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Topic three discusses the human resource function of human resource development. This
is the function concerned with ensuring that the organization has the right kind of human
qualifications in terms of knowledge, skills and attitudes through training, education and
development.
It will cover four main areas:
3.1 Training and development
3.2 The process of training
3.3 Career development and succession planning
3.4 Performance appraisal
Objectives
At the end of this section you should be able to:
• Explain the difference between training, development and education
• Describe the purpose/objectives of training
• Discuss the aims and various approaches to management
development.
• Discuss the concept of learning
• Explain the process of training
3.1.1 Definition of terminologies
Training:
Training is the systematic modification of behaviour through learning, which occurs as a
result of education, instruction, development and planned experience. This refers to the
imparting of knowledge, skills and attitudes that are specifically related to a narrow area
of employment. It is task oriented as it focuses on a specific area of work. The training
standards are derived from the job description or task requirements of the job. Training is
provided when there is a skill gap between expected and actual standards of work
performance.
Education:
Education includes activities, which aim at developing knowledge, skills, moral values
and understanding in all aspects of life rather than knowledge and skills related to only
one field of activity. It is a process of transformation, transmission and preservation of
cultural heritage
Purpose:
• Provide conditions for all people - young and adult to develop understanding of
traditions and ideas influencing their society.
• Empower people with knowledge and understanding to make a contribution in their
society.
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• Education involves acquisition of linguistic and other skills which are basic to
learning, personal development, creativity and communication.
• Enables people to cope with their environment
• Develops character, behaviours and attitudes associated with personal and social
adjustment
• Provides a wide range of general knowledge - conceptual, theoretical and
philosophical rather than specific skills
Development:
Employee development refers to individual growth and self-realization of a person’s
ability through conscious or unconscious learning – usually in a broad area. It includes
both education and training. Employee development is directed at creating learning
opportunities and making learning possible by facilitating a learning environment.
NB: The three definitions refer to PLANNED activities. Although it is said experience
is the best teacher, effective training and development should be planned and
sequential.
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• Special courses: offered through computer, distance learning or
correspondence etc. Use of media technology and retraining programmes.
Management development programmes are expected to meet the needs of managers such
as:
• Decision making skills
• Interpersonal skills
• Job knowledge
• General knowledge
• Organizational knowledge
• Specific individual needs and other needs.
Activity: Can you think of more reasons why organizations should invest in management
development.
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• Discuss the challenges that hinder the achievement of learning
Learning:
Learning refers to the process of acquiring new skills, knowledge and attitude,
which result in change of behaviour. Learning is a natural process, but it is
necessary to create conditions in which it can take place effectively.
Reinforcement:
This group of theories refers to positive feedback by commending praising, etc.
thus motivating them to extend their learning (i.e. behaviour change).
Cognitive theories:
This theory assumes that people learn better if they can provide the solutions
themselves through discovery. The use of workshop, participative or case study
training is based on this theory. The people “own” the solution rather than
something they have been forced to accept.
Experiential Learning:
Trainees have different learning styles. According to Kolb, Rubin & Mclntyre,
there are four stages: the actual experience, reflections on the experience,
theorizing or forming abstract concepts about it, testing/applying the experience.
Learning is not always successfully achieved. Some of the challenges that may
hinder learning include:
• Lack of clarity in organizational objectives
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• Lack of clear and consistent policies on training
• Lack of competent trainers and training facilities.
• Lack of linkage between training and career promotion.
• Inability to transfer knowledge gained from training to job situation due to lack of
support from supervisors.
3.2.1 Introduction
Training writers have formulated models – referred to as systematic training models/ or
process that consists of critical events in the training process.
Nadler (1982) proposes a general model with the following steps:
Meaning of TNA
TNA refers to the determination of the gap between what employees must do and what
they actually can do. It deals with identifying the gap between current and expected
results. Where there is a performance deviation it implies that the expected standard of
performance must be known so as to identify the gap.
NB: A training need exists when an employee lacks the knowledge or skills to perform an
assigned task satisfactorily.
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A training need also exists when an actual condition differs from a desired condition in
the human/people aspect of organizational performance.
Importance of TNA
• Provides necessary information about participants i.e. target population of trainees
e.g. age, education, gender, occupation, interests etc. this enables trainers to
design relevant course.
• Identify employee difficulties and performance problems. This enables trainer to
match employee skills and knowledge needs with organization needs – what the
organization wants them to know.
• Training needs can form training modules or topics e.g. skills in customer care –
public relations, human relations, leadership, communication etc.
• Provide documentation and materials for training – interviews and observations
enable collection of organization charts, job descriptions, policy documents,
samples of work schedules, references, samples etc. that can be useful in training.
• Provides information on attitudes towards training e.g.
- Do employees/supervisors value training?
- Do they believe they need to learn and change?
- Do they believe a need exists?
- Are they motivated?
• Increases employee involvement and participation motivated by the interest others
show in them
- Creates interest and acceptance of the training
- Contributes to its success; motivation to learn
- See the link between the training and their needs/ work
situation
• Useful in establishing contacts with subject specialists/ professionals
- Subject specialists in other departments met during needs
analysis can be invited as guest presenters during training
- Act as mentors in future for new employees (informally).
• Estimation of training cost
- Importance of the training, the target population
- Enables trainer to draw up a detailed programme and costs.
• Saves time, money and resources
- Enables training to target real needs
- Differentiates a training need from a non-training need
hence saving resources
- Focused not haphazard.
• Provides a means of measuring training effectiveness
- Generates data useful in evaluating training
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- As training is directed towards actual learning needs, it can
be evaluated.
Pitfalls to watch
• Avoid large scale and expensive TNA – can be confusing and cause delay –
irrelevant. (KISS) – keep it short and simple.
• Using TNA as a means for delaying action on a problem or using TNA as a
rubberstamp to justify and give respectability to something that has been decided
already i.e. failure to identify clients purpose; using training as a cover up for a
non-training problem e.g. bad financial management due to corruption/stealing.
Advantages
- Possible to gather specific information from specialists
- Non-verbal messages can be read
- Builds rapport
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Disadvantages
- Takes time and it’s expensive
- Affected by interviewers bias
- Non-suitable for a large number of people
Focus groups
This is information that is gathered from groups with the same interests e.g. heads of
products lines. It consists of 8 to 12 people with a trainer as the facilitator.
Benefits
- Valuable information especially if group is representative of various viewpoints –
generates many ideas
- Useful in diffusing hostilities and negative attitudes to training
- Encourages a feeling of ownership
Weaknesses
- Unrepresentative and delays
- Stifles honest discussion of actual job performance, feelings and causes
- Needs a skilled facilitator who is perceived as honest and trustworthy
- Expensive and time consuming
- Subjective information
Benefits
- Can reach many people
- Inexpensive
- Easy to administer as format is easy/familiar
- Safeguards anonymity
- Results are more objective
Weaknesses
- Low response rate historic findings
- Not easy to write good questions
Observation
It is good when used in combination with other methods.
Benefits
- Brings trainer into direct contact with trainees
- Used to validate information
- Generates resource material for training e.g. examples, role-plays etc.
- Objective method of obtaining facts
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Weaknesses
- Artificial – people may modify behavior when watched
- Time consuming
- Not all jobs are observable
- Jobs are varied from time to time
- Trainers may be seen as management spies
- Observation requires expertise in job analysis
- Requires qualities of listening, patience etc.
Benefits
- Good background information
- Time saving
- Examples and clues
Weaknesses
- Limited focus
- Not available
- Information/ data irrelevant
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This is the most important step. Objectives are drawn from the training needs.
Robert Mager (1975) defined an objective as:
“A description of a performance you want learners to be able to exhibit before
you consider them competent. An objective describes an intended result of the
instruction rather than the process of instruction itself”.
The emphasis here is the need for learner performance and the demonstration of
knowledge and/or skills.
2). They direct presentation of training – provides focus and direction of the
course and for participants – easy to follow teaching.
3). They help participants to organize their learning efforts – people learn
better when they know what is expected of them.
4). They provide a means of evaluating the course (did the participants
achieve the objectives?)
NB: if objectives are not identified and clarified, there will be confusion in course development,
presentation, participants and evaluation. Objectives are not fixed; they are flexible and can be
changed where necessary during a course.
Difficulty of objectives:
Knowledge objectives are the easiest to achieve, followed by skill objectives. The most
difficult are the attitudinal objectives.
Hierarchy of objectives:
How should objectives flow logically?
1). Knowledge objectives usually come first – information, guidelines,
procedures etc
2). Practice (skill) comes second and
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3). Attitude objectives come last
NB: In most training situations too much time is usually taken up by knowledge with too little
time for practice. Participants end up knowing the task or skill but are unable to perform. Most
courses teach the ‘how to’ but provide less practice – hence problems in the transfer of learning.
Activity:
A Training needs analysis done for 50 middle managers of an organization identified the
following needs:
- Interpersonal skills such as listening, communicating and negotiating
- Leadership skills, staff motivation and team building
- Time management
- Delegation of authority
- Conduct and management of meetings etc
The CEO has ordered that these managers attend a 5-day training program.
Required
1). Design a program showing days, time for various activities, training
methods, venue/location, resource persons etc.
2). Formulate course objectives – knowledge, skill and attitudinal.
3). Formulate the training content (what would be the topics to be covered?)
4). Provide justifications for your recommendations.
Step 3: Find out different ways of presenting a course content e.g. audio-visual aids,
built-in structured experiences into the presentation of the content e.g. icebreakers, case
studies, games, group tasks, role plays or problem solving.
- It adds variety and increases learning effectiveness.
Step 4: Divide the course and organize it in such a way that each objective is covered
individually.
- Prepare sufficient content to accomplish each objective
- Devise relevant activities to apply the knowledge or skill to be learnt.
- Provide evaluation/feedback to measure whether the objective has been achieved
Step 5: Write a lesson plan. A lesson plan is a structured outline of how a lesson is to be
delivered. It contains lesson objectives, introduction, content, conclusion / summary,
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learning activities, learning resources and time estimated for each activity.Sequence the
content into introduction, presentation, application activities and conclusion.
Presentation of training content requires good preparation – both for new and experienced
trainers. For efficiency, a trainer can use a preparation checklist, which may contain the
following:
• Course preparation
- Room/venue reservation
- Travel/accommodation arrangement
- Meal breaks etc.
• Prepare participants
- Confirm enrolment/participation, time, dates etc
- Information on travel/venue etc
- Pre-course tasks e.g. readings
- Informing on participant objectives/ expectations by trainer etc.
• Prepare self (trainer)
- Rehearse presentation
- Prepare handouts
- Visual aids
- Division of tasks with co-trainers
• Prepare training room
- Set room/sitting arrangements
- Set equipment/visual aids etc
- Check other materials e.g. tape, chalk, pens, handouts etc.
- Name tags, paper, stationery etc.
NB: preparation eliminates problems that are likely to interfere with the learning process
especially for adult learners.
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- Facilitate introductions – break the ice or warming up or set the climate
Some methods
- Participants introduce each other
- List questions on a flip chart e.g. name, department, job, organization, experience
on course, topic and ask participants to give information (avoid the ‘creeping
death’ method)
- Autograph hunting method
Presentation methods
A trainer needs to be flexible – to adjust roles and styles in response to the requirements
of activities, participants needs etc. A trainer can be a facilitator, a course leader or
presenter depending on:
- Level of participants knowledge of topic
- Attitudes of participants towards topic - mature versus immature participants.
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Syndicate exercises
This is where learners are divided into groups of 4 to 6 and asked to:
- Discuss a topic
- Solve or identify a problem
- Perform a task
- Answer a question
Syndicates are more organized than buzz groups. After discussions/exercises they make
presentations and the trainer summarizes.
Case studies
This is a participative method in which a set of circumstances or situations – real or
imaginary is given to trainees and asked to diagnose, solve etc.
Uses:
- Practice of skill relating to analysis of information
- Encourage employees to reason
Demonstration role-play
This is where role players (usually the trainers) act out a prepared script for the group to
observe and learn (live action).
Uses:
Demonstrate skills such as:
- Interviewing
- Questioning and listening
- Verbal and non-verbal communication
- Negotiating and influencing
- Assertion
Advantages:
- Powerful method of demonstrating learning points in a short time
- Fun, humorous
- Brings theory to life
- Write the script – dialogue and stage directions
Avoid:
Reinforcing stereotypes e.g. gender/race
Projects
This is where trainees are asked to complete one large task, which involves researching a
topic, collecting and collating information. It can be in writing.
Uses:
- Skills in organization and planning
- Research
- Interviewing
- Report writing
- Presentation
- Time management
- Team working
- Analysis and interpretation of data
- Decision making
- Problem solving
- Leadership and management
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- Communication
Acquisition of knowledge
Trainees take responsibility for their own actions
Discussion
This is where groups orally explore a particular topic, which has no set answer.
Game Simulations or Business Games or Management Games
- Can be work or non-work related
- Outdoor games e.g. competitions, survival etc.
- Board games etc.
Have a competitive element between teams. Deal with:
- Decision-making
- Problem solving
- Team working
- Leadership
- Negotiation
Uses:
- Fun
- Variety to teaching
- Promote team spirit
- Provide sense of achievement
- Influence attitudes
Lecture method
This the most teacher-centered of all the methods. It involves talking/explaining by the
trainer .It is most useful where information is new and a lot of learners have no previous
experience.
NB: The method depends on the time available for introductions or icebreakers.
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This refers to the process of obtaining feedback on the effectiveness of a training
program. It is also the measurement of the effectiveness of training. It comes usually at
the end of a training program (summative) although it can also come in between
(formative).
- Evaluation tells us how worthwhile the total value of training has been in respect
of the total benefits accrued to it.
- It is concerned with the total value of training to the organization. It is not limited
to the achievement of training objectives.
- Evaluation is a continuous process involving managers, participants and trainers
in training decision-making. Concerned with reviewing progress, identifying
additional support action to make training effective –Hence it is not a separate /
isolated step that comes at the end of the training cycle.
- Evaluation of training is the collection and analysis of information, which enables
effective decisions to be taken about the future training actions needed to achieve
desired organizational outcomes.
In a nutshell:
• Evaluation is not an end in itself, but a means to an end.
• Evaluation is an integral part of the training process-it is a continuous
process.
• Evaluation involves comparing actual results with desired results.
Related terms:
Validation – The process of assessing the extent to which the objectives of a training
program have been met. It is establishing that what you set out to do (objectives) have
actually been done (achieved).
Assessment – the process of testing/measuring the level of learning achieved.
Monitoring – The process of checking along the way that one is on the right track (doing
the right thing) and not going wrong.
N.B. Evaluation is a compound term that is usually used to cover all these activities.
Importance of evaluation
1) Used to justify the organization’s expenditure on training
2) Provides evidence about the effectiveness of a training course
3) Provides a basis to decide if a program should be continued or
discontinued
4) Make improvements on the program.
5) Used as a training aid to clarify issues covered in the training program or
to identify additional training needs, clarify objectives, give feedback on
learning (formative).
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- The learners/trainees
- A consultant – external
NB. There must be no bias as this can invalidate the results. Those who have overall
responsibility must be impartial, credible, have expertise and knowledge of the relevant
processes and tact to deal with sensitive issues.
Levels of evaluation
Hamblin (1970) suggested four levels of evaluation each requiring different techniques.
The reactions level
It involves reactions on the content and methods of training, opinions about the trainer,
the usefulness and interest in the subject matter, their enjoyment, food, accommodation,
sitting arrangement etc. and also the relevance of the course, training materials.
Questionnaires, interviews, group discussions, individual interviews etc. are used to
measure..
Limitations:
- Recency effect – if employees have enjoyed a course, the euphoria may be
misleading.
- The time lag between training and reality of work may give a false impression
that learning occurred when in reality it did not – trainees discover this once they
get back to work.
Caution: It may focus more on trainer popularity rather than participant learning.
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Obtain data on indications such as: employee turnover, absences, reduced costs, quality
and quantity of production, sales, reduced employee grievances etc.
Benefits:
- Evidence from organization level evaluation can support training in times of
cutback.
- Ties training more closely to organizational goals and objectives
- Fits in with management rhetoric about training needing to be more business and
result oriented
- May reveal more training needs
Limitations:
- Difficult to measure the effects of changes/performance at organizational level as
these may be attributed to other factors other than training e.g. procedures,
policies or salaries. This is because training benefits are indirect and intangible
- Can be time-consuming and expensive
Conclusion:
The evaluation stages are sequential from 1-4. The easiest levels to evaluate are 1 and 2
but the process becomes increasingly difficult as level 4 is approached. This is because of
the difficulties of measurement. The factors are complex because of the many causes and
effects.
Levels 3, 4 and 5 are the most difficult to evaluate because job, organizational and
departmental performance depend on many other people and factors and it is difficult to
apportion improvements to the efforts of specific individuals. The results due to training
can only be inferred through:
- Increased profitability
- Lack of customer complaints
- A favorable attitude towards training
- The standing of the training officer
- Nature of training requests made
- System of performance appraisal
- Availability of promotable employees
- Proactive labor force not resistant to change.
To maximize the benefits from investment in training, trainers should: Set clear objectives in
behavioral terms or competencies; Set objectives for each level of evaluation and evaluate
systematically at as many levels as possible to obtain the total picture.
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Explain the significance of talent management and succession planning for
organizational performance
NB In planning for career development, personnel managers must be aware of the basic
drives and needs for employees.
Considering the changing employment patterns where job tenures are increasingly
becoming short term and permanent jobs are no longer guaranteed, how are
organizations dealing with issues of career development and succession?
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Talent – Is a natural ability to do something well. Talent management is a
professional term that gained popularity in the 1990’s. It refers to the process of
developing and fostering new workers through developing and keeping current
workers and attracting highly skilled ones from other companies. Companies engaged
in talent management are strategic and deliberate in how they source, attract, select,
train, develop, promote and move employees through the organization.
• It incorporates performance management.
• It is the precursor to succession planning
• It is of strategic importance
• Delivers leaders for the next generation
• Aligns the right person for the right job
• Completes management teams
• Reinforces personal and professional accountability and performance
management
• Gives the organization a competitive advantage
• Competition for talent
• Global labour market
• Virtual workforce
• Workforce demographics such as age, race and culture
• Educational levels of workforce
• Commitment and loyalty issues
Succession planning
This refers to a defined programme that an organization implements to ensure
leadership continuity for all key positions by developing activities that will build
personnel talent for the future.
• Helps identify highly talented individuals
• Promotes employee development
• Refines corporate planning
• Establishes a talent pool
List additional reasons why a succession plan would benefit your organization
Factors affecting succession planning
• Management support
• Participation by all divisions
• Documentation
• Understanding all the phases
• Follow up through action
• Preparation by thinking long-term
• Dissemination to all concerned
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• Use benchmarking
• Develop a rough draft of the proposed plan
• List guidelines to consider
• Gain consensus and commitment
Definition:
An appraisal is the evaluation of worth, quality of merit or an evaluation of present
performance and future capabilities.
• Performance appraisal is a systematic, periodic and impartial rating of an
employee’s excellence in matters pertaining to his present job and to his
potentialities for better job/future capabilities.
• An analysis of an employee’s recent successes and failures, personal strengths and
weaknesses and suitability for promotion or further training.
Objectives:
1. improve job performance and identify potential for other work
2. identify the need and areas of further training of the employee
3. assist in determining promotion and transfer policies
4. reduce grievances among employees
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5. make compensation plans more scientific and rationale
6. help in proper placement after training.
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can be used. Employees are assigned groups e.g. poor, average and good. This avoids the
tendency to rank everyone as good or average.
Limitations:
- Highly subjective and chances of rater errors and biases are high
- Small difference between employees are likely to be exaggerated
Behavioural systems: These rate employees according to how much they display
successful job performance behaviours. They rate objective behaviours and are relatively
free of rater errors. Three types are used:
• Critical incident technique (CIT): this method requires job holders and
their supervisors to identify performance incidents or on-the–job
behaviours and behavioural outcomes that distinguish successful
performance from unsuccessful ones. It is useful because it relies on
extensive documentation of job performance behaviours but is demanding
and cumbersome.
• Behaviourally anchored rating scales (BARS): Is a variation of CIT that
uses scales for the job behaviours and is very objective as it encourages
raters to do evaluations in the same way. However like CIT it is
demanding.
• Behavioural observation scales (BOS): Uses the same scales as BARS
but incorporates only positive performance indicators. It is difficult and
time consuming to develop and maintain. It also requires regular
observation of employees, which is not feasible.
Goal-oriented systems: These are the most effective performance appraisal techniques.
Employees and supervisors together determine the objectives to be met for the rating
period. They are useful for managerial and professional employees.
Advantages:
- Promotes effective communication between employees and supervisors
- Employees participate in setting their own objectives which is motivating
Disadvantages:
- Time consuming
- Limited only to the given goals, excluding other outcomes (encourages a ‘results
at any cost mentality’)
Performance appraisal serves as the basis for awarding merit pay raises. Awarding merit
pay on factors other than job performance could lead to court action on grounds of pay
discrimination (In the USA, the Equal Pay Act of 1963 has been used to sue employers
for discrimination on pay)
To strengthen the link between pay and performance, employers can do the following:
- Link performance appraisals to business goals
- Analyze jobs
- Communicate
- Design effective performance appraisal systems
- Empower employees
- Differentiate among performers
- Train raters
- Set up formal appeal mechanisms against inaccurate ratings
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- Incorporate all job characteristics into the rating instrument
-end-
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