Unit-3 Training and Development

Training and Development

Training – Definition – Need and importance of training – Essentials of a good
training programme – Process of Training – Training methods – Techniques –
Identification of training needs

I. Definition of Training:
Training is a systematic process of enhancing the skills, knowledge, and competencies of
employees to improve their job performance and productivity.
It is aimed at equipping individuals with the necessary skills to meet organizational goals and
personal career growth.
Training can be formal or informal and takes place in various settings like classrooms,
workshops, or on-the-job scenarios.
1. Edwin B. Flippo:
“Training is the act of increasing the knowledge and skills of an employee for doing a
particular job.”
Flippo emphasizes the purpose of training in enhancing an employee’s ability to perform
specific tasks, focusing on knowledge and skill development.

II. Need and Importance of Training:

1. Skill Development:
Training helps employees develop the necessary skills to perform their jobs more effectively
and efficiently. It equips them with new knowledge and abilities, making them more
competent in their roles.
2. Increased Productivity:
Well-trained employees can complete tasks more quickly and accurately. This leads to a
direct increase in productivity, benefiting both the individual employee and the organization
as a whole.
3. Adaptation to Technological Changes:
As technology evolves, employees need to stay updated with the latest tools, software, and
processes. Training ensures that employees are equipped to handle technological changes and
innovations in the workplace.
4. Employee Motivation and Job Satisfaction:
Training programs demonstrate an organization’s commitment to employee growth, boosting
morale and motivation. Employees feel valued when they are given opportunities to learn and
advance their careers, leading to higher job satisfaction.
5. Reduction in Errors and Accidents:
Training reduces the likelihood of mistakes and accidents by teaching employees the correct
procedures, safety protocols, and best practices. This not only enhances performance but also
ensures a safer work environment.
6. Improved Employee Retention:
Investing in training makes employees feel more competent and valued, which can increase
job satisfaction and loyalty. This, in turn, reduces turnover and the costs associated with
hiring and onboarding new employees.
7. Ensures Compliance:
Training is essential for ensuring that employees are aware of and comply with industry
regulations, legal requirements, and safety standards. This is particularly important in fields
like healthcare, finance, and manufacturing.
8. Facilitates Career Development:
Employees who receive regular training are better equipped for career advancement. Training
helps individuals develop new competencies, making them eligible for promotions and more
challenging roles within the organization.
9. Supports Organizational Change:
As businesses undergo changes such as restructuring, new product launches, or shifts in
strategy, training helps employees adjust and align with the company’s new goals, processes,
and culture.
10. Enhanced Customer Satisfaction:
Well-trained employees are better able to understand customer needs, respond effectively,
and provide high-quality service. This improves customer satisfaction and strengthens the
organization’s reputation in the market.
III. Essentials of a Good Training Program:
1. Clear Objectives:
A good training program must have clearly defined and measurable objectives. These goals
should align with both the organization's needs and the individual’s development, specifying
what employees will learn or accomplish by the end of the program.
2. Relevance to Job Roles:
The content and skills covered in the training must be directly related to the employee’s
current role or future career development. Irrelevant training can lead to disengagement and a
lack of impact on performance.
3. Well-Structured Content:
The training program should be organized logically, with a clear progression from one topic
to the next. The information should be broken down into manageable sections, ensuring that
learners can absorb and apply it effectively.
4. Experienced Trainers:
Trainers should be experts in the subject matter and skilled in delivering content in an
engaging, clear, and accessible manner. Their ability to interact with participants, answer
questions, and adapt the delivery to different learning styles is crucial.
5. Engaging Training Methods:
The training program should utilize a variety of teaching methods to keep participants
engaged. This may include a mix of lectures, discussions, practical exercises, case studies,
role-playing, and multimedia content to address different learning styles.
6. Hands-on Experience:
A good training program offers opportunities for practical application of the concepts
learned. Whether through simulations, on-the-job training, or workshops, hands-on
experience helps to reinforce theoretical knowledge and improve skill acquisition.
7. Feedback Mechanisms:
Continuous feedback during and after the training helps reinforce learning. Participants
should receive constructive feedback from trainers, and trainers should also gather feedback
from participants to assess and improve the training program.
8. Evaluation of Effectiveness:
A strong training program includes methods for evaluating its success. This can be done
through quizzes, tests, surveys, or performance assessments to measure the effectiveness of
the program and whether it has met its objectives.
9. Support Materials and Resources:
Supporting materials such as handouts, manuals, e-learning modules, or follow-up resources
should be provided. These help reinforce learning and offer employees tools to refer back to
after the training.
10. Post-Training Support:
After the training session, ongoing support is essential. This may include follow-up sessions,
mentorship, or access to additional resources to help employees implement what they have
learned and continue their development.
IV. Process of Training:
1. Needs Analysis:
The first step is to identify the training needs of employees. This is done by analyzing the
skill gaps between current and desired performance. The needs can be identified through
performance appraisals, feedback, surveys, or interviews with managers and employees.
2. Setting Training Objectives:
Based on the identified needs, clear and measurable training objectives should be set. These
objectives define what the employees should know, understand, or be able to do after
completing the training program.
3. Designing the Training Program:
Once objectives are set, the next step is to design the training program. This includes
selecting the content, training methods, and materials that align with the training goals. The
design phase ensures that the training will meet the needs of the employees and the
organization.
4. Selecting Trainers:
Trainers or facilitators are selected based on their expertise and ability to deliver the training
content effectively. This could involve internal trainers, external experts, or a combination of
both, depending on the training program.
5. Developing Training Materials:
Training materials such as manuals, handouts, slides, videos, and e-learning modules are
created to support the training process. These materials should be engaging, easy to
understand, and tailored to the learning styles of the participants.
6. Choosing the Training Methods:
The selection of appropriate training methods (e.g., classroom training, online learning, on-
the-job training, workshops, role-playing) is crucial. The method should be based on the type
of content being taught, the number of participants, and the desired outcomes.
7. Implementing the Training:
The training program is executed, and employees are engaged in the learning process. This
phase involves delivering the content using the selected methods, ensuring that the
environment is conducive to learning, and managing logistics such as scheduling and
materials distribution.
8. Monitoring and Support:
During the training, it’s essential to monitor the progress of participants. Trainers should
provide continuous support and clarification to ensure learners are absorbing the content.
Monitoring can involve quizzes, practical assessments, and feedback sessions.
9. Evaluating the Training:
After the training, it is necessary to evaluate its effectiveness. This can be done through
feedback forms, tests, surveys, and performance assessments. Evaluations help determine
whether the training objectives were achieved and how well employees have applied their
learning.
10. Follow-Up and Continuous Development:
Following the training, continuous support should be provided. This may involve follow-up
sessions, additional training, or mentoring to reinforce the skills learned. The training process
is ongoing and must be adjusted as new needs arise or as employees face new challenges in
their roles.

V. Training Methods

There are several methods of training. These are mainly categorized into two groups: On-the-
Job and Off-the-Job methods. On-the-Job methods are generally the methods that are applied
to the workplace during the working of the employee. It means learning while working. Off-
the-Job methods refer to the methods that are used away from the workplace. It means
learning before working.

On-the-Job Training Methods

Following are the On-The-Job methods:
Apprenticeship Programs:
Apprenticeship programs place the trainee under the guidance of well-trained personnel.
These programs are designed to obtain skills and knowledge of higher levels. Such programs
are necessary for people entering skilled jobs, like, plumbers, electricians, etc. These
apprentices are trainees who enter into these programs and invest some time working under
the guidance of a professional or a trainer. The trainees are required to spend a specified time
here where both fast and slow learners are trained together. The slow learners may be
provided with additional training.
Coaching:
In this method, the trainer who is known as the coach guides and instructs the trainee. The
coach or the trainer sets the required goals with a mutual discussion, advises on how to
achieve those goals, analyzes the trainees’ progress from time to time, and suggests changes
necessary in the attitude and performance. The trainee works under the senior manager and
the manager takes full responsibility for the employees’ training. The training is done to take
the place of the senior manager so that he can be freed from some of his duties. This is also a
chance for the trainee to learn about his job and the working of the organization.
Internship Training:
Internship training is a cooperation of educational institutions and business firms. These
trainings are generally a joint program. The candidates who are selected continue to pursue
their studies regularly and also work in a factory or office to gain the practical knowledge and
skills required for a job.
Job Rotation:
Job rotation involves shifting trainees from one job to another or from one department to
another. This allows the trainee to gain a better understanding of the working of the
organization and all its parts. The rotation enables the trainee to indulge in all kinds of
operations from different departments, and also allows them to enhance their knowledge and
skills. This is also beneficial for the trainees, as they get to interact with other employees,
which creates cooperation among different departments. Such training of employees makes it
easier for the organization at the time of promotions, replacements, or transfers.

Off-the-Job Training Methods

Class Room Lectures or Conferences:

The lecture or conference method is generally used for conveying specific information, rules,
procedures, or methods. The use of audio-visual means makes a formal classroom
presentation more interesting along with increasing the memory and proving an instrument
for clearing difficulties or doubts.
Films:
Films supply information and show a definite display of skills that are not easily represented
by other techniques. The use of films together with conference discussion is a very effective
method in most cases.
Case Study:
Case studies are the actual experiences faced by the organization. They display the events
that the managers have faced in real life. The trainees study these cases and analyze them
sincerely to find out the problems and their causes, come up with possible solutions, select
the best solution and at last, implement it.
Computer Modelling:
It encourages the work environment by developing a computer program that copies a few of
the realities of the job and enables learning to take place securely. It also allows the
organization to see the mistakes that may occur and how much they would cost. This saves
the organization from making mistakes in such situations in real life.
Vestibule Training:
 In vestibule training, the employees are given training on the equipment that they will be
using during their jobs. Though the training is conducted away from the actual workplace, the
trainees are provided with a work environment in which all the pieces of equipment, files,
and materials to be used are present. This method is usually used when the employees need to
handle advanced or complex equipment and machinery.
Programmed Instruction:
Such a method includes a predetermined and proposed acquisition of some definite skills or
general knowledge. In this method, the information is divided into meaningful units, and
these units are arranged in a proper way to form a logical and consecutive learning bundle or
collection, i.e., from simple to complex.

VI. Techniques of Training and Development

1. On-the-Job Training (OJT):

Employees learn while performing their actual job tasks under the guidance of a supervisor or
mentor. This technique is effective for hands-on roles and provides immediate, real-world
experience.
2. Classroom Training:
Traditional instructor-led training in a classroom setting, where employees learn from
lectures, discussions, or multimedia presentations. This method is useful for theoretical
knowledge and large groups of employees.
3. E-Learning/Online Training:
Training programs delivered via online platforms, allowing employees to learn at their own
pace. E-learning is convenient, cost-effective, and offers flexibility, with options like videos,
quizzes, and interactive modules.
4. Simulation-Based Training:
Using simulations to create realistic scenarios where employees can practice and apply skills
without real-world consequences. This is particularly effective for training in fields like
aviation, healthcare, and emergency response.
5. Job Rotation:
Employees rotate through different jobs or departments within the organization. This
technique broadens their skills, enhances versatility, and helps them gain a better
understanding of the business as a whole.
6. Role-Playing:
Employees act out specific roles or situations to practice their interpersonal skills and
problem-solving abilities. This technique is effective for improving communication,
leadership, and customer service skills.
7. Mentoring and Coaching:
A senior or experienced employee (mentor or coach) provides guidance, advice, and feedback
to a less experienced employee. Mentoring is typically a long-term relationship focused on
career development, while coaching is often task-specific and short-term.
8. Case Studies:
Employees analyze real or hypothetical business scenarios to identify problems, generate
solutions, and make decisions. This method promotes critical thinking and problem-solving,
particularly in management or strategic training.
9. Workshops and Seminars:
Interactive sessions where employees participate in group discussions, activities, and
exercises to learn new concepts or enhance existing skills. Workshops are often used for
skill-building, while seminars focus on knowledge transfer and expert insights.
10. Blended Learning:
A combination of different learning methods (e.g., classroom training, e-learning, on-the-job
training) to provide a more comprehensive and flexible learning experience. Blended learning
caters to various learning styles and helps reinforce knowledge in multiple formats.

VII. Identification of Training Needs

1. Performance Appraisals:
Regular performance reviews provide insight into areas where employees may be
underperforming or lacking specific skills. Managers can identify gaps in employee
performance and determine the necessary training to address these shortcomings.
Example: If an employee consistently struggles with meeting deadlines, training in time
management might be identified as a need.
2. Surveys and Questionnaires:
Surveys or questionnaires are often used to gather feedback from employees, managers, and
even customers about skills that need improvement. These tools can provide a broad view of
what skills are in demand or what areas employees feel need further development.
Example: A survey might ask employees where they feel they need more knowledge or
support in their role, or where they feel the organization is lacking in resources.
3. Interviews and Focus Groups:
Direct conversations with employees or managers can uncover specific training needs. Focus
groups, where a group of employees discusses their needs or challenges, can also provide
valuable insights.
Example: An interview with a team leader could reveal that their team needs more training in
communication skills or leadership.
4. Job Analysis:
A thorough analysis of job descriptions and tasks helps identify the skills and knowledge
required for specific positions. Comparing the current skill levels of employees to the
required competencies can highlight areas for development.
Example: Job analysis might reveal that employees in a technical support role need additional
training in new software tools or troubleshooting methods.
5. Observation:
Supervisors or managers can observe employees performing their daily tasks to identify
performance gaps or areas where employees may lack knowledge or skills.
Example: A manager observing an employee struggling to use new software might determine
that training is necessary to bring that employee up to speed.
6. Exit Interviews:
Feedback from employees who are leaving the organization can provide valuable insights
into areas where training may be lacking. Departing employees might reveal skills or
knowledge they felt were inadequate during their time at the company.
Example: An exit interview might reveal that many employees felt they didn’t receive
enough leadership training, leading the organization to consider training for potential future
leaders.
7. Employee Self-Assessment:
Employees are often asked to assess their own skills and identify areas where they feel they
need additional training. This helps organizations understand how employees view their
strengths and weaknesses.
Example: An employee might self-assess their lack of proficiency in Excel and request
training to improve their data analysis skills.
8. Customer Feedback:
Feedback from customers, whether through surveys or direct interaction, can indicate areas
where employees might need additional training. This is particularly important in customer
service or sales roles.
Example: If customers consistently report dissatisfaction with response times, training in
customer service efficiency or time management may be needed.
9. Technological Changes:
Changes in technology or new software systems within the organization may require
employees to learn new skills. Identifying the technological advancements affecting the
organization helps in determining the necessary training.
Example: The introduction of a new enterprise resource planning (ERP) system would
require training for employees to ensure they are proficient with the new tools.

10. Organizational Changes:

Shifts in organizational structure, strategy, or goals may reveal training needs. For example,
if a company decides to expand into a new market, employees might require training in areas
such as international business practices, language skills, or new sales techniques.
Example: If a company is expanding into a new region, employees may need training on local
regulations, culture, or customer expectations.