Unit 3: Training and induction

Meaning of training:

Training is the process whereby people learn the skills, knowledge, attitude and
behaviours needed in order to perform their job more effectively.

Training is a systematic attempt to modify, change, improve or mould the

character, behavior, attitude and knowledge of the employees in relation to job and
organisation.

Definition:

According to Edwin B. Flippo “ training is the act of increasing the knowledge and
skill of an employee for doing a particular job”.

Objectives of training:

1. To establish a sound relationship between a worker and his job.

2. To increase the skill and knowledge of an employee.

3. To develop healthy and constructive attitudes among employees.

4. To prepare employees for higher level jobs.

5. To increase productivity of an organisation.

6. To minimise operational errors.

7. To increase the employee’s morale and confidence

8. To reduce the cost of production

9. To reduce the turnover and absenteeism

10. To improve quality

11. To help a company fulfill its future personnel needs

12. To maintain proper human relations.

Need or reasons for training:

1. Job requirement:

Qualification, knowledge and skill possessed by the employees may not suit the
requirements of the job. In such situations, the gap between the job requirement
and employees requirement needs to be fulfilled which is being done through
training.

2. Organisational requirements:

Organisations have to adopt changes in tune with changing environments for

survival and growth. Globalisation and liberalisation have made business firms
exposed to open competition. Modernisation and upgradation of technology call
for training the existing and new employees to equip them to the changing
environment.

3. Technological development:

Technological changes are found in mechanisation, automation and

computerisation. It becomes inevitable for any organisation to train its employees
to fall in line with the changing technology, skill etc.,

4. Change in the job:

Whenever an employee is promoted to a higher position, there falls the need for
training to discharge duties. Training should also be provided when an employee
has to adjust with a new method or technique of doing the work.

5. Improvement of quality and increase in productivity:

The purpose of training is improvement of quality since better informed workers

are less likely to make operational mistakes. Trained workers can work with more
confidence and show better performance than untrained workers.

Types of training:

1. Induction training or orientation training:

It is the introduction of the new employee into the organisation.

Main objective: To give a ‘bird’s eye view’ of the organisation where he has to
work.
This kind of training is arranged to familiarize the newly recruited employees to
the organisaiton and create confidence in them soon after they report to duty.
Lectures on objectives, policies of the company and tour of the factory, explaining
the rules, regulations and discipline of the company may be arranged.

2. Job training:

This type of training is given in order to enable the employees to perform better
than earlier and to make employees more proficient in the given job. It gives
information about the process of production, machines, and methods to be used.

3. Craft training:

Training given to employees to handle different jobs. Assumption that if an

employee is proficient to handle different jobs, absence of one employee may not
affect the continuity of work of the organization.

4. Refresher training:

Training for the old employees of the organisation to refresh and revive the
knowledge and to update the skill.

Objective: to acquire the latest knowledge for adjusting with the existing work by
adopting latest methods of performing their jobs.

5. Training for promotion:

Training given to employees to educate them and thereby to make them fit for
higher job responsibilities.

Methods of training:

1. On the job training

1. Job rotation

2. Coaching

3. Job Instruction

4. Committee assignment

2. Off the job training

 1. Vestibule training
2. Lecture method
3. Role playing
4. Conference
5. Case study method.

3. Electronic training.

1. On the job training:

The employee is placed on the job and is told about the method to perform it.
Employees are instructed by the supervisors or by qualified instructors. Known as
learning by doing, Training within industry at the work site and in relation to actual
job.
Merits:
1. It is economical:
No additional facility or personnel is required for training.
2. Practical knowledge:
Trainee learns more things on the actual equipment in the case and gets experience
under actual working conditions.
3. Rules and regulations:
by observing trainee learns the rules, regulations and procedures etc.,
4. Short period:
Can be learnt in a very short period.

Demerits:

1. It is difficult to concentrate:

Because of the disturbance, noise of the actual workplace.

2. It is unorganised

3. More accidents and damages of equipments and machines:

Because of mishandling of machines leads to damages, accidents etc.,

4. Decrease the quality and decrease the productivity:

Improper use of equipment and machines affects productivity and quality of work.

Types of on the job training:

1. Job rotation:

Job rotation means movement or shifting of an employee from one job to another
at regular intervals with an object to impart knowledge on a variety of jobs.

The idea behind this is to give him the required diversified skills and a broader
outlook and help him acquire comprehensive knowledge and skills. Adopted in
banks, insurance etc.,

Merits:

1. Increase the coordination and co-operation

2. Reduce monotony and boredom

3. Teaches new concepts and ideas.

4. Provides a variety of job experiences.

Demerits:

1. Difficult to adjust for frequent movement.

2. Fails to get the experience of a single job.

2. Coaching:

Trainer acts as a coach and guides and instructs the trainees. The trainer not only
gives instructions but also provides feedback on the performance along with the
suggestions for improvement.

Advantages of coaching:

1. Helps for continuous learning with personal care.

2. Helps in mutual understanding, emotional and guidance

3. Motivation to employees
4. Excessive interest in some creates favorable action.

*Internship method:

The position of a trainee or student who works in an organisation, sometimes

without pay, in order to gain work experience or satisfy requirements for a
qualification.

* Apprenticeship method:

Training is given to apprentices i.e young persons who work for an employer for a
fixed period of time in order to learn the particular skill needed in their job.

*Mentoring:

The process where in one senior individual is available to a junior to as a teacher,

friend, guide, philosopher and facilitator of junior person.

3. Job instruction training (JIT):

Trainer has to explain to the trainee how to perform the method of jobs; gives
knowledge and skills of the job and allows the trainee to do the job. Afterwards the
trainer appraises the performance of the trainee and provides the up-to-date
information and corrects the trainees. Known as training through step by step
learning.

Step 1: Preparation of trainee for instruction:

Give the general description of duties and responsibilities and find out what the
trainee knows already.

Step 2: Presentation of the instructions:

Includes telling and showing the employee each step of the job.

Step 3: Try out the performance:

Making the employees do the job and includes the correction of errors made by
employees.

Step 4: Follow up:

Involves checking frequently and encouraging the questions asked by employees.

referred to as “tell, show, do and review”.

Effective and excellent method but is time consuming and costly.

4. Committee assignment:

A group of trainees are given and asked to solve the actual problem. The entire
group of trainees has to solve the problem collectively by discussion. It creates
team spirit among them.

Merits or advantages of on the job training:

1. Simple and economical

2. Actual practical knowledge
3. Easy to clear the doubt
4. Short duration
5. Suitable for unskilled and semi skilled jobs.

Demerits of on the job training:

1. Problem of damage and accident

2. Difficult to concentrate
3. Inexperienced trainers.

B. Off the job training or classroom training:

It is conducted in a location which is away from the actual work place and is
specially designed for training. The trainee has to devote full time to learn the
materials related to his future job performance.

Off the job methods:

1. Vestibule training:

Vestibule means an entrance hall through which the main hall is entered. Vestibule
training is provided in a separate hall or room in which Actual work environment
is created.

A detailed explanation is given to the employee with equipment, materials, files

used for the performance of the job. Used for clerical staff, bank tellers, inspectors,
typist, machine operators etc.,

Merits:
1. Distractions are minimised as training is given separately in a classroom.

2. More effective because of a trained instructor.

3. No interruption of production.

4. Useful when a large number of employees are to be trainied at a time.

5. Can clear doubts and get clarification on the spot.

Demerits:

1. It leads to organisational problems

2. it requires additional investment for equipment(Expensive)

3. It is artificial

4. has limited use.

2.Lecture method:

Oldest and the most simple method of training. The trainer gives a lecture on a
topic related to a training programme and he may supplement his lecture by group
discussion, case study, film show etc.,.

Merits:

1. Simple

2. More effective

3. Economical→ can cover many people in one lecture.

4. Increases the knowledge

5. Saves time

Demerits:

1. One way communication

2. Requires speaking skill

3. Does not stress on the application of knowledge

4.Lack individual attention

5. Not effective for changing attitude

6. Audience remain passive

7. Applicable only for a short period of time.

3. Role playing:

Participant (trainee) has to play a role in certain aspects.

It is a method of human interaction which involves realistic behaviour in imaginary

situations.

The background information is provided to the employee and is expected to make a

critical evaluation of the given alternatives. Each one is advocating one of the
alternative courses of action. It involves action, doing and practice.

Merits:

1. Brings about desired changes in behaviour and attitudes.

2. Human sensitivity and interactions are stressed.

3. Learning by doing is emphasised

Demerits:

1. Waste of time

2. It is like childish acting.

4. Conference method:

It is a meeting. the participants have to discuss the common subject matter with
each other. It is Conducted with organised plans.

During the conference, a group of people pose the ideas, examine and share the
facts, ideas and data, test the assumptions and participants jointly apply their minds
and draw the conclusions. Helps to improve problem solving skills, decision
making skills and job performance.

Merits:
1. Good method for the development of conceptual knowledge.

2. suitable method for analysing problems.

3. Active participation.

4. Teaches interpersonal skills.

5.Helps for getting new ideas, policies and plans.

Demerits:

1.limited to a small group of 15 to 20 persons.

2.Its programme is slow

3.Irrelevant issues creep in easily.

5. Case study:

A case study is a real life situation or a hypothetical business problem or situation

presented in writing to the trainees for study, analysis, interpretation and for
proposing a suitable solution. The trainee is instructed to identify the problem,
analyse the situation and devise a solution for the identified problem. (learning by
doing)

6. Seminar:

One or more trainees prepare the paper on a subject selected in consultation with
the person in charge of the seminar. The trainee reads the paper and other members
are allowed to raise the questions to discuss the subject of the seminar.

3. Electronic training:

Audio visuals:

Provides a wide range of realistic examples of job conditions and situations in a

short time.

Computer based training:

Trainee uses a computer based or CD-Rom system to interactively increase his

knowledge or skills .
Online training:

Participants complete course work from wherever they have access to computer
and internet.

Identifying training needs or training need assessment:

Lack of Knowledge, ability, skill and potentiality creates the need for training.

1. Organisational analysis:

Analysis of the strength and weakness of the organization will certainly help to
determine the training needs of the organisation.

2. Job analysis:

Analysis of job-like duties and responsibilities involved in the job, type of persons
required to perform the job, equipment, materials and tools required for performing
the job and the working condition prevailing in the organisation helps to identify
the areas where training is required.

3. Manpower analysis:

It is the analysis of the employees already working in the organisation and

employees to be recruited. In this analysis, employees to be trained and the
changes required in the knowledge, skills, attitude, behavior and aptitude of an
employee are determined.

4. Environmental factors:

Other factors like economic, political, technological and socio-cultural factors also
determine the training needs of the employees.

Reasons for failure of training:

1. The members being wrongly selected

2. The members being badly prepared and motivated

3. the training being bad in content or method.

4. the objective being inappropriate

5. the training not being related to organisational realities.

Steps in training programme or the training procedure:

1. Identifying the training needs:

Training need is the gap which exists between the required and actual standards of
2. Preparing the instructor:

Trainer should be efficient and experienced. The instructor should know the job to
be taught and how to teach it. The instructor should explain and demonstrate
whatever is assigned to him. He must be capable of using appropriate technique for
training the employees.

3. Preparing the Trainee:

Selection of the target group and creation of desire to learn is important.Decide the
type of employees like old or new, skilled or unskilled, male or female etc.,
Trainees are nervous when approaching the unfamiliar task. The trainer should
encourage and motivate the trainees by explaining new things.

4. Getting ready to teach:

It means planning the programme, deciding the contents of training, preparing the
training materials, choosing appropriate method of training, fixation of time etc.,

5. Presenting methods:

Use various alternative methods for presenting information to trainees such as

explanation, demonstration, picture, charts, graphs etc., Presentation should be
clear and complete. Trainer should see that every trainee is active in the session.

6. Performance try out:

Trainee is asked to perform the work independently. His performance is observed

and mistakes are corrected and if need be proper guidance is given for following
the correct step.

7. Follow up:

All the training programmes should have a follow up. It is assessing the
effectiveness of training programmes. Done through collection of opinion or
feedback from participants. On the basis of feedback collected, necessary
corrective action can be taken.

Importance of training or advantages of training:

1. Advantages of training to employers or organisation:

1. Quick learning:

Helps to reduce the time for training.

The qualified instructors will help the new employees to acquire the skills and
knowledge to do particular work within a short period.

2. Higher productivity:

An increased knowledge and skill help to increase output both in quality and
quantity.

3. Standardisation of procedures:

Training brings standardisation in respect of work and it teaches all employees the
standard methods of performing the work.

4. Less supervision:

A well-trained employee becomes self-reliant in his work because he knows what

to do and how to do it.

5. Economical operations:

Accidents, damage to machinery and equipment, wastage are minimised. helps to

reduce cost of production per unit.

6. Higher morale:

Will change the attitude of the employees to give active support for organisational
activities and employers obtain better co-operation and loyalty from employees.

Reduces dissatisfaction , complaints, absenteeism and labour turnover among

employees.

7. Preparation of future manager:

Training improves the qualification of employees for promotion and prepares
future managers for the benefit of employees.

8. Better management:

Maintaining higher standards of quality, building a satisfactory organisational

structure, delegating authority and motivation among employees.

Advantages of training to employees:

1. Confidence:

Training creates confidence in the minds of the workers.

2. New skills:

New skills prove to be a personal asset to the worker. Such skills remain
permanently with the worker himself.

3. Promotion:

Training helps workers to get quick promotion and self development.

4. Higher earnings:

On account of promotion, employees will get more remuneration and other

monetary benefits.

5. Adaptability:

Helps the employee to develop adaptability among workers, job, work procedures
and methods that are changed.

6. Increased safety:

Awareness of various safety devices in the factory helps workers to handle the
machines safely.

Induction:

Induction means introduction of a new employee to the job and the organisation. It
is the process of receiving and welcoming an employee when he first joins a
company and giving him the basic information he needs to settle down quickly and
happily and start work.

The new comer is explained his duties and responsibilities, company rules, policies
and regulations so as to make him familiar to the organisaiton.

Objectives of induction;

→ to make the new employee feel at home and develop a sense of pride in the
organisaiton and commitment to the job.

1. To help the new employee to develop a close and cordial relation with the
existing employees.
2. To give information about the different buildings, company rules, leave
rules, rest periods etc.,
3. To help the new employee overcome his natural shyness and nervousness in
meeting the new people.
4. To develop a sense of belongingness and loyalty among the new employees
5. To help the employees know different facilities and opportunities available

Importance or advantages of induction programme:

1. Helps to develop close and cordial relations→ with present

employees.
2. Helps to get necessary information→location of plant, rules and
regulations, leave rules etc.,
3. Helps to overcome natural shyness
4. Helps to know different facilities
5. Helps to build confidence
6. Enables employees to develop team spirit
7. Provides opportunities to express difficulties
8. Helps to maintain good communication.

Problems faced during induction:

1. Unprepared programme:

Induction programme is arranged without a proper plan. If the organisation

cannot be prepared for the first day, newly recruited employees may develop
wrong perceptions about the company.
 2. Overwhelming information:

When new employees are overloaded with too much information about the
company, its products, rules, culture etc they may feel overloaded and get
frustrated.

3. Untrained supervisor:

If the supervisor who gives orientation is untrained or fails to orient the

employees, fails to answer the questions and doubts raised by the
participants, the very purpose of induction gets defeated.

4. Assignment of unimportant tasks;

If employees are given unimportant work or asked to perform the tasks

where there are high chances of failure that may discourage the employees
from taking keen interest in the job.

5. Wrong perception among employees:

Because of the short period spent on each job, they are thrown into action
too soon, their mistakes may damage the company.

Measures to make induction programme effective;

1. Introduction to new employees

→ introduce to colleagues, superiors and subordinates etc.,

2. Well planned and well designed programme:

→ should not be overloaded with too much information.

3. Well trained supervisors;

→ supervisors should be familiar with company policies, rules and

regulations.

4. Presentation of information:

→determine well in advance the appropriate way to present the

information.
 5. Proper feedback system:

→ it is advisable to collect proper feedback or opinion from the

employees on the usefulness of the programme conducted.

Gamification:

It is the process of adding games or game-like elements to something so as to

encourage participation.

Career development:

It is the process of learning and utilising short term skills to progress towards long
term professional goals.

Importance of career development:

1. Helps to make use of skills

2. Helps to achieve financial goals
3. Helps to retain employees
4. Helps to motivate the workers
5. Increases happiness and satisfaction.

Activities involved in career development;

1. Assessment of career need

2. Searching career opportunities
3. Balancing the need and opportunities
4. Monitoring career movement and maintaining records.

Promotion:

It is a process of moving an employee from lower post to higher post or position

with an increase in salary, status and responsibilities known as promotion.

According to E.B.Flippo “ a promotion involves a change from one job to

another that is better in terms of status and responsibility”.

Up gradation:

When the scale of salary of an employee is increased without corresponding

change in job.
Objective of promotion:

1. Reward to an efficient employee for his years of service

2. Method of retaining the efficient and experienced employees

3. Recognition of employee for good service

4. Build loyalty, morale and sense of belongingness

5. Increase employee’s organizational effectiveness.

6. Promote job satisfaction among the employees.

Types of promotion:

1. Horizontal promotion:

When an employee is shifted in the same category with increase in pay,

responsibility and change in designation, it is called horizontal promotion.

2. Vertical promotion:

When an employee is shifted from a lower category to higher category with

increase in pay status and responsibility it is called vertical promotion.

3. Dry promotion:

When promotion is made without increase in salary or remuneration, it is

called dry promotion.

Problems of promotion:

1. Basis or criteria for promotion

Basis of promotion→ seniority or merit itself poses a problem to the

organisation.

2. Refusal of promotion by employees:

Employees refuse promotion if they are promoted together with transfer to

an unwanted place or because of delegation of unwanted responsibility or
employees feel they are incompetent to discharge duty.
 3. Promotion may disappoint employees:

If all those who are due for promotion are promoted, employees will
certainly welcome the decision. If few are only promoted, it will disappoint
others

Demotion:

Shifting an employee to a post which carries lower status, responsibility and

pay is called demotion.

According to Beach “ demotion is the assignment of an individual to a job of

lower rank and pay usually involving lower level of difficulty and
responsibility.

Causes of demotion or need for demotion;

1.Incompetentence of employees

2. Mistake in work performance

3. Reduction in staff

4. Change in technology

5. Disciplinary action.

Transfers:

Is a movement of employees from one department to another department or from

one plant to another plant or from one position to another position without
changing any duties, responsibilities and status.

Purpose of transfer:

1. To satisfy the needs of an organization

2. To meet an employee’s own request

3. To train employees for promotion

4. To provide creative opportunity

5. To deal with fluctuations in work requirements.

Types of transfer:

1. Production transfer:

Transfer caused due to changes in production is called production transfer. To meet

the requirements of a company.

2. Replacement transfer:

When the factory or institution is closed down on humanitarian grounds senior

employees are transferred to replace an employee with less service.

3. Versatility transfer:

Employees may be moved from one job to another to provide the employee with a
background of varied job experiences and ample opportunities.

4. Personal or remedial transfers:

Where the employee is unhappy and uninterested, due to health or age in such
cases employees are transferred to another place.

5. Shift transfer:

When the employee is transferred from one shift to another due to personal reasons
or mutual understanding it is called shift transfer. Applied where there are more
than one shift

Separation:

Separation involves termination of service of an employee due to retirement or

retrenchment or layoff or dismissal.

Discharge or dismissal:

It Means deleting an employee from the payroll of the organisation for violation of
rules or performance is unsatisfactory or for misconduct.

Lay off:

It means inability of the employer to provide employment to workers due to

circumstances beyond the control of the employer.
Due to shortage of coal, power or raw material or accumulation of stock,
breakdown of machinery.

Retrenchment:

Retrenchment means cutting down expenditures by relieving employees

permanently to become financially solvent.

Retirement:

It is defined as termination of service of employees on attaining the age of

superannuation.

1. Voluntary retirement:
When an employee takes an option to retire from the service even before
superannuation it is termed as voluntary retirement.(VRS)
2. Compulsory retirement:
If an employee retires compulsorily from the service on attaining the age of
superannuation, the process is called compulsory retirement.

Resignation;
When an employee wants to quit or leave the organisaiton he may get his service
terminated through a process of resignation. Resignation is voluntary separation
initiated by the employee himself.

Rightsizing of workforce:
Rightsizing is the process of restructuring an organisation by cutting costs,
reducing employees or reforming upper management.
It is reducing or increasing the size of the workforce to maintain the strength of the
employees depending upon the needs of the organisaiton.