Chapter 5 - Traning and Development - Human Resourse Management (HRM) BBS 2nd Year

Training and Development

Human resource development

Define human resource development why it is important to organization?

Human resource development can be defined as a continuous process to ensure the development of employee competencies, dynamism, and effectiveness in a systematic and planned way to achieve higher quality and  higher level of productivity. It is one of the major function and important aspect of HRM. As we know that organization always run in a dynamic environment and it has to cope with the changing forces of environment to achieve its objectives effectively. Coping with the environment depends upon how far the organization is able to develop and utilize its HR. HRD always aims to enhance the ability of an organization to compete and adopt to a changing competitive environment. It is the major function of HRM of developing, increasing capabilities, improving the performance of employee for future growth and changes as well as for the current job.

Important of HR development

HR development is concerned with increasing knowledge, skills and capacities of employee ultimately aimed at developing competencies of people in an organization. Without  proper objectives organization can’t achieve its objectives effectively. Thus HRD has created its own need in every organization. The importance of HRD are given below:

i) Develop competencies:  The basic need for HRD is to develop competencies in HR at all level in the organization. Competent employees are necessary for all organization for the success of internal and external operation. The all function of HRD aimed to develop the competencies of its employee which ultimately helps to ensure other function.

ii) Increase productivity: Higher competent people leads the higher level of productivity. HRD ensures the development of employee competencies, dynamism, and effectiveness in a systematic and planned way to achieve higher quality and higher level of productivity. Increasing productivity along with reducing its cost make the organization competent in the market too.

iii) Increase commitment: HRD provides the opportunity to discover, develop and use their potentials in employee, which increase commitment in them. It heightens employee moral, reduce absenteeism and lobour turnover, and increase job satisfaction.

iv) facilitate environmental adaptation:  HRD equips employee to respond to changing environmental forces. Employee must be involved in HRD program to upgrade, increase competencies to use ........

dynamic and new technology. It enhance the ability of an organization to compete and adapt to a changing competitive environment.

v) Managerial succession:   HRD increase the skill, knowledge and capabilities of the employee. Thus, it facilitates managerial succession to higher level when the need arises from internal sources because It is sometimes, impossible to recruit skilled manpower from external sources.

Training

Define training and write its benefit.(why it is important?)

 Training is the act of increasing the knowledge and skill of an employee for doing a particular job. Training provides skill to new or present employee to perform their job effectively. It is a systematic and organized procedure by which employees learn technical knowledge and skill for a definite purpose. It is the teaching and learning of activities, which improves and changes the employee’s knowledge, skill, behavior and attitude toward the requirement of job and organization. Thus training bridges the differences between the job requirement and employee’s present specification.

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

Benefit of Training

i) Improve productivity: Training are intends to increase the knowledge and skill of the employee in the performance of a particular job. Thus it ultimately leads increasing in quality and quantity of output.

ii) standardization of procedure: With the help of training the best available procedure of performing the work can be standardized and taught to all employees. This minimizes the errors of the employee because they work with great care and better understanding.

iii) Less supervision: a well trained employee is self- confident  in his work because he knows what to do and how to do. In such circumstance the supervision is lessened.

iv) economic operation:  A better trained employee will be able to make better and economic use of materials and equipment, in such situation, the chance of wastage, rate of accident and damage will be minimum. Thus it helps in reducing per unit cost of production.

v) Quick learning: A well planned and systematically  organized training program reduces the learning time. The qualified instructor will.....

help the employee to acquire the skill and knowledge to do a particular job quickly.

Approaches/ Method of determining training need

Describe the various method that should be used while determining training needs.

The foundation of all training is the training need. Training need are those aspects necessary to perform the job in an organization in which employee’s  lacking attitude, knowledge and skilled are studied and analyzed. It indicates the difference between employees desired performance and actual performance. The method of determining training needs are given below:

i) training need survey:  a training need survey is seeking opinion on “ what knowledge and skill is required” for a particular job or class of performer. This is a direct questioning survey to collect opinion about employees training needs. This survey may be conducted and asked to experts to provide their opinion in order to improve the performance of employee. In such approach the data are collected directly and that are analyzed and categorized in some fashion. This approach is fast, inexpensive and most adapted approach but the data are based on opinion and not necessarily supported by objective performance data.

ii) competency study:  A competency study is also a training need survey which is far more base on the opinion of “expert” as to the desired competencies of the performer in question.  It is relatively quick and result in a broad consensus on training needs. In this approach the source of information must be the people who have performed the job, managed the job and possibly been recipients of job’s output, that data are analyzed to calculate the training needs. This types of approach involves broad participation and result in consensus but it is difficult to relate competencies and the resulting knowledge and skill requirements to job output and organization performance. However this approach is popular in the most of organization.

iii) Task analysis: This method collects and analyzed information of every task in the organization. It is used for task level needs where training needs of concerned jobholder  is determined to perform that task properly. The job description and job specification plays the vital role for acquiring the relevant result on specific task, duties, skills required on the job. The primary source of task analysis is the performer itself, it ranks and analyzed the performance of good performer simultaneously the not good one . Such data are collected through observation and interview and that are analyzed in systematic way to find out the knowledge and skill that should be upgraded to the employee for the better performance of job. Such types of method clearly identify the required task and required knowledge and skill but it requires a lot of time and effort.

iv) Performance Analysis:  Performance analysis is relatively new but proven process for determining training needs and improving individual and organization performance. This method refers to both organizational and individual employee performance analysis. This method identifies the differences between the planned performance( Standard) and actual performance. The main concept of this method is that the  difference between desired performance and actual performance is the individual’s training needs. This approach requires time, skill, and management commitment however it can directly and significantly impact organization performance as well as produce relevant training program. In such method the data are collected through observation and interview and the main source of data are document containing relevant performance data ( production figure, sales figure, labour cost and scrap) and the people, the difference are analyzed to determine training which is ultimately aimed to improve organization performance.

Training Method

On the job training                                ( important question)

This is one of the most effective types of training which can be defined as ‘ learning by doing’ and ‘ learning while working’ . On this types of training the trainee is trained on the job at his/her workplace, this enables employee to get training under the same working condition, and with the same processes, materials and equipments they are using. This makes the training most effective and easy to learn under the supervision and guidance of qualified trainer. It is relatively cheaper and less time consuming and makes easiness to the trainee as they are working in that environment where they are getting training but the overall productivity   may be low while the employees develop their skill on particular job. It includes the following training program:

i) Apprenticeship program:  Apprenticeship program is a structured process by which trainee becomes skilled worker through in- the- job training. It is widely used method in which each employee learn by working with those employees who are already skilled in their jobs. Such program generally start with classroom training focusing on theory and on auxiliary skill needed to perform the job then trainee are allowed to perform only limited tasks. Slowly and gradually the tuff task are given to encourage them , after that they become able on performing job properly. The example of skill can be achieved through apprentice training are : electrician, plumbing, accounting, nursing etc. In such program the period of apprenticeship is pre-determined and does not allow for individual differences in learning time.

ii) Internship training: In this method, the trainee is interned in organization for a specified period and works as an employee. It is also a form of on- the- job training on which the practical knowledge and experience is given to the trainee along with theoretical knowledge to make them skilled and qualified for performing the job. In terns work in organization for a specified period and get “ real world” exposure. The student of technical, medical and management subject usually go for internship program. As per apprenticeship program the interned program is just intend to get exposure to real world not for providing the job.

iii) Job instruction training( JIT): JIT is a systematic approach to on- the- job training which was developed during world war II to prepare supervisors to train operatives. This method clearly goes far beyond just telling but includes preparation, interaction, showing, illustrating, trying the new skill, asking question, observation and follow up. It is the step by step training , those step include :

 - preparing the trainees by telling them about the job and overcoming their uncertainties.

- Presenting the instruction, giving essential information in a clear manner.

- having the trainees tryout the job to display their understanding.

- Placing the workers into the job with a designated resource person to help if needed.

Off- the- Job Training

All the job training that are taken place from outside the job place are include in off- the- job training. Under such method, training is separated from the job situation which focuses on learning the materials related to their future job performance. Thus, the trainee can concentrate on learning rather than spending time in performing it. Off- the- job training covers some techniques they are given below:

i) Classroom lectures and conferences:  there are certain aspects of all the jobs that can be learned better in the classroom than on the job. Many organization use lecture and conferences for delivering training in many types of knowledge and skills. They are most useful when philosophy, concept, attitudes, theories and problem solving activities must be learned. The lecture and conference are suitable to convey the information to huge groups. In fact even the on- the-job training approaches use lecture/ conference as part of their overall approach. The effectiveness to this program will be maximizing the chances for exchanging idea and views between the trainer and trainees, and the success of such techniques depends on the leadership qualities of the person who leads the group.

ii) Audio- Visual Aids:  audio- video material such as films, videos are also used in skill training program. They can provide information and explicitly display skills that are not easily presented by other techniques. In such types of technique the trainee may  not feel boor as in lecture, it is far more better and widely using techniques now a day, because of its effectiveness. Video program provides a live work situation. However the effectiveness of this method depends on how closely such films are related to the specific learning objectives. The limitation of this techniques is the lack of interaction between the trainer and the trainee.

iii) Simulation exercise:  a simulator is any kind of equipment or techniques that duplicates as nearly as possible, the actual condition encountered on the job. The basic idea behind simulation is to construct a situation that closely represents the actual one. Astronauts receive part of their training in simulators. Simulator is very useful and even necessary when on-the-job practice could result in a serious injury, a costly error or the destruction of the valuable materials. It includes case exercise, experiential exercise, complex computer modeling and vestibule (entrance) training.

iv) Programmed instruction: This is a method of self- instruction in which training material is presented in the form of programmed text or manual. The material to be learned is presented in organized logical sequences from simple to complex level of instruction, thus trainee goes through these units by answering question. It can facilitate trainees to learn at their own pace, and provides immediate feedback.

Concept of Management Development

Define management development, with on-the-job development.

Management development can be defined as any attempt to improve managerial performance by imparting knowledge, changing attitudes or increasing skills. It is a systematic process of improving managerial effectiveness through which managers develop their abilities to manage. It is designed to improve the overall effectiveness of manager in their present position and to prepare them for greater responsibility. Thus it is concerned with both present and future performance of mangers.

According to D’cenzo and Robbins : “ Management development is future oriented training focusing on personal growth of employee.”

Techniques of Management Development

1) On- the- Job Development:

                   The development of managers ability in the same working situation at their own working environment is known as on- the –job development. It is the learning by doing in the real working environment.

It consist the following program and techniques:

a) Coaching: This is one of the most popular management development techniques where effective senior managers teach the new managers. It is an activity of guiding managers to grow and improve their competence on a day- to – day basis. The coach gives right direction, advice, criticism and suggestion and assign specific task to improve their abilities. The main objectives of this techniques is to increase employee motivation by providing more open lines of communication with their superiors, concrete feedback on area needing improvement, positive reinforcement for what they do well, and specific goals for change.

b) Understudy Assignment: Understudy assignments involve assigning a potential manager to work for a more experience manager often on an “assistant to” basis. The effectiveness of understudy assignment depends on the willingness and ability of the higher level manager to share experience and to transfer knowledge to the understudy manager. Such types of training makes the potential manager competent and its solve the problem of lack of competent people due to promotion, transfer, retirement and resignation of present managers.

c) Job Rotation: Job rotation is a systematic process of moving trainee managers from one job/depart to another job/depart to expand their skill, knowledge and abilities. It is designed to prepare managers to take on additional responsibilities by providing them with experience in different areas of organization. The managers will learn new ideas and gain new information underlying various job, such new ideas helps them in specific problem solving, It also reduces the monotony in work. Such types of technique is more costly for an organization.

d) Committee Assignment:  It is a system in which manager is appointed to committee team which provide an opportunity for the employee to share in managerial decision making, to learn by watching others, and to investigate specific organization problem. This techniques also develop skills in working with other in a team. In such technique the trainee have the opportunity to acquire the knowledge of various aspect of business.

2) Off- the- Job Development:

a) Sensitivity training: It is technique of changing behavior through group process. In such technique the unstructured group of participants interact in a fee and open environment with each other and get informed each other truthfully of how their behavior is being seen and to interpret the kind of feeling it produces. The main objectives of such technique is to provide managers with increased awareness of their own behavior and of how other perceive them. Through such development the trainee increase his/her openness with others, increase tolerance for individual differences and enhance the listening skill.

b) Transactional Analysis( TA) : This techniques focus on viewing the interaction between individual and between groups as transaction and thereby develops their managerial skills and abilities. This technique is based on the concept that each person has a three- dimensional behavior pattern base on three ego state.: parent, child, and adult. In TA theory the parents and child ego state feel and react directly while the adult state thinks logically before acting. Thus the managers are encourage to engage in adult state behavior. It generate better understanding of problem, skill in interpersonal competence.

c) Lecture courses: This is the popular method to bring all participants to a common level of knowledge. This is the best technique to present and explain series of facts, concept and principle in short time. It gives opportunities for managers to acquire knowledge and develop their conceptual and analytical abilities.

d) Simulation exercise: a simulator is any kind of equipment or techniques that duplicates as nearly as possible, the actual condition encountered on the job. The basic idea behind simulation is to construct a situation that closely represents the actual one. Astronauts receive part of their training in simulators. Simulator is very useful and even necessary when on-the-job practice could result in a serious injury, a costly error or the destruction of the valuable materials. It includes case exercise, experiential exercise, complex computer modeling and vestibule (entrance) training.