Starting Trainings in My Organization: What Formats Should I Consider?

Dear All,

I am planning to start TRAININGS in my organization. Can you all please help me in understanding which formats are required for this? Looking forward to your responses... please help!

Regards,
Bhavna

Hi Bhavna,

You need to plan your training activities.

Some steps that you may need to follow:

1. Training need identification
2. Consolidation of training needs
3. Identify the methodology that you'll use for training
4. Prioritization of training
5. Identification of Training resources
6. Budgeting and planning requisite resources and logistics
7. Create a calendar & publish so that everyone knows what training programs you plan to conduct.

You may also need to design Training plans for each employee, as not everyone can be given the same training program as one may not need it. However, you may have some training programs that spread out to the entire organization.

Providing training itself does not help; you also need to track effectiveness as you would have invested time and resources. So you will need to:
- Take feedback on training programs conducted.
- Track on-the-job application and implementation (and evaluate results post-training).
- Take corrective actions as guided by on-the-job application of knowledge and feedback given by the participants.

Some other things that will help:
- Maintain all the course contents/course material so that people can refer to it at later stages.
- Keep a matrix so that you know that people moved from one skill level to the other or added new skills to their portfolios after training.
- Use statistics to view what kind of training you need to frequently provide (this may have a direct relation with your recruitment practices too).
- Have frequent knowledge-sharing sessions so that people share with others what they have learned.
- Have people trained to be internal trainers (that will reduce your cost of training considerably).

Hope this gives you enough information to start thinking and building on the training function.

Cheers,

Kamaljit Kaur

Dear Kamaljit,

Thank you for providing such wonderful information. Here is what I have gathered:

1. I need to create a sheet detailing all the trainings to be conducted (information collected from TNA), establish the priorities, and identify the trainers.

2. Create a Training Calendar with the schedule, topics, trainers, attendees, methodology, etc.

3. Collect feedback on training conducted, trainers, and on-the-job implementation.

4. Keep a backup for future use.

In the past, we have conducted a few training sessions. However, some employees who were not nominated for those sessions also attended, leading to issues with assignment submissions.

I am looking for ways to prevent this and ensure that employees take the training seriously and complete assignments promptly. It seems that employees here do not take training sessions seriously.

I would appreciate your advice on this matter. Additionally, if anyone could provide me with a Training calendar format, it would be greatly appreciated.

Thank you in anticipation.

Regards,

Bhavna

Need to understand the methods and process for "tracking on job application and implementation (and evaluate results post training)." How does a training department check this?

Hi Bhavna,

The problem you are facing is quite similar in all industries. You need to attach the training sessions taken up by an employee to his performance appraisal; only then will they take it seriously. You can define certain KRAs (Key Result Areas) for the employees based on which their performance would be appraised, and training would be one of the KRAs. In fact, you can have different levels of training - those who perform well in the first level will move up to the next level, creating an environment that is challenging and competitive.

Cheers @ work, Shilpa.

Hey, that's a great suggestion, Shipa. Thanks a ton.
Can you help me with some training formats like training calendar and feedback forms, etc.?
Regards,
Bhavna

Attached is a monthly program indicator. You can insert the name of the program scheduled for a particular date.

Thanks,
Kamaljit

Once you have published the calendar, you will have to ensure that you send out a detailed schedule to the members. You may use the Outlook calendar to ensure you have the records with you. When you send out the detailed schedule, use the "new appointment" or "meeting request" option in Outlook (File > New > Meeting Request/Appointment). Add the participant names in the "invite attendees" box. Set the time frame. Ask for responses (to ensure that no one drops out). To minimize the dropouts from the program, you may:

- As already recommended, use KRAs and KPAs.
- Block the number of seats per program (an ideal size would be 12-18).
- Ensure you have a waiver process, i.e., people who cannot attend the training program must inform about the same using a waiver request duly endorsed by their reporting manager, providing the reason thereof.

Thank you.
Kamaljit

Dear Shweta,

As of now, we are planning to conduct internal trainings only. These are technical trainings; needs are identified based on improvements required in any individual, their interests, and further growth plans. Therefore, we utilize our internal resources only to impart the trainings.

Regards,
Bhavna

You can identify the needs of the employees through a performance appraisal report. This report can also help determine who should receive training and what their current shortcomings are. After that, you can decide which training is important for your employees.

Shweta Swarnkar

Hi Bhavana,

First of all, you need to make sure that you have informed that only a limited number of people can attend the training program, e.g., 10 people.

Secondly, all those who need to attend the session need to send in the nominations first so that you can keep track and schedule them accordingly for a day or split the group.

When you are sending the nomination tracker, don't forget to mention that the delegates will be submitting an assignment post the training.

Once the training is over, send an email to all the people who have attended the training that they would need to submit their assignments by a certain date. After which, they would be given a certificate of completion of the course.

You may start assigning "Learning Points" to members who have completed the training program in its entirety, i.e., attended all the sessions and have submitted the assignments. You could do this by means of assigning simple certificates indicating learning points (these could be used when the employee is being considered for promotions or other higher responsibility work profile).

Thanks,
Kamaljit

Thanks a lot for the format.

We do it almost in a similar way as suggested by you, but the seriousness is lacking in employees regarding this. I am working towards making them more dedicated towards the training function. I will definitely try and incorporate all the suggestions.

Thanks,

Bhavna

Bhavna,

Try out the suggestion mentioned earlier by Kamaljit & others about including these in their KPI's or KRA's. You need to drive this to the top managers so that it can be included in their goal sheet.

Also, as Kamaljit suggested earlier learning points. You can call it a Learners Passport where you have a small book with the delegates' details. Whenever they attend the course, the trainer signs & gives a stamp that they have attended the training program.

Using this will be beneficial to all the people as they know what trainings they have attended & you to know how many people have attended & evaluate the same.

Learning points:

You can consider them as a kind of reward that a participant gets for completing the training program. This will also help you establish a lighter side to the training programs (as people love receiving rewards!). You may define "how many learning points one needs to get" along with other factors to be considered for the next grade/level or position. It provides a fair degree of transparency too...

Thanks,
Kamaljit

Hi,

I am attaching some of the formats useful for the training procedure. Let me know your feedback.

With regards,
Satya Kumari

Attaching sample training calendar prepared by me. Hope it helps you.

Hi Bhavna,

Considering that a training program should be effective and executed smoothly as per schedule, it would be best to prepare a Training Calendar on a quarterly basis. In this way, you'll find it easy to ensure its execution and even devise better training programs depending on the feedback from all the employees. Feedback forms are a must. You also need to finalize how many hours of training are required by an individual depending on his job profile, level, or caliber. These hours of training attended will be recorded in their respective personal files by their Managers or HODs and will be of great help while evaluating the candidate for his performance appraisal.

Cheers@work,
Shilpa.

Hi Shilpa,

We have a quarterly review system, thus during the PMS cycle, we also do the TNA every quarter.

Yeah, I am working on feedback forms as we have not used them yet. I would appreciate it if you could help me with the format for feedback forms, if you have any suggestions.

Thanks in anticipation.

Regards,
Bhavna
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Dear Cite HR member,

I am attaching the attendance format for your reference.

Regards,
Venkatesh

Hi Bhavna,

I am glad the members have shared valuable tips and views on this subject! 😄

Coming to the point of trainings, it would be a good practice if the employee gives a presentation on the learnings from the seminar or training program attended and provides a plan for implementation.

Regards,
Rajat