job conditions are created as nearly as possible. This technique is commonly used in the aeronautical industry.

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Knowledge Based Methods

In this technique, trainees are exposed to concepts and theories, basic principles, and pure and applied knowledge in any subject area. The main aim is to make trainees aware of the fundamentals. The examples of this method are lectures, seminars, workshops, films and training, group discussions, etc.

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Experiential Methods
In this technique, the main focus is on achieving through group processes and dynamics. Attitudinal training helps an individual to better understand self, group behavior and personal interaction. This helps an individual to understand the problems of human relationship in a work situation. This training is provided on-the-job by the workers immediate supervisors. The success of this method depends on following facts:
The supervisor must be a good teacher. He should be given incentives and time for carrying out the training programmes. They should know the training needs of the trainees.
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Need and Importance of Management Development

Management development is the development of management over and above its science and theory, of its practice and application in organizations, corporations and institutions, alike in relation to the organization and manager, so as continuously to re-equip both to fulfill their purposes more effectively and in harmony with each other, and both with the environment in which they function and have their being and hope to thrive upon and grow. ---- Dr. B.K. Madan Executive development is defined as improving an individuals managerial effectiveness through a planned process of learning. The change in an individual should occur in following areas:
Knowledge change Attitude change Behavior change Performance change End results
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The success of executive development depends on the following factors: Trainees personal characteristics like intelligence and motivation. His actual learning efforts These two variables are affected by the following factors: Formal organization Leadership climate Cultural factors

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Organizations perform management development to achieve the following results: Improve technical performance. Improve supervision and leadership. Improve inter-departmental cooperation Find an individuals weaknesses. Attract good people. Encourage promotion from within policies. Make sure that the qualifications of key personnel become better known. Create reserves in management ranks. Make an organization more flexible by making its members more resourceful and multipurpose. Improve organizational structure. Encourage junior executives to do better work.

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Evaluation of Training
Training evaluation is done to

Judge the ability of the participants to perform the jobs for which they were trained. Find defects or faults in training provided. Find whether the trainee requires any extra training. Find the training requirements of the participants to the meet job requirements.

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There are four basic categories of outcomes that can be measured:

Reaction: It is evaluating the trainees reaction to the programme. Learning: It is finding whether the trainee learnt the principles, skills and facts taught by the trainer. Behavior: Whether the trainees on-the-job behavior changed after training. Results: What results have been achieved after training.

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How to evaluate Training effectiveness?

Reaction
Did the trainee like the program?

Behavior
Whether the trainee behavior on the job changed because of the training program?

Learning
Did the trainee learn?

Results
What final results have been achieved
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 Structured interviews with supervisors are used to get feedback on training. Experimental and control groups are also created to find the impact of training. Two groups are randomly prepared. Training is provided to the experimental group while no training is provided to the control group. If results of experimental group are a lot better than those of the control group, training is considered successful. Time series analysis is also used to find the impact of training.

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Why do you think training fails?

Training fails due to the following reasons:

The benefits of training are not clear to the top management. The top management does not give reward to the supervisors for conducting training. The top management does not systematically perform the tasks of planning and budgeting. The middle management does not get proper incentive from top management and hence does not account for training in production scheduling. Off-the-job training sometimes teaches techniques or methods which are not practically implemented in the organization. Trainers provide limited counseling and consulting services.

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Training programs can be made effective and successful by taking care of the following factors:
Specific training objectives should be framed. It should be determined whether the trainee has the necessary intelligence, maturity and motivation to complete the training program. The trainee should be made to understand the need for training and the personal benefits achieved by changes in behavior that take place after training. The training programme should be planned in such a way that it is related to the trainees previous experiences and background. Organizational conditions should be favorable for a good learning environment.

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