HUMAN RESOURCE MANAGEMENT N.O.T.E.S UNIT - 3 LESSON 1: TRAINING AND DEVELOPMENT INTRODUCTION

 

UNIVERSITY OF DELHI / SCHOOL OF OPEN LEARNING 

B. Com. (Program) / B. Com. (Hons.)

HUMAN RESOURCE MANAGEMENT

N.O.T.E.S 

UNIT - 3

LESSON 1: TRAINING AND DEVELOPMENT

INTRODUCTION 

- After joining an organization, employees enter the personnel development phase.

- This phase focuses on providing necessary training and skills to help employees in their future job roles.

- A systematic training program is essential for the growth and development of employees in every company.

CONCEPT OF TRAINING

- Training is the process of enhancing knowledge and skills for a specific job.

- It aims to bridge the gap between job requirements and the current competence of employees.

- Training focuses on improving behavior and performance.

- Training is job-oriented and practical, while education is more general and theoretical.

- Education increases general knowledge, while training increases specific job-related skills.

- Training is primarily the responsibility of employers, while education is more person-oriented.

- Training is distinct from management development, which is a long-term process for managerial personnel.

- Training is short-term and specific to job-related purposes, while development is long-term and for general purposes.

- Training helps individuals perform their current job, while development prepares them for future roles and overall growth.

- Training and development are complementary processes that contribute to the development of talent and potential in individuals.

Importance of Training

1. Higher Productivity:

- Trained employees to better and use improved work methods.

- Educational and industrial training programs contribute to improved productivity.

2. Better Quality of Work:

- Formal training standardizes methods, improving product or service quality.

- Trained employees make fewer operational mistakes.

3. Reduced Learning Period:

- Systematic training reduces welcome performance time and cost required for learning.

- Employees reach acceptable performance levels more quickly.

4. Cost Reduction:

- Trained employees make more efficient use of materials and machinery.

- Decreased wastage, increased productivity, and better equipment handling minimize operational costs.

5. Reduced Supervision:

- Well-trained employees are self-reliant and motivated, requiring less guidance.

- Decreased supervision burden and potential for an expanded span of supervision.

6. Low Accident Rate:

- Trained personnel follow correct work methods and utilize safety devices.

- Frequency of accidents is reduced, promoting employee health and safety.

7. High Morale:

- Proper training develops positive attitudes among employees.

- Job satisfaction and morale increase due to higher earnings and job security.

- Reduced employee grievances with opportunities for internal promotion.

8. Personal Growth:

- Training expands knowledge and skills, facilitating personal career growth.

- Prevents obsolescence of knowledge and skills.

- Trained employees are valuable assets and can be promoted to higher positions or developed as future managers.

9. Organizational Climate:

- Effective training improves the overall organizational climate.

- Enhances industrial relations, and indiscipline, and introduces decentralization and participative management.

- Reduces resistance to change and fulfills future personnel needs internally.

- Enhances organizational stability by reducing employee turnover and absenteeism.

Types of Training

1. Orientation Training:

- Also known as induction training.

- Helps newly appointed employees adjust to the work environment.

- Familiarizes employees with their job, superiors, subordinates, and organizational rules and regulations.

2. Job Training:

- Enhances knowledge and skills to improve job performance.

- Focuses on teaching correct methods of handling equipment and machines.

- Reduces accidents, waste, and inefficiency in job performance.

3. Safety Training:

- Aims to minimize accidents and damage to machinery.

- Instructs employees on the use of safety devices and promotes safety consciousness.

4. Promotional Training:

- Provides training to existing employees for higher-level positions.

- Preparatory training before promotion to ensure smooth transition and ability to handle new responsibilities.

5. Refresher Training:

- Updates employees on new methods, techniques, and technologies.

- Revives and refreshes existing knowledge and skills.

- Helps prevent obsolescence of knowledge and skills.

6. Remedial Training:

- Addresses shortcomings in behavior and performance of experienced employees.

- Identifies employees with inappropriate methods or styles of working.

- Teaches correct work methods and procedures to improve performance.

7. Sensitivity Training:

- Enhances employment and sensitivity to workplace diversity.

- Improves communication and interpersonal bonds within teams.

- Develops positive behavioral and emotional attitudes towards others.

- Helps employees understand the feelings and emotions of colleagues and promotes empathy.

Identifying Training Needs

1. Organizational Analysis:

- Involves studying the entire organization's objectives, resources, resource allocation and utilization, growth potential, and environment.

- Examines short-term and long-term objectives and strategies.

- Analyzes resource utilization, efficiency indices, and departmental contributions.

- Considers the economic, political, socio-cultural, and technological environment.

- Evaluates the organizational climate through measures like absenteeism and turnover ratios.

2. Task or Role Analysis:

- Conducts a detailed examination of job components, operations, and conditions.

- Focuses on individual roles and the required training to fulfill those roles.

- Utilizes questionnaires, interviews, reports, tests, and observations to gather job-related information.

3. Person Analysis:

- Focuses on individual employees in their specific job roles.

- Addresses three key issues: performance evaluation, training needs assessment, and potential replacement options.

- Assesses employee performance and determines if training is required.

- Identifies specific areas in which training is needed.

- Considers the suitability of employees for training and potential alternatives such as job modifications or replacement.

4. Training Options:

- Based on the information gathered from the analysis, appropriate training options are selected.

- Designs a training program that aligns with organizational objectives, job requirements, and employee needs.

- Considers various training methods, such as workshops, courses, on-the-job training, or e-learning.

- Develops a training curriculum and outline specific learning objectives.

- Determines the timing, duration, and delivery mode of the training program.

5. Implementation and Evaluation:

- Executes the training program according to the defined plan.

- Monitors the effectiveness of the training through assessments, tests, and evaluations.

- Measures the impact of training on employee performance, knowledge, and skills.

- Collects feedback from participants and stakeholders.

- Makes necessary adjustments or improvements to the training program based on the evaluation results.

Designing a Training Program: 

1. Importance of a Training Policy:

- A training policy demonstrates top management's commitment to employee development.

- Guides the design and implementation of training programs.

- Identifies priority areas for training and offers opportunities for employee growth.

2. Steps in Designing a Training Program:

2.1 Identification of Training Needs:

- Technological changes and evolving industrialization require identifying training needs.

- Reasons for identifying training needs include the adoption of new techniques, poor performance, gaps between desired and actual performance, and weaknesses in the organization.

- Human resource plans and skills inventories help identify deficiencies and problem areas.

2.2 Setting Training Objectives:

- Training objectives should be specific and contribute to organizational effectiveness.

- Objectives may include increased productivity, improved quality, better human resource planning, health and safety improvements, prevention of obsolescence, and personal growth.

2.3 Organization of Training Program:

- Trainees, trainers, training period, and training material are essential components.

- Proper selection of trainees ensures optimal results.

- Trainers should possess professional expertise and effective instructional skills.

- Training period duration depends on the skill to be acquired, learning capacity, and methodology.

- Various on-the-job and off-the-job training methods can be employed.

- Training materials, including written materials, outlines, and reference materials, enhance instruction and facilitate learning.

3. Evaluation of Training:

- Training evaluation is crucial for determining its effectiveness.

- Self-graded tests and programmed learning kits provide feedback on progress.

- Evaluation informs the organization about the effectiveness of training and helps in designing future training programs.

- It allows monitoring and modification of training programs.

IN-TEXT QUESTIONS

1. _____________ helps to improve the level of performance. Trained employees perform better by using better methods of work.

2. Training is the process of increasing the general knowledge and understanding of employees True / False. 

3. Which of the following is not a step in the training process?

a) Identification of Training Needs                 b) Setting training objectives

c) Organization of training program              d) Step-by-step learning

4. ______________ involves training of existing employees to enable them to

perform higher-level jobs.

5. ______________training seeks to adjust newly appointed employees to the

work environment. Every new employee needs to be made fully familiar

with the job, his superiors and subordinates, and the rules and

regulations of the organization.

ANSWERS 

1. Training

2. False

3. d) step-by-step learning

4. Promotional Training

5. Orientation Training

METHODS OF TRAINING 

Training methods play a crucial role in developing the skills and knowledge of employees in an organization. Various methods have been developed to cater to different categories of personnel and their training needs. The focus is on selecting the most relevant methods for effective training. The following categories of training methods are commonly used:

On-the-Job Training:

Considered the most effective method for operative personnel.

Training takes place at the actual workplace under the supervision of immediate supervisors.

Methods under on-the-job training include:

1. Job Instruction Training (JIT):

- Four-step process: preparation, presentation, performance tryout, and follow-up.

- Trainer provides an overview, demonstrates the job, and allows the trainee to practice until mastery.

- Example: A new employee in a manufacturing plant learns assembly line procedures through step-by-step instruction.

2. Coaching:

- Daily training and feedback by supervisors.

- Informal and unplanned.

- Supervisor explains, answers questions, provides models and empowers trainees.

- Example: A team leader guiding employees on effective customer service techniques.

3. Mentoring/Understudy:

- Senior manager mentors a junior employee.

- Focus on developing skills, and intellect, and integrating with the organization.

- Can be formal or informal.

- Example: A seasoned executive mentoring a young professional by sharing industry insights and guiding career growth.

4. Job Rotation:

- Trainees move between different job roles.

- Aims to provide a broader organizational perspective and understand various functions.

- Promotes flexibility and cooperation among departments.

- Example: An employee in a multinational company rotating between departments such as marketing, finance, and operations.

5. Apprenticeship Training:

- Formal training for craft workers like plumbers and carpenters.

- Trainees work with experienced guides or trainers.

- May combine job training with classroom instruction.

- Example: An aspiring electrician undergoing a structured apprenticeship program to learn practical skills and theory.

6. Committee Assignments:

- Trainees solve actual organizational problems in groups.

- Develops teamwork and understanding of organizational dynamics.

- Example: Trainees from different departments collaborating to develop a cost-saving initiative.

Advantages and Disadvantages:

- On-the-job methods are cost-effective and promote productivity.

- Immediate feedback facilitates learning.

- Potential drawbacks include disruption in production, limitations for experienced workers, and possible equipment damage.

- Effectiveness depends on the teaching skills of the trainer.

Overall, utilizing on-the-job training methods allows employees to learn by doing, with various techniques catering to different training needs. These methods offer practical experiences, but careful implementation is necessary to ensure optimal results.

Vestibule Training:

1. Definition:

- Classroom training for semi-skilled jobs.

- Suitable for training a large number of employees simultaneously.

- Focuses on learning rather than production.

- Commonly used for training clerks, machine operators, typists, etc.

2. Purpose:

- Duplicates materials, equipment, and conditions found in the actual workplace.

- Aims to train workers on specific jobs as they would perform them in their workplace.

- The HR department arranges vestibule training when line supervisors cannot handle the training workload.

3. Advantages:

- Expert and specialist instructors are involved.

- Trainees can concentrate on training without workplace distractions.

- Training activities do not disrupt regular production processes.

- Trainees can become familiar with work routines and reduce initial nervousness before starting work.

4. Suitability:

- Ideal when training online supervisors is not practical.

- Particularly useful when specialized learning is required.

Example: A company conducts vestibule training for a group of data entry operators. They are trained in a simulated classroom environment with identical equipment and software they will use on the job. This approach allows them to focus solely on learning the necessary skills without the pressure and distractions of the actual work environment.

            Vestibule training provides an efficient and controlled setting for skill development, ensuring that trainees are well-prepared before transitioning to their respective workplaces.

Off-the-Job Training:

1. Definition:

- Training conducted away from the workplace.

- Focuses on knowledge and skills development.

- Workers are free from work-related pressures during training.

2. Methods:

a) Role Playing:

- Participants assume specific roles and engage in realistic behavior in imaginary situations.

- Primarily used for developing interpersonal interactions and relations.

b) Special Lecture cum Discussion:

- Classroom training focused on imparting knowledge.

- Executives, specialists, or invited experts deliver lectures on relevant topics.

- Cost-effective for large groups, but may lack active learner participation.

c) Conference Training:

- Group meetings where knowledge and understanding are developed through oral participation.

- Participants exchange views and raise queries.

- Video conferencing is gaining popularity as a means of participation.

d) Programmed Instruction:

- Subject matter presented in carefully planned sequential units.

- Trainees progress through the units by answering questions or filling in.

- Can be expensive and time-consuming.

e) Case Study:

- Simulates real-life experiences in the classroom.

- Trainees analyze and propose solutions to problems related to concepts and principles.

- Instructor facilitates discussion and helps reach a common solution.

- Provides an opportunity to apply knowledge to problems.

Example: In a management training program, participants engage in role-playing exercises to simulate various managerial situations. They take on the roles of managers, employees, and other relevant characters, allowing them to practice and improve their interpersonal skills in a controlled setting.

Off-the-job training methods offer a range of approaches to knowledge and skills outside of the workplace, providing learners with opportunities for active participation, theoretical understanding, and problem-solving.

BENEFITS AND EFFECTIVENESS OF TRAINING :

Benefits of Training to Employers:

1. Higher Productivity: Trained employees perform better, using improved work methods.

Example: A manufacturing company trains its assembly line workers on an efficient production process, resulting in increased output per hour.

2. Better Quality of Work: Trained employees make fewer operational mistakes, leading to improved product or service quality.

Example: A customer service team undergoes training to enhance their communication skills, resulting in better interactions with customers and higher customer satisfaction.

3. Cost Reduction: Trained employees use resources more efficiently, reducing wastage and lowering operational costs per unit.

Example: A restaurant provides training on food portion control and inventory management, resulting in decreased food waste and improved cost-effectiveness.

4. Reduced Supervision: Well-trained employees become self-reliant and motivated, requiring less supervision.

Example: A software development team receives training on agile project management, enabling them to work independently and meet project deadlines effectively.

5. Low Accident Rate: Trained employees follow proper work methods and safety protocols, leading to a decrease in workplace accidents.

Example: A construction company conducts safety training programs to educate employees on using protective gear and operating machinery safely, resulting in a reduction in accidents.

Benefits of Training to Employees:

1. Self-confidence: Training enhances an employee's self-confidence and enthusiasm in performing their job.

Example: An employee attends a presentation skills training program, gaining confidence in delivering effective presentations to clients.

2. Higher Earnings: Well-trained employees can perform better, leading to increased earnings through performance-based incentives or promotions.

Example: An employee receives training in sales techniques and achieves higher sales targets, resulting in higher commissions or bonuses.

3. Safety: Training equips employees with the knowledge and skills to use safety devices and handle equipment safely, reducing the risk of workplace accidents.

Example: A factory worker undergoes training on operating heavy machinery, ensuring their safety, and preventing potential injuries.

4. Adaptability: Training enables employees to adapt to changes in work procedures and methods, enhancing their flexibility in response to organizational changes.

Example: An IT professional receives training on a new programming language, allowing them to adapt to updated software development practices.

5. Promotion: Training provides employees with opportunities for skill development, enhancing their chances of quick promotions within the organization.

Example: An employee participates in a leadership training program, acquiring the necessary skills to take on a managerial role and advance in their career.

6. New Skills: Training helps employees develop new knowledge and skills, which become valuable assets for their personal and professional growth.

Example: An employee attends a workshop on digital marketing, acquiring new skills in online advertising and expanding their expertise.

Training benefits both employers and employees by improving productivity, quality of work, cost-effectiveness, employee confidence, earnings, safety, adaptability, promotion opportunities, and the acquisition of new skills.

Effectiveness of Training:

1. Reactions: Trainees' positive reactions to the objectives, content, and methods of training indicate effectiveness.

Example: Trainees provide favorable feedback on the training program, expressing satisfaction with the material covered and the training methods used.

2. Learning: Evaluation of training effectiveness is based on the extent to which trainees acquire the desired knowledge and skills.

Example: A pre and post-training assessment shows a significant improvement in trainees' understanding of the subject matter and their ability to apply new skills.

3. Behavior: The application of learning in job behavior indicates the practical implementation of acquired knowledge and skills.

Example: After customer service training, employees demonstrate improved communication skills and handle customer inquiries more effectively.

4. Results: Measurable outcomes such as increased productivity, improved quality, cost reduction, accident reduction, and decreased turnover and absenteeism are indicators of training effectiveness.

Example: Following safety training, the number of workplace accidents decreases, leading to a safer work environment.

Essentials of a Good Training Program:

1. Relevant Content: The training program should align with the identified training needs and job requirements.

Example: A sales training program focuses on techniques for building customer relationships and closing sales, addressing the specific needs of the sales team.

2. Flexibility: The training program should accommodate individual differences in abilities, learning capacity, and emotional makeup.

Example: A leadership training program provides different learning pathways to cater to participants with varying levels of prior leadership experience.

3. Mental Preparation: The training program should mentally prepare trainees before imparting job-specific knowledge and skills.

Example: An onboarding program for new employees includes an orientation session to familiarize them with company values, culture, and expectations.

4. Qualified Trainers: The training program should be conducted by experienced and well-qualified trainers.

Example: An IT training program is delivered by industry experts who have extensive knowledge and practical experience in the subject matter.

5. Theory and Practice: The training program should emphasize both theoretical understanding and practical application.

Example: A customer service training program combines classroom instruction on customer service principles with role-playing exercises to practice effective communication.

6. Top Management Support: The training program should receive support from top management, as their endorsement and policies greatly influence training quality.

Example: The CEO actively promotes a culture of learning and allocates resources to ensure comprehensive training programs are available to employees.

A good training program incorporates relevant content, flexibility, mental preparation, qualified trainers, a balance of theory and practice, and top management support to maximize its effectiveness in improving employee performance and bridging the gap between expectations and achievements.

RETRAINING

Retraining is the process of providing training to individuals who have previously undergone training in their job. It is designed to prevent the obsolescence of employees' skills and knowledge e  job requirements. The need for retraining arises due to various factors:

1. Narrow Skillset: Some employees focus on a specific task and lack comprehensive knowledge and skills. Retraining widens their expertise and attitudes.

Example: A factory worker who specializes in operating a specific machine receives retraining to acquire skills in operating multiple machines.

2. Post-Layoff Training: Employees who are recalled to work after a layoff may require training to handle highly skilled jobs.

Example: After a period of unemployment, an engineer receives retraining to catch up with advancements in engineering technology.

3. Technological Changes: Technological advancements may render certain jobs obsolete. Retraining is provided to employees working in such roles for transition to new job requirements.

Example: As manual bookkeeping becomes automated, employees in the accounting department receive retraining in using accounting software.

4. Versatility Development: Retraining is necessary to develop a versatile workforce capable of performing multiple job roles.

Example: Sales representatives receive retraining to acquire skills in customer service and technical support to handle diverse customer needs.

5. Obsolescence of Skills: Rapid technological changes make the knowledge and skills of employees obsolete. Retraining becomes necessary to update their competencies.

Example: IT professionals receive retraining to learn new programming languages and software development methodologies.

6. Creation of New Jobs: Changes in demand for goods and services may lead to the creation of new job roles. Existing staff requires retraining to handle these new positions.

Example: In response to market trends, retail store employees receive retraining to adapt to new product lines and customer preferences.

Retraining is more commonly provided to rank-and-file workers as they are directly impacted by technological changes. These employees may require refresher courses to recall forgotten skills and adapt to new tools and methods due to technological progress.

In summary, retraining is necessary to update employees' skills, adapt to technological advancements, handle new job roles, and develop a versatile workforce. It addresses the evolving needs of employees and the organization in a dynamic work environment.

IN-TEXT QUESTIONS

11. ________________is the process of providing training to persons who underwent training earlier in their job. 

12. An effective training program should be flexible. True / False 

13. Training helps an employee to use various safety devices. He can handle the machines safely and becomes less prone to accidents. Yes/ No

ANSWERS :

11. Retraining 

12. True. An effective training program should be flexible.

13. Yes. Training helps an employee to use various safety devices, handle machines safely, and become less prone to accidents.

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