How to Train New Recruits in
Your Company

chillibreeze writer — Kishore Vishnu

Every organization needs manpower relevant to the needs of the organization goals. The organization may change its goals depending upon the market requirements and new trends. Usually the new requirements (although an extension of the present one), become a little more complicated and drift away from the old requirements. For example, when the age of computerization dawned, typewriting skills were used, but now, knowledge of computers has become a must.

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So, training is necessary on the basics of computers - for opening files, storing them, sending emails etc. These are all new concepts to the older generation. The machine/computer looks somewhat like a black box, which they often try to avoid using. But proper training (and now, several government offices are doing it too), as part of the development of human resources, has made good use of many the powers that computers have. However, this is only a small example.

The same goes for the various walks of life. Some of the fields to consider are:

1. Manufacturing
2. Sales
3. Marketing
4. Services like power distribution, financial, legal, medical, repairs, counseling
5. Entertainment
6. Civil construction activity
7. Education

These are just a few among a whole range of fields that exist in the present world. Whatever the field, the basics of training can be followed for an organization and its trainees to get maximum benefit.

Launching training programs

The following points need to be considered by the management before launching a training program:

1. Will it be a short term training, give or take 10-30 days, or long drawn programs spanning over six months to a year?
2. The long term training program is normally for people who to be recruited in the organization to become junior officers and who, in time, may become mid-level managers.
3. The short term training can be for mid-level managers or senior low level people who are to become acquainted with new trends in the profession.
4. When the training is long drawn, it is advisable for trainees to spend sufficient time in other departments related to their job, apart from intensive training in the department where they are to be absorbed
5. During selection of trainees the following points are to be considered:

• age
• qualification
• experience, if any, and its relevance/affect on the training
• attitude

Now that we've got that covered, let us take a quick look at how a training program can be launched by any organization which wants to improve its working and reach set goals with ease. These have been given step-wise for better understanding.

1. Find out the area in which people require training from the feedback of recent results of prescribed outputs of the organization.
2. Find out whether the experts to train are available in-house. If there are no experts available, hire an external trainer who can train the staff/new recruits in the specified areas.
3. It's often a good idea to include some old staff with the new recruits at an appropriate time so that the seniors do not feel like they've been neglected in improving their skills.
4. Set qualifications/personal traits to take new recruits in to a certain department. Although most basic qualifications may be similar, some traits will make certain applicants more suitable for certain roles.
5. Have a detailed discussion with the concerned department head what is to be expected from these recruits after completion of their training.
6. Discuss with the experts how much time is required for a new recruit (of average capacity) to achieve the required know-how to start the job, and the expected basic qualifications and experience.
7. Find out the schedule for teaching (class room) and practical sessions and the time frame for each activity (this can be calculated after preparation of training modules).
8. Decide on the kind of module each type of training needs, like a class room lecture/ on hands/ over shoulder/ mixed type.
9. Find out the average capacity (in hours) of the learner for him to be able to focus on the subject.
10. The number of persons per session is to be decided by the nature of course, accommodation available and method of teaching/training.

Facilities required to conduct a training program

There should be a suitable room with benches and desks so the trainee can comfortably take notes.

One or more of the following needs to be made available to conduct the classes

1. A black board and chalk
2. A white board and marker pens
3. An overhead projector and transparent film and a pointer
4. A slide projector
5. A computerized overhead projector (LCD projector)

Care to be taken during training period

1. Do not disturb the training sessions whilst under progress.
2. Provide a scribbling pad and pen to all trainees.
3. Trainees should be given training material to be able follow class discussions. Sufficient copies need to be made available.
4. Arrange snacks/tea during short breaks let the instructor move freely among the trainees and keep an eye on their general behavior.
5. Tell the recruits about the organization's hierarchy. Also inform them about what is expected after the training.
6. Keep regular tests - oral or written - to understand how much the candidates are learning and maintain records.
7. While taking classes, observations need to be made on who's slow and wants the instructor to go slow, or who's fast and wants the instructor to go fast. Try to explain the necessities of going at the speed at which the class is being taken. Ask the slow learners to mingle with fast ones and ask the fast ones to bear with the speed of the slow ones.
8. Trainees should be made to move around their future work place informing them where their role comes into play. This should be done before and after training. Ask them for their comments on the training sessions. What would be even better would be to collect a standard sheet so that the training program can also be improved.
9. Dos and don’ts need to be expressed clearly in the training program so that the trainees will follow them to build up safe practices in the routine work. These should become a part of the training material.
10. If the training involves several disciplines, then the instructor should try to evolve the strengths and weaknesses of the trainees in the subject concerned, and if necessary, should provide specialist lectures dealing with the basics

Few words about training material

Training manuals and training kits need to be arranged for the purpose of trainees to have hands-on training. Training can be “over shoulder”, which can be dangerous and not recommended by a new trainee to handle the object in which he is undergoing training

Training Manual

1. Make a detailed list of the all activities the trainee is expected to participate in after training.
2. Arrange them in order of complexity (not in the order of what he may have to attend to).
3. List out the basic knowledge he has to posses for the activity to be undertaken.
4. Make a list of the activities which can be explained graphically by charts/graphs/flow diagrams etc.
5. Prepare them depending on the type of classes.

Training Kits

1. Make use of existing material to be used as training kits, where the trainee can learn the subject practically.
2. If it is not possible to provide the trainee with real material, then articulating modules can be made to explain the subject practically.
3. With this training, the trainee should be in a position use all the tools he comes across in his daily work
4. Training can be “over shoulder” where it is dangerous and not recommended by a new trainee to handle the object on which he is undergoing training.
5. Training can be “mixed” where the trainee under the supervision of regular employees can start and end the process, whereas the critical portion is carried out by the senior while the trainee observes.

A “new recruit” does not necessarily refer to a person without any back ground, but definitely new to the course he is to undergo. For example, a person from a general stream to a specialist stream, a person from specialist stream to super specialist stream etc.

About care to be taken by the organization during training

The management representative should visit the training place occasionally and observe the proceedings. Care should be taken regarding language problem, should it exist between the trainee and the instructor. A solution needs to be worked out in advance.

Take more number of trainees - about 5 to 10 percent - for the possible dropouts/persons who can not come up to the expectations of the organization.

Attendance is to be maintained to have control over the trainees.

Care needs to be taken regarding the instructor's voice, his body language, room temperature, environment etc.

The place specified for the training and the place where the trainees are supposed to go for practical training should be made available as per the plans made so that disturbances to the trainee's schedule and motivation do not takes place.

Similarly, persons allotted to train the recruits should be made free to attend their work with out any problems from their superiors.

Facilities like drinking water, toilets etc. need to be made readily available.

What a trainer should do

The trainer should remember the following points while conducting classes:

1. Linking between class room lecture and hands-on training where ever possible.
2. Give a gap of two to two and a half a day when the topic changes from basics to applications or to possible problems and solutions in a particular area of training. This will help the trainee co-relate things in a better way.
3. Re-discuss what was covered the day before and discuss what is to be covered on that day.
4. Specify the purpose as to why the training is imparted and its possible pitfalls.
5. Other sources from which the trainee can get additional information on the subject namely standards, journals, magazines etc.
6. Prepare mock drills and tests and conduct these periodically to ascertain the candidate's understanding power.
7. Allot some time for questions to be asked by the trainees, preferably at the end of the class.

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Out of 5 “chilies”, our editorial team gave this article...

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—About our writer: Kishore, Retired professional automation engineer (electrical/electronics), entrepreneur, lecturer. Now taken to technical writing. Live in the Temple town of Bhadrachalam in Andhra Pradesh.

 

 

 

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