TRAINING & Institutional Training

TRAINING INTRODUCTION: Every organisation needs to have well-adjusted, trained and experienced people to perform the activities that must be done. As jobs in today’s dynamic organizations have become more complex, the importance of employee education has increased. When jobs were simple, easy to learn and influenced to only a small degree by technological changes, there was little need for employees to upgrade or alter their skills. But that situation rarely exists today. Instead, rapid job changers are occurring, requiring employee skills to be transformed and frequently updated. In organizations, this takes place through what we call employee training. MEANING: Training is concerned with bringing about improvement in performance of work of the employees. Training starts after the recruitment of the employees. Training is the process through which employees are made capable of doing the job prescribed to them. Training is the acquisition of knowledge, skills, and competencies as a result of the teaching of vocational or practical skills and knowledge that relate to specific useful competencies. Training has specific goals of improving one's capability, capacity, and performance. It forms the core of apprenticeships and provides the backbone of content at institutes of technology (also known as technical colleges or polytechnics). In addition to the basic training required for a trade, occupation or profession, observers of the labour-market recognize as of 2008 the need to continue training beyond initial qualifications: to maintain, 1

upgrade and update skills throughout working life. People within many professions and occupations may refer to this sort of training as professional development. The purpose of training is to achieve a change in behaviour of those trained and to enable them to do their jobs in a better way. Training is not a one step process but it is a continuous or never ending process. Training makes newly recruited workers fully productive in a minimum of time. Even for odd Workers, training is necessary to refresh them and enable them to keep up with new methods and techniques. Training implies learning the basic skills and knowledge required for a particular job. On the other hand, development involves the growth of the individual in all respects. In training non managerial employees the primary focus is on imparting manual skills, technical procedures and routine methods. But managers require generalized managerial skills DEFINITION: According to Prof. R.C. Dooley defined as, “Training is not something that is done once to new employees. It is used continuously in every well-run establishment. Every time you get someone to work in the way you want it done, you are training”. According to Gary Dessler training refers to, “The methods used to give new or present employees the skills they need to perform their jobs”. According to Dale Yoder defined as, “Training is the process by which manpower is filled for the particular jobs it is to perform”. According to Edwin B. Flippo refers to, “Training is the act of increasing the knowledge and skills of an employee for doing a particular job”. 2

NEEDS FOR TRAINING  TO ENABLE THE NEW RECRUITS TO UNDERSTAND WORK: A person who is taking up his job for the first time must become familiar with it. For example, if a fresh graduate is appointed as a clerk in a bank, he must first of all gain knowledge of the work assigned to him. For this, basic training is needed. Without any basic training the individual will not be able to do his work. An existing employee of the bank will probably teach him the basics.

 TO ENABLE EXISTING EMPLOYEES TO UPDATE SKILL AND KNOWLEDGE: Training is not something needed for the newly recruited staff alone. Even the existing employees of a concern may require training. Such training enables them to update their skill and knowledge.

 TO ENABLE AN EMPLOYEE WHO HAS BEEN PROMOTED TO UNDERSTAND HIS RESPONSIBILITIES: Training is essential for an employee who has just been promoted to a higher level job. With an elevation in his position in the organisation, his responsibilities are also going to multiply. Training, in the case of such an employee, will help to understand the intricacies of his new job.

 TO ENABLE AN EMPLOYEE TO BECOME VERSATILE: Sometimes an employee may have to gain knowledge of several related jobs. It will not be enough if he is only good in the work he does presently. For example, a clerk in a bank must be able to serve in different sections, e.g. saving bank, fixed deposit, loan, foreign exchange, cash and so on. 3

TYPES OF TRAINING

ON - THE - JOB TRAINING: On-The-Job training is considered as the most effective and widely used method of training. Under this method, a specific job is assigned to a worker. His immediate supervisor or an experienced employee of the same department generally instructs him. The nature of the job, the method of handling the machine and using the tools and the method of performing the tasks are all explained to him. Then he is asked to operate the machine in the course of actual production process. Thus, training and output go hand-in-hand. In this method the trainee is placed on regular jobs and taught the skills necessary to perform it. The trainee learns under the guidance and supervision of the supervisor or an instructor. The trainee learns under the guidance and supervision of the supervisor or an instructor. The various On-The-Job training methods are as follows: 4

 Vestibule Training: In this method a training centre called vestibule is set up and actual job conditions are duplicated are simulated in it. Expert trainers are employed to provide training with equipment and machines which are identical with those used in work places. The main advantage of vestibule training is that the trainee can concentrate on learning without disturbance of the workplace noise.

 Apprenticeship training: In this method, theoretical instruction and practical learning are provided to trainees in training institute. The main advantage of this method is that it combines theory and practice. Secondly the trainee acquires skills that are valuable in job market. One of the demerits of apprenticeship training is that it is time consuming and expensive as the training period ranges from one year to five years.

 Classroom training: Under this method, training is provided in company classrooms or in educational institutions. Lectures, case studies, group discussions, and audio visual aids are used to explain knowledge and skills to the trainees. Classroom training is suitable for teaching concepts and problem solving skills. It is also useful for orientation and safety training programmes.

 Internship training: It is a joint programme of training in which educational institutions and business firms cooperate. Selected candidates carry on regular studies for the prescribed period. They also work in some office or factory to acquire practical skills and knowledge. This method of training is used in professional work e.g. ICWA, CA, Company Secretaries etc. 5

 Induction Training: Induction or orientation refers to the activities involved in introducing the new employees to the organisation and its policies, procedures, rules and regulations. When a new employee reports for work, he must be helped to get acquainted and adjusted with the work environment and fellow employees. It provides the foundation for new employees to start working efficiently and comfortably in the new job. OFF - THE - JOB TRAINING: Under off-the-job training, the trainee is separated from the job situation. His attention is focussed upon learning the material related to his future job performance. As the trainee is not distracted by job requirements, he can concentrate fully on learning the job rather than spending his time in performing it. There is an opportunity for freedom of expression for the trainees. The various Off-The-Job training methods are as follows:

 Simulation training: Simulation involves creating atmosphere which is very similar to the original work environment. The method helps to train manager handling stress, taking immediate decisions, handling pressure on the jobs etc. An actual feel of the real job environment is given here.

 Business games: This method involves providing a market situation to the trainee manager and asking him to provide solutions. If there are many people to be trained they can be divided into groups and each group becomes a separate team and play against each other.

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 Conference or Discussion: Conference or Discussion is a method of training used to train the clerical, professional and supervisory personnel. It involves a group of people who pose ideas, examine and share facts, ideas and data, test assumptions and draw conclusions. All these contribute to the improvement of job performance. Discussion involves two way communications and hence feedback is provided. The participants feel free to speak in small groups. The success of this method depends on the leadership qualities of the person who leads the group.

 Readings: This method involves encouraging the trainee manager to increase his reading related to his subject and then ask him to make a presentation on what he has learned. Information can be collected by trainee manager from books, magazines and internet etc.

 Refresher Training: Refresher training is helpful in acquainting personnel with latest improvements in their work. The changing technological methods require fresh training

to

existing

employees

even

if

they are

well

trained

or

qualified. Everybody requires attending refresh courses to know the latest techniques of doing the work. Such training also helps in refreshing the memory of employees. It is not necessary for a worker to undergo refresher training outside his workplace. He will send his technicians for the purpose of assisting and guiding the workers.

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ADVANTAGES AND DISADVANTAGES OF TRAINING ADVANTAGES:  This type of training gets employees away from their work environment to a place where their frustrations and bustle of work are eliminated. This more relaxed environment can help employees to absorb more information as they feel less under pressure to perform.  Can be a source to supply the latest information, current trends, skills and techniques for example current employment legislation or other company law and regulation, current computer software or computerized technologies of improved/innovative administrative procedures. These new skills can be brought back and utilized within the company.  Experts in their field would cover these courses and this would mean that training for staff members would be taught to a reasonable standard.  As the courses are held externally, our company would not have added costs incurred as a result of extra equipment or additional space.  Sending an employee on a course could help to make an employee fee more valued as they would feel as if they are receiving quality training.  As many courses or seminars invite employees from other companies to attend, this would allow employees to network and perhaps drum-up business.  Low cost: does not require the development of potentially expensive training materials or classroom/computer-based instruction.  Task based: Since training is performed at the work area, training tends to be focused on performing real job tasks.  As every trainee learns the work from a senior employee of the same organisation, the training will be more relevant to the specific organizational needs. 8

DISADVANTAGES:  Depending on the course, the overall cost could prove quite expensive for example: many courses may require an overnight stay at a hotel if the course is outside the area of the course itself may prove to be expensive due to the level of expertise or equipment need to deliver the course.  As there is no real way to know the abilities both as a trainer and their subject knowledge of the people delivering the external training courses, there is no guarantee that sufficient skills of knowledge will be transfers or valuable.  Many courses do not have a system of assessment or standardization of learning. So there is no set yardstick that can be guarantee learning has been achieved to a specified standard.  There is also no guarantee that the trainee after the training shall continue in the same firm. If the worker fails to learn sufficiently, he shall not be appointed in the firm.  Incomplete: Without a structured lesson guide, trainers often forget to cover important information. What is learned is likely to be based on what happened that day rather than on what a new employee needs to know to be safe and productive.  Bad habits: The trainee observes and may adopt the trainer's habits and attitudes about all aspects of the job including safety, quality, customer service, and relationship with management. Poorly selected trainers can have many unintended consequences.  Inconsistent: Traditional Training relies heavily on an experienced employee to provide the instruction based on what they are feel the most important topics. What is important to one employee may not be important to another. The result is what is learned may vary greatly, depending on who is assigned as the trainer. 9

SCOPE OF TRAINING Training scope gives you the opportunity to manage your Standard and Procedures and your staff training and certification in real time.

 STANDARDS AND PROCEDURES: Standards and Procedures are created for every important task. Some will even be created at the corporate level, while others will be established at the branch level. These are maintained in the central Standards and Procedures repository, where they can be recalled at any time.

 POSITION TRAINING PROFILES: A Position Training Profiles are developed at the branch level for every position and this is entered into the system. Standards and Procedures are simply recalled from the central Standards and Procedures repository and added to the Position Training Profiles with one click. This fast tracks the generation of Position Training Profiles when creating new Position Training Profiles or perhaps preparing for the opening of new operation where the same or similar positions will be required.

 RATING STAFF PERFORMANCE: The Position Training Profiles contains a reference line for each and every Standards and Procedures that the staff member needs to know. So the staff member and their mentors can quickly see exactly what they are required to be able to do. Their mentor can rate the staff member’s performance to the required Standards and Procedures and easily update their Position Training Profiles with the status of their training effort.

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 CERTIFICATION: Training scope tracks and records the required training and certification and monitors that member’s training progress.

 REPORTING: The central data repository enables a range of reports that identity the status of training not only in the business as a whole but also at each department within the business and within defined regional areas.

 MULTILAYERED SYSTEM: Training Scope is multilayered. The system can be configured to allow for up to 8 levels within any organisation including Head Office, Regional Office, Property, Department, etc.

 ACCESS ABILITY: Training scope is delivered via the internet and can be ported into a company intranet, web portal or can simply be accessed directly via Standard and Procedures Net. All participants are issued with a username and password which is assigned their authorized access rights. So participants can only access the content and level that they have authority to access.

 SECURITY: The central repository resides in a Secure Sockets Layer can only be accessed with an appropriated username and password. The security is bank strength.

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IMPORTANCE OF TRAINING:  IMPROVEMENT IN SKILL AND KNOWLEDGE: Training, certainly, results in improvement in the skill and knowledge of the employee. This helps the employee to perform his job much better. This benefits the enterprise as well.

 HIGHER PRODUCTION AND PRODUCTIVITY: If an enterprise has a team of well trained employees, it will be able to expand its production. There will be a rise not only in production in terms of number of units but also in productivity. Productivity is the input-output ratio.

 REDUCTION IN ACCIDENTS: Trained employees are aware of the safety precautions to be taken while at work. They are always alert and cautious. This is bound to bring down the number of accidents in the work place.

 BETTER USE OF RESOURCES: Trained employees will be able to make better use of the materials and machines. This reduces the rate of wastage and spoilage of materials and machines. This reduces the rate of wastage and spoilage of materials and also breakage of tools and machines. The maintenance cost too is bound to come down.

 ADAPTABILITY: Trained workers do not resist change. They have the capacity to adapt themselves to any kind of situation. They are good in crisis management too. This indeed is beneficial for the organisation. 12

 JOB SATISFACTION: Well-trained employees are able to perform their jobs with a higher degree of skill. This increases their level of self-confidence and commitment to work. Such employees are bound to have a higher level of job satisfaction.

 REDUCED SUPERVISION: Well-trained employees do not need much supervision. They can do their work without having to approach their superiors often for guidance. This enables the superior to manage more employees. In other words, he can have a wider span. This reduces the cost of supervision.

 REDUCTION IN COMPLAINTS: Only bad workers blame the tools. An employee who has acquired the necessary skill and job knowledge would certainly love his job. Such an employee does not complain about anyone and anything.

 SCOPE FOR MANAGEMENT BY EXCEPTION: With trained workers working under them, it becomes easy for the managers to get things done by delegating authority. This enables the managers to concentrate more on important issues confronting the organisation. Thus, provision of training for employees gives the managers the scope to practice the technique of Management by Exception.

 ELIMINATION OF MISFITS: More selection and induction are not sufficient to procure proper personnel for the organisation. It is only training that makes him available for the given job. Besides, promising candidates can also be brought into the light. 13

 STABILITY: If an organisation has a team of trained employees it can face future challenges easily. The employees of today are going to be managers tomorrow. The retirement of key managers may not affect the stability of an organisation if it has a team of trained, efficient and committed employees who are ever ready to take over management.

 ELIMINATION OF WASTAGE: The quantity of spoiled work or wastage is also reduced sizably. It leads to reduction in the cost of production.

 REDUCTION IN LABOUR TURNOVER: Scientific training reduces the labour turnover and introduces stability and flexibility of employees. If employees are given training for various jobs, short-term adjustments can be made in times of need by transferring one employee from one department to another.

 HIGH MORALE: Training also motivates employees to work hard. Employees who understand the job are likely to have higher morale. They are able to maintain a closer relationship between their effort and performance.

 LESSER LEARNING PERIOD: Training reduces the learning time considerably. The employees need not indulge in trial and error method or self training. Besides, the training cost and waste of time are also reduced to the minimum.

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INSTITUTIONAL TRAINING

MEANING: An internship is a system of On-The-Job training for white-collar and professional careers. Internships for professional careers are similar to apprenticeships for trade and vocational jobs. Although interns are typically college or university students, they can also be high school students or postgraduate adults. On occasion, they are middle school or even elementary students. Generally, an internship works as an exchange of services for experience between the student and his or her employer. They can also use an internship to determine if they have an interest in a particular career, create a network of contacts, or gain school credit. Some interns also find permanent, paid employment with the companies in which they interned. Thus, employers also benefit as experienced interns need little or no training when they begin fulltime regular employment. 15

The internship opportunity in India are career specific, college students often choose internship based on this major at the University / Corporate house / NGO / Volunteer organization. At grass root level volunteer non-profit organization such as Paryawaran Sachetak Samiti (PSS) has been lobbying for a change of their environment. Students see it as way to develop their capabilities by utilizing the academic elements of their degree in a practical sitting. Short term (1 Month to 3 Months) internship provides an opportunity to learn about the environment while helping society meet a critical priority, monitoring & protecting the natural resources, the environment in organizational operation and the communities where Paryawaran Sachetak Samiti serve nature. Student internship is the most intense learning experiences that organization offer and link together Paryawaran Sachetak Samiti's network. Its fee-based program and charity auctions restrict internship opportunity to students in wealthier families.

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