Hi Kavita,
I had written a response to you, but my lan connection took a break :D so I'm retyping it :(
Your responses have definitely helped in clarifying the situation. Some immediate observations :
1) I don't get the impression that TNI (Training Needs Identification) was done before the decision and design of the program.
2) Your costing of the training is incomplete. You should also add cost of the resources like conference room, stationery, snacks, LCD / AV equipment in addition to your salary.
3) Your method of delivery is fine. As a variation, You may want to show a snippet of film and hold a group discussion after that.
4) It appears that the dept head and/ or HR wants to have the program, the employees don't see any value in the program.
Therefore, please clarify:
1) What is supposed to happen or not happen at the end of the session? 2) What should there be more or less of, after the program.
3) What is the evaluation method you have for the program? I am sure you will get a pretty good idea if your feedback form is made keeping in mind the objective of the program. Be VERY suspicious if you get ALL HIGH ratings.
4) Most of all, how was it decided that communication skills is required? When they said communication, did they mean Verbal (language), Written (business language), Interpersonal (team communication) or Communication with customers. Your program design would differ based on this.
Suggestions for you:
1) Get your participants nominated by the department head only. Thereafter, send them an invite which can be signed by you & HR Head. This letter (hard copy or email) must be sent to them 1 week in advance so that they can schedule time for this.
2) Do not accept last minute dropouts unless there are serious reasons and only if you get a replacement. For other dropouts, ask them to inform you through their department head AND provide a replacement trainee.
3) You may be doing this already - Maintain an attendance sheet for each session. Take attendance at the end of the program and send a list of absentees to the dept head with a cc to the HR head.
4) The training cost which you now have calculated as I have shown above should be broken down to a per participant cost. This cost is to be billed to the department head.
5) You could try to have your session first thing in the morning and end it with a tea break, or you can have it just before lunch. Please don't do it after lunch or before EOD.
6) Be strict about timings(yeah, I know it sounds harsh - but you are not in the session for timepass). Introduce fines for late comers. Blacklist those who misbehave during the session.
7) Since the session will be a regular feature, book your conference room continuously for a particular day/s of the week for a month or 2. This way, you establish an identity / time / place for your training program. Avoid adjusting the usage of the conference room at the last minute with other departments.
You should do some or all of these things for all programs not just the current one, especially TNI before any program. I am sure that following some of the actions given above will help you in getting better results.
All the best and let me know how it turns out.
Regards
Ryan