Organization & Management of Training Function; Training Needs Assessment & Action Research

Presented By:
Shiv Kishor Pradhan Shiwani Awasthi Surabhi Gupta Suraj Patel

Part-1 By: Shiv Kishor Pradhan

Training
Training is an act of increasing the knowledge & skills of an employee for doing a specific job. e.g. Trainee acquire new skills, technical knowledge, problemsolving ability etc . Training improves the performance of employees in the training process becomes clear from the following lines: I Hear, I Forget, I See, I Remember, I Do, I Understand

Need & Importance of Training

Increased Productivity Higher Employee Morale Less Supervision Less Wastages Easy Adaptability Reduced Turnover/Absenteeism Employee Development

Training functions
To increase productivity To improve quality To help a company fulfil its future personnel needs To improve organizational climate To improve health and safety Obsolescence prevention Personal growth-

Benefits of Training to Organization

Improved Profitability Improved Knowledge & Skills Improves Morale of Work Force Helps People Identify with Organisation Goals Provides Better Corporate Image Creates Authenticity & Trust Improves Inter-Organisation Relationships Provides Org. Development Provides Information for Future Needs in all Areas of Organisation Improves Decision Making Process

Benefits of Training to Employees

Employee Appreciation Employee Discrimination Employee Skills Range Employee Liaison

ROLE OF TRAINING

Role Of Organization In Training Function

Importance of Training Objectives

Trainee Designer Trainer Evaluator

Part-2 By: Shiwani Awasthi

How to Manage the Training Function

1 Develop a questionnaire to distribute to hiring managers to find out their training requirements. Ask what technical skills could be improved and what type of soft skills training is appropriate.
2 Review departmental job descriptions and prepare a list of potential training topics. Consult with department managers to find out which topics are of interest. 3 Compile statistics on areas that need improvement based on annual employee reviews. Present these statistics to department managers to determine if they want training for their department in these areas

4 Propose

the vision and goals of the department based on corporate needs to the senior executive to whom the training function reports. Modify as required and obtain sign off. 5 Prepare and get approval of a training budget. Include such costs as training facilities, production of training material, purchase of third-party training material and travel. 6 Prepare and update job descriptions for training department personnel. 7 Develop a list of potential training topics and get approval from affected department managers. Ask managers to list which topics are of most interest. 8 Decide which topics will be developed in house and which will be from third-party sources.

9 Present final proposed training topics (courses) to the senior executive to whom the training function reports with related budget for approval. Upon approval, begin work on the training curriculum for each course. 10 Work with members of the training department to develop outlines for each course to be presented. 11 Work with members of the department to develop written content and supporting material for each course. Also develop student exercises. 12 Develop and announce a training schedule of when each course will be offered and how long each course will be. 13 List all the functions which must occur in the training department. Develop job descriptions for those functions. Hire personnel, if needed, and assign jobs to staff currently employed in department.

14 Set objectives for the department and staff members 15 Meet weekly with staff members to get an update on the status of projects, training, and other training develops activities. Set goals for the coming week. 16 Provide continual feedback to employees on their performance. Annually review employee performance and provide feedback on what can be done to improve performance. Commend employees on aspects of their job performed well. 17 Monitor department budget against plan.

What are Training Needs?

K K A GAP A K S A S

Required
S Available

Why Training Needs Arise?

When to Train?

When do Training Needs Arise?

When existing level of performance, behaviour and attitude of employees is not contributing to the success of the organisation. When the level of motivation and morale is low among the employees in the organisation. When there is a special need due to some technological innovation in the organisation like introduction of ISO Quality systems.

When employees themselves convey to the organisation through management about the key areas in which they are not much competent. When there is a need for updating the knowledge of employees are per the industry scenario. This is especially the case in relation to market scenario and legislations. When the organisation takes special interest in some employee, thereby intending his development, for promotion or succession purposes.

When there is a change in policies, systems priorities, procedures, management expectations and focus in the organisation. When external changes have impact in the organisation When business plan or business strategy demands new orientation in knowledge, skills, attitude or behavioural orientation.

Determination of Training Needs

Take an inventory of existing manpower both qualitatively and quantitatively. Make forecasts of future requirements by considering normal wastage through resignations; retirements, transfers, etc. Look for sources of talent both within and outside the organisation. Prepare strategy for development for existing as well as future manpower.

 Consider your terms of reference by getting recommendations from the management for the company as a whole or first by concentrating on the specific department. Consider the situation within the organisation by ascertaining which training programmes have already been conducted and not conducted in the organisation. Consider the information already available regarding new employees and existing employees. Consider the problems which arise within the organisation like huge labour turnover, unnecessary wastages, excessive maintenance costs and frequent customer complaints. Consider other possible approaches like business and production reports, questionnaires, tests, surveys, group conferences, etc.

Requirements during Identification

Job descriptions of individuals as perceived by them and their superiors against the individuals profile. Job performance review, i.e., level performance achieved by individual measured against both job content and agreed personal objectives. Potential of individual to grow within the organisation keeping in view the growth rate of the organisation and its future objectives. Managerial ability traits of individuals, which can contribute towards performance on the job?

Part-3 By: Surabhi Gupta

Training Needs Assessment

Introduction
A needs assessment is the process of identifying the "gap" between performance required and current performance. When a difference exists, it explores the causes and reasons for the gap and methods for closing or eliminating the gap.

What Is Needs Assessment?

Systematic process Determines gaps between ideal and actual Focuses on causes, extent, and solutions Leads to appropriate design of training to correct identified gap

When to assess Needs?

When the Work Changes When Capabilities Change When the Work Environment Changes

Levels of Training Needs Assessment By McGeHee & Thayer

Levels of TNA

Organizational Level

Occupational Level

Individual Level

Approaches to Training Need Assessment

Direct Approach Professional Approach Secret Shopper Approach Buying Cooperative Public Seminars Online Learning Consultants Do It Yourself

Training Needs Assessment: A Systems View

Pre Assessment of Need Assessment What would be purpose of need assessment? What results are expected? For what reason should be it undertaken just now? Who wants to see it carried out? Was need assessment triggered by some specific organisational problems? Are these problem clearly defined and understood?

Work Plan of the Particular Need Assessment Activity Includes Specification of:
Scope and purpose Time horizon Methods for collecting data and drawing conclusion on needs Form of presenting conclusions Schedule

To understand what is required to be done in training need assessment process, a clear view of 7 step procedure of result oriented model of system approach is essential

Spotting Organisational Problems Tracing main causes and area of Problems

Recognising individuals & group related to the problems

Job analysis
Comparison

Performance appraisal Separating training from non training solutions

Performance Standard

Determining performance improvement needs

Training needs and solutions

Non - training needs and solutions

Information for developing training and non training objectives and programmes

Scope of Training Need Assessment

In Terms of organizational benefits:

To know the reason for non-performance of employees. Create the feeling of trust among the employees regarding management's approach towards training function. If the organization itself takes care of the development of the employees, the best talent could be retained. Needs assessment creates a learning environment in an organization. An opportunity for employees to interact with each other apart from job purposes. This creates a sense of belonging. Act as a platform for employees to fill the gaps in knowledge, competency, skill.

Scope of Training Need Assessment

In Terms of Application: For creating a separate training committee or training department leads to job enrichment as well as job enlargement of HR professionals Transforming the role of HR from routine functions of administration to bigger responsibility of training and developing the entire manpower of the organization Creating the environment of learning in the organization where employees develop a pro active approach towards their job as they become inquisitive to learn about the new advancement and technologies

A General Model for Diagnosing Management Training Needs

Pc

Key: Ps - Standard Performance level Pc - Current Performance Level Cc - Current Competence Pg - Performance Gap Nnt - Non-training Needs Nt - Training Needs Pgr - Residual Performance Gap

Challenges of TNA
Time constraints Lack of support

Part-4 By: Suraj Patel

Action Research
Contents-: Concept of action research. Definition. What is not action research. Action research process. Action research cycle. Types. Benefits of action research.

Concept of Action Research Action research is a research initiated to solve an immediate problem. Action research is an interactive inquiry process that balances problem solving actions. It is an action to improving strategies, practices and knowledge of the environments within which they practice. Action research involves the process of actively participating in an organization change situation whilst conducting research. Action research is conducted by one or more individuals or groups for the purpose of solving a problem or obtaining information in order to inform local practice

Definition
Kurt Lewin (1947)

Action Research is the process by which practitioners attempt to study their problems scientifically in order to guide, correct, and evaluate their decisions and actions. Action Research is a fancy way of saying lets study whats happening at our school and decide how to make it a better place.

What is not Action Research It is not finding out what is wrong, but rather a quest for knowledge about how to improve. Action research is not about doing research on or about people, or finding all available information on a topic looking for the correct answers is not about learning why we do certain things, but rather how we can do things better

Action research process

The action research process works through three basic phases: Look Think Act

These three phases can be easily understand by below mention Action Research Cycle :

identify problem
next steps gather data

evaluate result act on evidence

interpret data

Types of action research

There are two main types of action research:

Practical Action Research

Addresses a specific problem Primary purpose is to improve practice and inform larger issues Empower individuals and groups to improve their lives and bring about a social change Stakeholders are involved and are active in all processes (collaborative participation)

Participatory Action Research

Advantages of Action Research

It can be performed by anyone, in any type of school or institution It can help to improve educational practice It can help education and other professionals to improve their craft It can help them learn to identify problems systematically It can build up a small community of researchoriented individuals at the local level

Thank You

Any Queries