Training and development are the ongoing efforts that are made within organizations to boost the performance and productivity of their staff through a range of approaches and programs. According to Wikipedia, training is teaching or developing in oneself or others, any skills and knowledge or fitness that relate to specific useful competencies using a systematic approach. Training offers a core option to grow all employees’ knowledge base and to enhance work performance. Whereas, development is more to holistic and educational growth which focuses on employee growth and future performance, rather than the current job role. Usually, training and development fall under the Human Resource department by discovering a company’s training needs and selecting suitable programs. They may provide various forms of training for the employees such as physical, educational, on-the-job, off-the-job, religion and spirituality knowledge, safety, managerial, technical, quality, skills, soft skills, professional & legal training.
Depending on the type of employment and operational requirements or goals, several training models can be used in such instances. For example, soft skills training can train someone to communicate and negotiate better or provide excellent customer service. Other than this, professional training is ideal for tax accountants who need to be up-to-date on tax legislation; this kind of training is mostly mandatory, and it may be essential to acquire professional qualifications or detailed expertise to undertake the tasks.
Below is the importance of training to the employee and employer:
Employee
Employer (organization)
1
For performance improvement
Leads to improved profitability and productivity
2
Exposure of new knowledge and experience
To explore new business techniques
3
Career growth and promotional opportunity
Decreases the hiring and termination cost
4
As a motivation to handle the challenging workforce
To strengthen/maintain the company’s reputation
5
Helps in self-confidence and development
Improves labour-management relations
6
Aids in understanding organizational policies
Reduces external consultation by utilizing competent internal workforce
2.0: Explanation of the on-the-job training techniques
Effective training enables the organization to improve certain skills every employee requires to develop. Thus, an appropriate training method must be implemented to achieve the objective/goal of the training program for new and existing employees. These training methods are normally classified into two categories:
(i) on-the-job training – internal training within the workplace using available resources and mentors
(ii)off-the-job training- involves external training methodology using outsourced trainers at different premises/training centres
On-the-job training, conjointly referred to as OJT, could be an active methodology of teaching the skills, knowledge, and competencies required for workers to perform a particular job which takes place at the current work environment. OJT may occur anywhere within the workplace, such as allocated training rooms, workstation, study lab using the hands-on training method. Usually, the training will be provided by the HR team, managers, internal trainers, senior/experienced personnel with the existing machines, system, tool, software, materials and others. This type of training is considered inexpensive and time-saving, which mainly focuses on practical works and knowledge transfer. Now, let’s look at the few examples of the real-life OJT techniques conducted in other companies.
Buddy systemThe buddy system pairs up two or more people to work together by transferring skills/learning from one to another. This teaming up process is a great way to get the new hire on board with the organization’s values and vision much easier. This practice enables newcomers to learn faster from close contact and with the experienced mate. It also immediately gives them better opportunity and confidence in settling in faster and more easily by learning the products and system. This method is applied in many Universities and schools to prepare the fresh perspective newcomer towards the new environment or job role. Monash University introduced a buddy program, which helps international students adjust to their university life quickly and easily. The program also provides a platform to make friends, share and learn different customs, traditions and lifestyles.
- Job rotation
Job rotation is a practice often used by individual employers to switch the staff assigned jobs during their employment. Employees perform new duties for a certain period before they return to their original roles. Employees typically transfer internally between different departments or job functions. This rotation is to ensure that all employees participating in the job rotation can enjoy the diverse experience, expertise, and skills suitable for their potential career growth. The employer also can cope with customers’ needs and to accomplish specific goals of human resources. Many organizations used job rotation as a method to empower workers through the task’s provisions and the fostering of staff socialization. This strategy is used by other prominent corporations, including Intel Corporation, Unilever, and Mazda automobiles to fill interim vacancies within their own company (Wikipedia contributors, 2020). Many workers who undergo this kind of work transformation are explored in fields that may be unfamiliar, which allows them to understand the overall business concept and organizational goals.
- One-to-one coaching
Coaching or mentoring focuses on the relationship between an employee and a more experienced person, such a supervisor, coach or senior staff. The one-to-one mentoring style creates a bond between staff and also enables employees to ask questions, discuss experiences at work, or give feedback and advice. This method of training can be done in person or virtually via online coaching sessions. Such approaches are best used to train employees who have a leadership role. Besides, mentoring is an excellent means of encouraging employee sharing of best practices in the workplace to support customer service, soft skills training or empathy development. Mostly call centres like Celcom, RHB, Grab, Firefly, etc., will adopt this method as a part of staff training by monitoring the calls, through QA sessions and monthly KPI reviews.
- Apprentice Programme
An apprenticeship is a formal training system for work practices that allows the graduates to obtain the skills and knowledge they require in the workplace. Most of their training is conducted when working for an employer who helps apprentices learn their skill or profession, in exchange for their continued work for an agreed time after they have acquired measurable expertise. Training periods differ widely across industries, occupations, tasks and cultures. The Global Maybank Apprentice Program (GMAP) is the award-winning Maybank Apex program for graduates. This specially designed job rotation has been established to promote cross-border exposure and the network of young talents over two years. As an award-winning management trainee program for the industry, GMAP is structured to provide a strategic forum for graduates to start their careers (Malayan Banking Berhad, 2020).
3.0: Off-the-job training techniques
Next, we will discuss further off-the-job training techniques which are conducted at a site away from the actual work such as a special workshop, a resort or a dedicated training centre. This sort of training has no work disruption, minimizes distractions and helps trainees to commit full attention to the subjects being taught. The common methods include;
- Day release (employee is given time off to attend a local college or training centre)
- Distance learning/evening classes (after work/weekends)
- Block release courses (which may involve several weeks at a local college)
- Sponsored courses in higher education
- Self-study, computer-based training
So, what are the famous off-the-job training? Below are the examples:
- E-Learning/online training
E-learning or online learning can be described as an interactive program that helps and encourages employees with computerized system use and internet-connected network technology. This approach has been one of the most commonly known techniques to train employees effectively. Online staff training may include e-learning classes, webinars, videos, and others, allowing the material to be viewed and assessed in several ways. The flexibility in online training ensures employees can learn according to their preferences and real needs. It also means learning on the go anytime and anywhere they are. Cisco is one of the companies with the e-learning system implemented. They claimed that their training costs are reduced by 40 -80% faster than the traditional training programme. Besides, Motorola also has an e-learning system and says that the number of users continues to grow annually (Zornada, 2014). It shows that e-learning is highly useful in enhancing the efficiency of the enterprise and in reducing huge cost in large companies such as Motorola and Cisco. The costs can, therefore, be allocated to more critical organizational resources.
- Simulation
Simulation training emulates trainees’ almost real workplace experience. The benefits comprise developing problem-solving and decision-making skills, more in-depth knowledge of the corporate environment, the opportunity to research real challenges and the capacity to reflect the interests of employees. It is a risk-free atmosphere that encourages workers to make mistakes while learning and improve without really damaging the image of the company. You gain a first-hand on the experience of the device/tool, application or product. It is widely accepted that real work experience helps you develop your skills and understanding to do a better job than reading and learning it. This Simulator based training is attended primarily by pilots, ground crews, police officers, firefighters and security companies, to learn operational skills before they prepare for the actual job. There are several simulation schools and academics such as Jayonik MSC, Airbus Helicopters Training Akademy, Alam Akademi Laut, Biz Simulators and many others in Malaysia.
- Roleplaying
Roleplay allows employees to deal with workplace problems with negotiations and teamwork. Two people could play a role in replicating a problem that could occur at work. It could happen with a group of people separated into pairs or two people playing a role in front of the training centre or classroom. Roleplay can connect theory and practise effectively, but may not be popular with people who don’t feel comfortable with performing in front of an audience. As Maxis decided to focus on a significant transformation to make the organization digital, agile and more effective in defence against disruption, they worked together with Tandemic to develop organizational design thinking skills, identify champions for innovation and conduct innovation projects in the critical business areas (Tandemic, 2020).
- Gameplay
To make training more entertaining and interactive, companies use gamification in their training programmes. Gamification ensures that gaming designs and concepts are included in the training process. In the course module, you may include the concepts of levels and points system where the employee has to cross some levels and reach points to unclog the next module. Or, you can give them badges or some other meaningful token as a reward for completing a specific level or task. It is hard to get workers to take part in training, especially if it is voluntary. However, Reynolds (2019) says that game-based training tends to have higher participation rates because of its engaging nature. For example, in Digi Telecommunications training games involve questions on product knowledge and case studies. Thus, Digizens can apply their expertise to potential real-world scenarios. Rather than reading a manual guidebook passively, employees may put knowledge into practice via educational games. Placing the score-boards at the workplace will display the performance progress of each employee. This will eventually boost them to improve their performance and results.
4.0: Recommendation on the most preferred training techniques for an organization
The need for training and growth has been essential in the era of higher talent acquisition and smart technology. Selecting the best training approach for employees is crucial even though it may sound great to have so many choices. This takes an investment of money, time, and other resources in training planning to prevent failures in the training module and to ensure it meets the needs of the organization.
Online training or self-study may substitute the trainer’s use or be used along with virtual instructions through mobile or desktop screens. Even many online training providers made it more comfortable with the Learning Management System (LMS) Training, Talent Intelligence, MRS Training Provider, British Council, and JTS Training Sdn. Bhd. Such training providers will organize all the training methods at one location (virtual seminars) and simultaneously monitor the training progress. E-learning materials are stored online, so staff can access essential resources whenever a concern or challenging situation arises. E-learning helps businesses generate higher quality, more efficient worker training experience at a more affordable cost. It also can offer advantages for the organization, such as ease of use, accessibility, affordability, time and cost-effectiveness, and customization.
Job rotation can do much in terms of motivation and engagement for employees. This approach gives people the ability to grow further, work as a team, improving the broader knowledge base in all areas, and creates satisfaction and cooperation within each organizational department. There are also benefits to both staff and employers from this job rotation policy. This may help staff get involved, reduce boredom by combining new tasks, and cutting monotony of the day to day routines. A job rotation strategy may demonstrate the strengths and weaknesses of an employee. You might find that an employee can do a particular job in your company better. You also will have several workers who know how to
do each work without worrying about turnover or substitution of staff.
Employees enjoy simulation training which allows them to learn in a positive, fun, and realistic way. Sometimes employees have to choose a specific option to continue the task. When they choose the wrong option, they can try it again before they get it right. Without implementing them directly on the job, they can pursue new ideas, and coaches can provide immediate input on the usability of their ideas and solutions. This process of trial and error allows them to remember the details for a longer time. Most simulations include timed sessions, which assess the ability of individuals to make decisions within the allocated period. This is an ideal way to master the time management skills of any employee or learner. Aside from this, most training simulations involve working in groups or teams. Thus, it facilitates efficient communication, the delegation of duties and diplomatic resolution in all circumstances under the context of public safety.
5.0: Conclusion
To succeed and prosper businesses, companies must continuously improve the skills of their workers and promote organizational learning. In most cases, a range of training process could be useful depending on the internal factors and the company’s budget allocations. Surveys showed that employees prefer a blended training method using both online and offline training modes.
Proper training and development programs help you attract the right people and grow the organization’s profit. When the battle for top talent becomes more intense, training and development programs become more relevant than ever. It takes time and resources to recruit the best talent, and how you shape and cultivate the talent from the moment they join your organization also influences the retention and development process.
Companies must also ensure that training and development programs are not only successful but help the company on its strategic path. Companies that learn more and adapt faster to changing environments perform well and achieve higher results. Indeed, HR and operations managers must be aware of training requirements and development in line with business strategies by managing both short-term and long-term training objectives.
The organization must decide workers’ training and development needs before finalizing them with only one strategy. To maximize its efficiency, you should use more than one training method in your development plan. A good investment in all relevant training strategies would ensure a well-organized, efficient, and cost-effective training outcome. As long as you select the right techniques for the right purposes, your training plan is likely to improve your employees as you expect.