Concept of Training

Every job in an organization has some specific requirement of knowledge, skills and abilities to perform it. The employee performing that job might or might not have a sufficient level of such knowledge, skills and abilities. In case job-required skills and abilities are insufficient, the training fulfills such insufficiency of knowledge, skills and abilities. Training is the process of improving knowledge, upgrading skills and enhancing the abilities of an employee to do the job better. It is the act of competence expansion of employees by teaching or sharing necessary tactics and techniques to improve their job performance.

Key Definitions

Defined By	Definition
D.S. Beach	“Training is the organized procedures by which people learn knowledge and/or skills for a definite purpose”
Decenzo and Robbins	“Training is a learning experience in that, it seeks a relatively permanent change in an individual what will improve his or her ability to perform on the job”
E.B. Flippo	“Training is the act of increasing the knowledge and skill in an employee for doing a particular job”

From the above discussion and definitions:

• Training is the process and act of imparting necessary inadequate knowledge and skills to do a job better.
• It is the way of ensuring the job is performed in its standard form with the set standards of knowledge and skills.
• The training need arises when the level of actual performance is lower than the determined standard level of performance.
• It makes employees more skillful and competent to handle tasks, duties and responsibilities of a job.
• Training is the process of increasing the knowledge, skills and abilities of employees to meet require job standards and perform the job with efficiency and effectiveness. 

The Training Process

As discussed earlier, training is the systematic process of imparting the required knowledge and skills to do a job. It is a procedural way of transferring and building knowledge processed out n employee behavior during work. Such a key process of training has been discussed below:

Step 1: Need Assessment

This is the first step in training. It is concerned with the assessment of whether or not training is required. It is identifying why and what level of training is required. It is finding a difference between actual performance and standard performance. Thereafter the reasons for such differences are noted down. The obtained reasons and deficiency in knowledge and skills to do the job are identified. The need assessment for training can be done by the following analysis:

1. The organizational analysis is concerned with the analysis of goals, objectives, challenges, work culture, human resource status, capital level etc. of the organization
2. Job analysis regarding job description, job specification and a good fit between these two
3. Person analysis is concerned with who is performing the job and what knowledge, skills, abilities, work behavior and attitude of him/her

Step 2: Designing the Training Programme

This step comes after assessing the need for training. The structure and framework of the training program are designed. It is the preparation stage before actual training is conducted. Under this, the following things are specified about the training program:

1. The aim or objective of the training
2. Formation of training conduction team or group
3. The detail of trainee and matters to be addressed by him/her
4. Trainee details such as the number of participants, their department and level of a job are specified
5. The training location
6. Level of knowledge to be imparted to trainees
7. Budget allocation
8. Arrangement of training materials
9. The training schedule

Step 3: Conduction of Training

This is the step where the actual training program is conducted. Everything related to the training is done as per its design. In the case of physical training, the participants reach the training center and training is conducted as per its pre-determined design with the interaction of the trainer. But in online training, both trainees and trainers meet on chosen digital web platform where the training is conducted.

Step 4: Evaluation of Training

Every training is aimed at improvement of the performance of trainees. Whether or not they have learned from the training is evaluated. If they have learned well, their performance will improve after training and vice-versa. Such improvement in performance also determines the effectiveness of training. If performance has improved, the training is effective. If there is no improvement in performance, the training is ineffective. Hence, the evaluation of performance has to be done to evaluate the training. Such evaluation can be done during the training, post-training work behavior and overall organizational performance after the training program.

Methods of Training

There are two types of training methods. They are; on-the-job training method and off-the-job training method. On-the-job training refers to learning job-related knowledge and skills during performing the job. On the other hand, the off-the-job training method refers to methods where trainees are taken away from their job at a place and then training is given. The use of these methods depends upon the organizational preference, nature of the job, training objectives and resource availability of the organization.

Methods of On-The-Job Training

1. Coaching: This is a method of training in which a senior supervisor directly observes and guides the trainees. The training person or coach guides during the entire training with his/her direct involvement. This is a training method in which learning is done under direct monitoring of the coach who evaluates the improvement during training too.
2. Mentoring: This is a method in which a mentor is hired for a group of trainees. The mentor will tell the trainees about the job. The mentor specifies what, when, how much and where to do the job. In mentoring, the involvement of a mentor is not as much and as direct as in the case of a coach in coaching.
3. Job Rotation: A trainee is allowed to perform different jobs under different departments. The trainees do a job for a specific period after which he/she is shifted to another job. This continues after every definite span of time. This imparts multiple job skills in the trainee. IThis also avoid the boredom of doing the same work for a very long time.
4. Job Instruction Technique: This involves providing instructions by the superior regarding a job. Under it, step-by-step instruction is given to the trainee. After completion of each step, the instruction for the next step is given. This is more suitable in jobs where multiple sequences of steps are to be performed.
5. Apprenticeship or Internship: This is a method in which trainees get to learn by directly working in a company or organization. They work in the organization for a specific period like six months or one year with a certain amount of stipend. Most of such apprenticeship or internship is as part of academic curricula such as medicine, law and accountancy.
6. Committee Assignment: Under this method, a committee is hired or formed for training. This committee gives work or assignments to trainees. Trainees have to complete the work and submit it back to the committee.

Methods of Off-The Job Training

1. Lectures: Trainees are taken to training centers or halls for training. They are trained through lectures by senior staff or the organization. They teach on several issues and aspects of the job. This is like a teacher teaching a subject in a classroom to students.
2. Conferences:  This is an advanced form of a lecture. Under this, a proper conference is organized by the company. People from senior management and even the board of directors come and tell trainees about the organization and the job they have to do. Experts from outside the organization can also be invited to deal with certain issues in such conferences.
3. Audio Visual Technique: In this method, trainees are trained with the help of audio or video. Different videos about the company and audio tapes of speech, direction, or knowledge sharing of senior staff of the organization are used to train trainees. These videos and audios are pre-recorded for training purposes.
4. Vestibule Method: In this method, an artificial working environment is created. The trainees feel they are working on the job. In such an atmosphere training is given to trainees regarding all aspects of the job in almost real job scenarios.
5. Simulation Exercises: Different simulation exercises are given to trainees by the trainer. Such exercises could be in the form of management games. Trainer asks trainees to play selected management games. Trainees get on to learn about the organization and the job with the help of these games. Similarly, another method of simulation exercises is a case study. Under this, a case study is given to trainees. Trainees will provide their views and decision under a given situation of the case study. This develops analytical skills in trainees. Likewise, role-playing can also be used as part of a simulation exercise. In role-play, trainees are given different roles of managers, assistants, visitors, customers etc. which they perform. With this, they learn what the real scenario of a job is likely to be.

Benefits of On-The-Job and Off-The Job Training

On-The Job Methods	Off-The Job Methods
Direct job exposure Time-saving formal approach Effective learning through the live experience of job issues Less expensive as no spending on off-the-job training trainees are highly motivated as they learn by actually doing the job Quick learning under the direct supervision of superiors	Highly experienced trainers provide highly effective training Very systematically organized method Efficiently created and conduced programs add high value to company productivity Better theoretical knowledge on job-related issues

Importance of Training

Training increases the skill and ability of employees to do the job efficiently. It bridges the gap between the required and actual knowledge of employees to perform a job. That’s why training is very important in any organization. Moreover, the importance of training has been explained below:

1. Skill Development:  Skills are required to perform any job. Training focuses on imposing, improving and upgrading the skills of employees. Hence, the entire training program is designed and implemented accordingly. Thus, training helps in the development of the skills of employees.
2. Higher Productivity: Training imparts better knowledge and skills in employees. Such impartment makes them capable to work more properly. They can use machines better and defect in production reduces. This increases the productivity of the organization.
3. Morale Booster: Any employee undergoing training feels good about learning from the training. He/she regards being selected for training as recognition and appreciation of his/her contribution to the organization. Training also makes the employee more competent and confident about the job. All this as a whole boosts the employee’s morale.
4. Waste Reduction: Well-trained employees can operate machines better. The skill of handling materials becomes better. Employees can manage time and effort efficiently. All these contribute to a reduction of waste of machine hours, material, fuel, electricity, labor hour etc.
5. Cost Reduction: After training, employees will become more skillful and productive. They can handle the production system efficiently. The rate of production defects goes down. Hence, the costs to bear due to inefficiency, wastage, defective production units etc. get reduced remarkably.
6. Better Quality of Work: With training, employees improve their knowledge, upgrade their skills and enhance their abilities. This means they become better in all aspects of handling their job-related tasks, duties and responsibilities. They can perform their managerial, technical and communicational functions better after training. Hence, training makes the quality of work better.
7. Reduced Supervision: Training makes employees skillful, productive and effective. The supervisor has more faith in trained employees than those who are not trained. This automatically reduces the need and imposition of supervision.