Training Process

What is Training? (Meaning & Definition)

Training is the act of increasing the knowledge and skills of an employee for doing a particular job. It is a planned program designed to improve performance and bring about measurable changes in knowledge, skills, attitude, and social behavior.

Key Definitions:

• Flippo: “The act of increasing the knowledge and skills of an employee for doing a particular job.“

• General Definition: A process of learning a sequence of programmed behavior relevant to a specific job.

Characteristics of Training:

• Increases knowledge and skills for the job.

• Bridges the gap between job needs and employee skills.

• Job-oriented and vocational in nature.

• A short-term activity designed essentially for operatives.

Training vs. Development vs. Education

It is crucial to understand the difference between these three concepts.

🛠️ Types of Training

Organizations use various types of training to meet different needs:

1. Skills Training: The most common type. Focuses on basic skills like reading, writing, computing, and problem-solving.

2. Refresher Training: Used to update employees on the latest developments and technologies (e.g., new software).

3. Cross-functional Training: Training employees to perform operations in areas other than their assigned job (e.g., Job Rotation).

4. Team Training: Focuses on content tasks (goals) and group processes (interaction, cooperation).

5. Creativity Training: Encourages “out of the box” thinking, brainstorming, and breaking away from restrictions.

6. Diversity Training: Creates sensitivity towards race, gender, culture, and backgrounds to foster harmonious relationships.

7. Literacy Training: Improving basic reading, writing, and arithmetic skills to improve productivity.

8. Orientation Training: Introducing new employees to the company culture and “learning the ropes.“

The 6-Step Training Process

Training is most effective when it is systematic.

Step 1: Identification of Objectives

Identify the business objectives to determine the direction the organization needs to move.

Step 2: Determining Training Needs

Identify needs through:

• Organizational Analysis: Study of objectives, resource utilization, and climate.

• Task/Role Analysis: Detailed examination of the job and its components.

• Person Analysis: Determining if specific individuals need training or if poor performance is due to other factors.

Step 3: Identify Training Objectives

Set specific goals for what the training should achieve to meet the identified needs.

Step 4: Determine Content & Schedule

Decide on the technical and behavioral content, select instructors, and set the timeline.

Step 5: Coordination

The HR department arranges the faculty, support services, refreshments, and materials.

Step 6: Evaluation

Determine the effectiveness of the training. Did it achieve its objectives? (evaluated through reaction, learning, behavior, and results).

Methods of Training

Training methods are classified by location:

1. On-the-Job Training Methods

Learning while working at the actual workplace.

• Job Instruction Training (JIT): A 4-step process: Prepare, Present, Try out, Follow up.

• Coaching: Daily training and feedback from an immediate supervisor.

• Mentoring: A senior manager grooms a junior person (protégé) in technical and political skills.

• Job Rotation: Moving a trainee from one job to another to provide a broader perspective.

• Apprenticeship: A long-term program combining on-the-job work with classroom instruction (common for trades like plumbing).

• Committee Assignments: Trainees work together to solve actual organizational problems.

2. Off-the-Job Training Methods

Learning at a location away from the work spot.

• Vestibule Training: Simulating actual work conditions in a classroom setting (common for clerical jobs).

• Role Playing: Acting out realistic behaviors in imaginary situations to develop interpersonal skills.

• Lecture Method: Traditional direct instruction to a large group. Low cost but low transfer of training.

• Conference/Discussion: A group-centered approach where ideas and procedures are clarified.

• Programmed Instruction: Self-paced learning through sequential units (expensive to develop).

• E-learning: Online learning at the trainee’s own pace (requires internet and self-motivation).

• Behaviorally Experienced Training: Business games, case studies, and sensitivity training to improve behavioral skills.

Approaches & Techniques of Job Design

Job Design is the process of deciding the contents of a job. It involves determining the duties, responsibilities, and the methods of doing the work. Proper job design contributes significantly to employee satisfaction and productivity.

If you have doubt in above topic you can prefer watching this video. (LINK)

Techniques to Improve Job Design

1. Job Rotation:

   • What is it? Systematically moving employees from one job to another.

   • Benefit: Relieves boredom, broadens the employee’s perspective, and increases workforce flexibility.

   • Drawback: Can be expensive and disruptive if done too frequently.

2. Job Enlargement:

   • What is it? Adding more tasks to a job at the same level of difficulty (Horizontal expansion).

   • Benefit: Reduces monotony by increasing the variety of tasks.

3. Job Enrichment:

   • What is it? Adding more responsibility, autonomy, and control to a job (Vertical expansion).

   • Benefit: Increases motivation and job satisfaction by giving employees a sense of ownership and achievement.

4. Work Simplification:

   • What is it? Breaking down jobs into smaller, simpler tasks.

   • Benefit: Increases efficiency for repetitive tasks but can lead to boredom.

Career Planning & Development

Career Planning is the process by which an individual selects career goals and the path to achieve them. It matches personal goals with the opportunities available in the organization.

Need for Career Planning:

• Employees desire growth and clear career paths.

• Without it, frustration leads to high turnover and loss of key talent.

• It aligns employee aspirations with organizational needs.

The Career Planning Process

1. Identify Individual Needs: Help employees understand their aspirations and skills.

2. Analyze Opportunities: The organization outlines career paths and progression possibilities.

3. Align Needs & Opportunities: Match employee potential with organizational charts.

4. Action Plans: Undertake development programs to bridge gaps and review periodically.

Succession Planning

Succession Planning is the process of ensuring a suitable supply of successors for key senior jobs. It protects the organization from a leadership vacuum.

• Purpose: To identify and develop people to replace current job holders in key positions.

• Replacement Charts: Visual representations of who will replace whom. They show details of key executives and their potential successors.

• Difference from Career Planning: Succession planning focuses on key positions (mostly top level), while Career Planning covers all employees and their individual growth.

Steps in Career Development System

Career development is the lifelong process of managing your career. Key steps for individuals include:

1. Performance: Delivering excellent results is the foundation.

2. Exposure: Becoming known by decision-makers.

3. Networking: Building professional contacts inside and outside the firm.

4. Mentors & Sponsors: Finding senior guides who offer advice and create opportunities.

5. Expand Ability: Acquiring new degrees and skills proactively.

To learn how job roles are valued after designing them, please read Job Evaluation: Concept & Methods. Click here to read the full article.