Unit 3 2010-12 Training1
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Transcript of Unit 3 2010-12 Training1
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UNIT III TRAINING AND EXECUTIVE DEVELOPMENT
• Types of Training Methods – Purpose, Benefits, Resistance - Executive Development
• Programmes -Common Practices - Benefits - Self Development - Knowledge Management
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TRAINING• Training is the continuous, systematic
development among all levels of employees of that knowledge and their skills and attitude which contribute to their welfare and that of the company.
• It bridges the differences between job requirements and employees present specifications.
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PURPOSE/OBJECTIVES OF TRAINING1. Enhancing employee performance: Helps to bridge
the gap between actual performance and expected.2. Updating employee skill: Keeping track of the speed
and direction of changes.3. Avoiding or delaying managerial obsolescence: A
manager’s inability to cope with technological advancements-managerial obsolescence.
4. Preparing for promotion and managerial succession: Transition of the employee from the present job to the next job easier.
5. Motivating and preventing employee attrition: Motivates and reinstates organizational commitment
6. Gaining organizational excellence: Knowledge, skill and motivation –human performance.
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INPUTS IN TRAINING1. SKILLS: Acquisition of a simple motor skill to
a complex administrative one2. ATTITUDES: Through orientation [induction]
programs, organization develops attitudes in new employees– better cooperation, greater loyalty
3. KNOWLEDGE: Job context, job content and knowledge related to quality and standards of product or quality of work.
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TRAINING PROCESS1. ORGANIZATIONAL OBJECTIVES AND
STRATEGIES: Assessment of its objectives and strategies.
2. ASSESSMENT OF TRAINING NEEDS: Individual/group training needs
3. ESTABLISHMENT OF TRAINING GOALS:
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4. DESIGNING TRAINING PROGRAM:• Who participates in the program• Who are the trainers?• What methods/techniques?• Where is the program conducted?5. IMPLEMENTATION OF THE TRAINING
PROGRAM:• Deciding the location and organizing training and
other facilities• Scheduling and conducting the training program• Monitoring the progress of the trainees.6. EVALUATION OF RESULTS:
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TYPES OF TRAINING1. Skills training: Basic skills-reading, writing, computing,
speaking, listening, problem-solving etc2. Refresher training: Rapid changes in technology 3. Cross-functional training:4. Team training: Content tasks and group processes.• How members must communicate• How they have to cooperate and get ahead• How –deal conflicting situation5. Creativity training:• Breaking away: • Generate new ideas• Delaying judgment:6. Diversity training: Diverse dimensions while designing a
training program—race, gender, age, lifestyle, culture, education.
7. Literacy training: Inability to write, speak and work well with others.
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FACTORS INFLUENCING TRAINING AND DEVELOPMENT
1. Top management support:2. Commitment from specialists and
generalists:3. Technological advances:4. Organization complexity:5. Learning styles:6. Other human resource functions:
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BENEFITS OF EMPLOYEE TRAINING1. Reduction in cost of production:2. Minimum Possibility of accident:3. Stability in organization:4. High morale:5. Improvement in the quality and quantity of
production:6. Difference between efficient and inefficient
employees:7. Minimum need of supervision:8. Helpful to managers:9. Increase in understanding:10. Team spirit11. Organization culture12. Organization climate:
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LIMITATIONS OF EMPLOYEE TRAINING
• Time consuming• Increase in responsibility: tough targets• Costly affair: • Increases competition: • Feeling of boredom: Repetition of work• Loss of investment to organization: • Develops feeling of jealousy and competition: • Restricts job switching:• Natural skills of employees remains unexplored:• Sometimes leads to frustration:
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TYPES OF TRAINING METHODS• ON THE JOB METHODS: Suited to
technical personnel and scientists.• OFF THE JOB METHODS: ON THE JOB METHODS:1. On the job training: 2. Job Instruction training:3. Coaching:4. Job rotation:5. Understudy:6. Apprenticeship:
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1. On the job training• Placed in a new job• told how to be performed. • Aims at developing skills and habits with
existing practices.• Procedure charts, lecture manuals, sample
problems, demonstrations etc.
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MERITS:• Real work environment• Economical• Full knowledge of the rules, regulations,
procedures by watching and doing• Convenient where jobs are difficult to simulate.DEMERITS:• Not understood properly• Distraction by noise • Cause low productivity
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2. Job Instruction Training [JIT]:• Formal systematic program for conducting
training in the workplace --By supervisor-• Actual work site as a proper setting to instruct
employees Merits:• Increase productivity and quality• Performance assessment can be done• Reinforces work relationshipsDemerits:• Finding the right time for it• Inefficient work methods
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3. Coaching:• Activity of guiding a manager by a senior one.• Tells how to do a job and corrects the errorsMerits:• Reduced errors• Job retention-reduced work stress• Achieve targetsDemerits:• Disorganized: trainer’s capability• Distraction• Low productivity: Initial period.
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4. JOB ROTATION:• Transfer of employees from one job to another in a
planned manner.• Horizontal Merits:• Broadens employees experience and views.• Cross functional capabilities• Variety– self imageDemerits:• Increased costs• Limited job knowledge• Frustrated-- interruptions—limited impact on
motivation
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UNDERSTUDY• Development technique to prepare a manager for
taking over the charge of his senior after his retirement, transfer, promotion or death.
Merits:• Continuity of managerial talent:• Leadership qualities:• Higher responsibilities:• Cheap method.Demerits:• Selection of wrong person:• Favoritism:
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APPRENTICESHIP• Earning while learning• Formal agreement between an individual who
wants to learn a skill and an employer who needs a skilled worker.
• Under the supervision of an experienced person, an apprentice receives knowledge and develop skills.
• Successful completion of apprenticeship, the trainee is eligible for applying for permanent job.
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Merits:• Learn while earn money• Blending of theory: Learning by doing• Motivate individuals:• Interaction skills:’• Update techniques:• Holistic training:Demerits:• Participant’s education –apprenticeship contract• Not all occupations offer apprenticeship• All apprenticeships are not easy.
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OFF THE JOB METHODS1. Lectures:2. Discussion Method:3. Demonstration:4. Simulation:5. Case Study:6. Role Plays:7. Brainstorming:8. Field trip:
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LECTURES• Concepts, ideas, theories, principles are explained.• Speaker: expert who collects the material and delivers.Merits:• Better method for larger group:• Simple, efficient and effective:• Provides basic theoretical knowledge:• Low cost:• Less time taking:• Better ambience:Demerits:• Does not follow-Learning by doing:• Difficulty in adjustment:• Boring:• Low trainee involvement
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DISCUSSION METHOD• Uses a lecturer to provide the learners with
context that is supported on through interactions both among the trainees and between the trainer and trainee.
• Two-way flow of communication-non-verbal communication
• Questioning can be done by both waysMerits:• Gets high level of participation• Good method for obtaining new ideas• Solving specific problems• Controversial material.
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Demerits:• Poor method—company policies• Poor method—participants –no background on the
subject.• Poor method—large number of participantsDEMONSTRATION• Instructional method—instructor shows and explains• Identifying the appropriate resources for demonstration:
Principles, tools, steps• Conducting a demonstration: Physical setting, aids,
assistants• Following up a demonstration: Test their understanding
level
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Merits:• Teaching skills to many people• Seeing, hearing, discussing and participating in a group
stimulates action• Trainer—control the pace—alter the needs of the group• Relate principles and theories—real world situationsDemerits:• Costly and expensive• Limited supply of materials—only one member –imitate
what has been demonstrated.• Large group—difficult to observe the demonstration.
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SIMULATION• Duplicated real job conditions• Actual on the job practice –expensive, serious
injury, costly error eg. Aeronautical industry.Merits:• Creates interest and motivates them• Avoid costly errorsDemerits:• Involves huge costs.
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CASE STUDY• Cases—actual business situations are prepared—given
to trainee managers for discussions and arriving at a proper decision.
Merits:• Enables the pooling of the experiences of a group of
participants• Distributes knowledge and facts• Promotes the process of synthesis of several concepts
and priniciples—one multi-faceted explanation or plan of action
• Improves participants skills in problem analysis and communication
• Group cooperation and improves interpersonal skills.
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Demerits:• Time-consuming • Requires participants to engage in deep-processing of the
general principles involved.ROLE PLAY:• Simulated exercise• Assume a role of a person in the simulated situationTypes:• Multiple role play : Groups acting out the role-play
simultaneously• Single role play: One group of participants plays—
others observe and analyze• Role rotation: Single role play—discuss -- exchange
characters• Spontaneous role play: One of the trainees plays
himself—while the other trainees play people with whom he interacted before.
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MERITS:• Participants: Experience as players or observers.• Development of certain skills• Diagnosing problems• Safe learning environment• Experiment with new ideasDemerits:• Instructional objectives—not clear—flop• Role briefs—clear• Selection of participants—tricky• Ineffective job done
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BRAINSTORMING• Developing creative ideas• Creative solutions to problemsMerits:• Broader participation, enthusiasm, team work, stimulated
thinking• Specific problem—effective• No highly paid consultant necessary• Inexpensive• Thinking out of the box• Generate ideas and solutions—can be used elsewhere• Widespread participation and involvement
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Demerits:• Time consuming• No sound ideas generated• Choosing the right groupFIELD TRIP:• Journey –group of people—to a place away from
their normal environmentMerits:• Practical experience—direct• Change from monotonous theory sessions• Inputs supplement –class room sessions• Report writing—systematic presentation of data• Collect relevant data--analyse
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Demerits:• Academic work is hampered• Expects high coordination ability from the
trainer• Expensive• Out of station• Complete relaxation and entertainment• More trainers needed
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ADVANTAGESON THE JOB TRAINING1. No Specific facilities
needed2. No additional staff needed3. Real life situation—no
simulation4. Productive –departments’
work5. Establish work-
relationships from the start6. Learning can be controlled7. No off the job cost
involved
OFF THE JOB TRAINING1. More time available2. Trainees’ specific
difficulties—explore—easy3. Relaxed atmosphere more
conducive to learning4. Easier to obtain full
attention of trainees5. Able to test hypothesis and
ideas 6. Improve morale and
motivation for self-development.
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DISADVANTAGESON THE JOB TRAINING1. Cost lost—departmental
budget2. Risk to machines,
equipment3. Part-time instructor—
lack skill4. Lack of time—due to
pressure of production5. Psychological pressures
on trainess due to exposure before experienced workers
OFF THE JOB TRAINING1. Cost of external facilities2. Artificial sheltered
environment3. Difficulty of simulating
work problems4. Resistance of trainers
being away from home5. Difficulty of transferring
learning to work situation6. More time consuming –
traveling costs and inconvenience
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DIFFERENCE BETWEEN ON THE JOB AND OFF THE JOB TRAINING
ON THE JOB TRAINING• Cheaper to carry out• Practical dealing with day-to
day requirements of job• Productive• Direct supervision possible• Distractions will be there• Coaching, job rotation,
apprenticeship, understudy are some on the job training
OFF THE JOB TRAINING• Expensive –separate training
rooms, aids etc• Deals with groups of workers
at the same time• Better response—away from
work pressure• More in-depth study• No distraction• Role plays, seminars, lectures,
case studies are some off the job training methods.
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RESISTANCE TO TRAINING• Resistance to change• Sources of resistance
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TYPES OF RESISTANCE1. Psychological resistance: Sentimental,
perceptual and emotional2. Sociological resistance: Group resists the
change on several grounds such as uprooting social norms and devaluating social standards.
3. Logical resistance: Changes are not desirable at present—no logic.
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FACTORS AFFECTING RESISTANCE TO CHANGE
• Insecurity• Lack of communication• Rapidity and extent of change• Group reistance• Emotional turmoil• Loss of power and control
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MANAGING RESISTANCE TO CHANGE1. Participation and involvement: Change should
be genuinely wanted by the employees—enthusiasm.
2. Communication and education: Educate about the change, its process and its working.
3. Leadership: The greater the credibility of the manager—acting agent—the greater the influence.
4. Negotiation and Agreement: When costs and benefits must be balanced for the welfare of all concerned parties.
5. Willingness for the sake of the group: Cohesiveness or group togetherness.
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EXECUTIVE DEVELOPMENT PROGRAMS [EDP]
• Executive development consists of all the activities by which all executives learn to improve their behavior and performance.
OBJECTIVES OF EDP1. increase function knowledge in specific fields2. increase proficiency in different management
techniques3. develop the ability to analyze problems4. sustain good performance of managers throughout
their careers by exploiting their full potential.
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5. To think through problems of human resources6. To develop responsible leaders7. Inculcate knowledge of human motivation and
human relationships8. Enhancing managerial skills
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PROCESS OF EDPANALYSIS OF DEVELOPMENT NEEDS:
APPRAISAL OF PRESENT MANAGERIAL TALENT
INVENTORY OF EXECUTIVE MANPOWER
PLANNING INDIVIDUAL DEVELOPMENT PROGRAMS
ESTABLISHING TRAINING AND DEVELOPMENT PROGRAMS
EVALUATING DEVELOPMENT PROGRAMS:
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1. ANALYSIS OF DEVELOPMENT NEEDS: • Present and future needs of the organization• Organization structure—job analysis2. APPRAISAL OF PRESENT MANAGERIAL
TALENT:• Performance is appraised—potential is analysed.3. INVENTORY OF EXECUTIVE MANPOWER:• Complete information about each executive.—
strengths and weaknesses looked into.4. PLANNING INDIVIDUAL DEVELOPMENT
PROGRAMS:• Each one—unique set of physical, intellectual and
emotional characteristics.• Tailor-made for each individual.
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5. ESTABLISHING TRAINING AND DEVELOPMENT PROGRAMS:
• The HRD prepares comprehensive and well-conceived programmes
• Launch specific courses in fields of leadership, decision making, human relations etc.
• Nominate executives who will participate in these programs
6. EVALUATING DEVELOPMENT PROGRAMS:• Program evaluation will reveal the relevance of the
development programs and the changes that should be made—more effective
• Observation—trainee’s behavior, rating of the training elements, etc has to be done.
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FACTORS INFLUENCING EDP1. Ineffective training2. Absence of training—performing mgrs—
demotivated.3. Organizational performance—affected by loss
of market share, lower sales, reduced profit4. Shortage of trained mgrs—retention strategies5. Competitive environment – restructure, new
products-- develop competencies
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BENEFITS OF EDP1. Develop skills—face cut-throat competition2. Developing better relations –labor3. Facing problems –technology and institution4. Developing the right attitude5. To adjust with the socio-economic changes6. Broaden their outlook7. Better communication with peers, sub and top8. Enhance performance of executive
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TRAINING AND DEVELOPMENT• Focuses on technical,
mechanical operations• Specific job skills • Non-managers• Current jobs• Short term gains• One shot deal• Motivation is extrinsic• On the job, off the job• Imposed• Evaluation is essential
• Focus on theoretical skill and conceptual ideas
• Enhancement of general knowledge
• Managers and executives• Future jobs• Long term gains• Continuous on-going process• Motivation is intrinsic• Voluntary
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COMMON PRACTICES1. Processes to align Executive development to the business
objectives: Balanced Score Card.2. Parallel development of individuals and learning
organizations: Gain competitive advantage 3. Development of critical individual competencies: Key
behavioral skills—Running global business.4. Selected but comprehensive menu of development options:
Both internal and external source ED.5. Development of global partnerships, networks and
alliances: Global learning strategy—broad spectrum6. Need to create competitive advantage through executive
development: Partnership programs focused on strategic implementation, shorter programs to larger numbers, coordinating learning activities globally, wide opportunities for learning.
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SELF DEVELOPMENT• Setting goals about what is to be achieved, what
actions are to be taken to achieve that, and taking these actions to proceed in right direction.
• Self development takes place through self-managed or self directed learning
FOUR STAGE APPROACH:• Self assessment:Analysis• Diagnosis:Learning needs and priorities• Action planning:Objectives, timescales• Monitoring and review: assess progress
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ESSENTIAL CONDITIONS FOR SELF-DEVELOPMENT:
• Proactive• External stimuli-consequences- control• Measure progressionMODEL FOR PLANNED SELF-DEVELOPMENT:1. DEVELOPMENT OF SELF-AWARENESS:
Identification of what one is. Joseph Luft and Harrignton Ingham—Johari window
• Complete introspection of one self—assess S and W• Self-insight to identify patterns in emotional life and
reactions, recognizing similar patterns in others• Identification of one’s patterns—Self acceptance of the
mistakes and weaknesses • Right attitudes to develop a positive mind-set or
readiness to accept change.
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2. Awareness of skills required:• Skills: Proficiency required to use the
knowledge to do a work.• Job related skills: Specific and relevant to
one’s career—Friends, relatives, career consultants etc
• Behavioral skills: High self-esteem, positive attitudes, creativity, emotional maturity, interpersonal skills etc—continous practices.
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ADOPTING METHODS OF SKILL DEVELOPMENT:
• Self-behavior Management: Engaging in Constructive behavior and disengaging from non-contructive behavior.
• Development through self-study: Reading books, joining correspondence courses etc
• Continous practice: Developing skills is an art. • SELF DEVELOPMENT AND TIME
MANAGEMENT:• Time management: Process of eliminating
wastage of time and proper allocation of time to different activities.
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2. RATIONAL USE OF TIME: • Economic theory: Every factor of
production is used in an activity where its return is maximum.
• Each activity of an individual should take time in proportion of its contribution to the realization of the goals.
ADVANTAGES OF SELF-DEVELOPMENT:
1. Relevant:2. Suitable for isolated settings:3. Adds to Trainer’s ability:
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KNOWLEDGE MANAGEMENT - KM• Knowledge—Information that changes something or
somebody. - By becoming grounds for actions - By making an individual or an institution capable of
different or more effective action• KM– It is the process by which information is used
to create something actionable.Two recognized trends or dimensions:• Tangible knowledge assets: Captured and retained
in organization structures and systems. Eg: R&D outcomes, patents, copyrights, royalties
• Intangible knowledge assets: Intelligence possessed by employees, other stakeholders
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ELEMENTS OF KMI KNOWLEDGE CREATION: It involves
generating facts, information and techniques.• It uncovers new knowledge through several
avenues—research and development, experimentation, creative thinking etc.
• Never ending process: Keeps accumulating, changing, and regenerating to suit the times.
• Explicit knowledge and tacit knowledge:• Explicit –dependent on tacit knowledge.• Causal mapping: Technique to surface tacit
knowledge.
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• The tacit knowledge process can include focus groups, semi-structured interviews, story telling etc.
II. Knowledge Sharing: It involves communication and distribution of knowledge organization-wide
• Stored –database• Tools—information tecnology, process engineering,
organizational dynamics.III. Knowledge utilization: Using knowledge to solve
problem• Knowledge perishes when it is not used, it increases
when it is used—self-regenerative and feeds on itself.
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SIGNIFICANCE OF KM1. Knowledge Intensive: 2. Unstable conditions: Reshaping of product and
project lines –market requirements.3. Provides opportunity: For survival4. Tool for decision making: Foundation,
Productivity, competence, resource allocation.5. Aids sharing culture: 6. Retains critical capabilities:7. Globalization:
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APPROACHES OF KM1. KM AS ACQUIRING AND STORING
INFORMATION:• Mainly employs technology, IT to acquire , store
information• Establishing repository databases and retrieval
system• Gathering information from customers• Creating and maintaining employee talent and
skill profiles• Creating and maintaining virtual or physical
platforms for sharing and disseminating information
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1. Connectivity: e-mail, LAN2. Storage: Data warehouses, electronic directories,
corporate intranet3. Locators: Browsers, agents, Knowledge maps,
electronic card, 4. Learning vehicles: Distance learning5. Recent Developments: Knowledge portals,
software etcII. KM as Sharing and leveraging information: • Technology based KM is not wrong.• The people behind the IT systems are more
important.
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KM PROGRAM1. Defining Knowledge management strategy:• Define KM strategy• Active involvement of top management• Why, what, whom and how of knowledge
sharing.2. Organizing Knowledge management
program:• Providing budget for knowledge sharing• Choosing technology for knowledge sharing• Communicating the value of knowledge sharing
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• Adopting methods of knowledge sharing– Serial transfer: Repeated task– Near transfer: similar task – different location– Far transfer: Non-routine task– Strategic transfer: Very complex knowledge– Expert transfer: Measuring Performance:
3. Reinforcement for knowledge management:• Introducing new incentives: Financial/non-
financial.• Providing support for knowledge sharing: