Efficiency & Effectiveness Two aspects of performance have been considered – efficiency and effectiveness. Effectiveness is the foundation of success Efficiency is a minimum condition for survival After success has been achieved. Efficiency is concerned with doing things right. Effectiveness is doing the right things. Efficiency and Effectiveness “Traditionally, two aspects of performance have been considered – efficiency and effectiveness. These two terms have no universally accepted definitions.” (p.5) Rothwell, Willaim J. and Kazanas, H.C. (1998)

Efficiency Efficiency can be posed simply Are we doing things right? “doing things right” means “without unnecessary expenditure of time, money or effort.” Efficiency “But efficiency is usually understood to mean the ratio between the resources needed to achieve results (inputs) and the value of results (outputs). Some have said that the central question of efficiency can be posed simply: Are we doing things right? In this question, the phrase “doing things right” means “without unnecessary expenditure of time, money or effort.” (p.5) Rothwell, Willaim J. and Kazanas, H.C. (1998)

Effectiveness Its central question is this: Are we doing the right things? In this question, the phrase “right things” typically means “what others expect or need from the organization, group, or individual.” Effectiveness “Effectiveness, on the other hand, usually means the match between results achieved and those needed or desired. Its central question is this: Are we doing the right things? In this question, the phrase “right things” typically means “what others expect or need from the organization, group, or individual.” (p.5) Rothwell, Willaim J. and Kazanas, H.C. (1998)

A Systematic Approach to Training Key Concepts in Preparing a Training Plan Before you train and develop people identify what: They must know - before they can perform job They should know - to improve performance Would be nice for them to know – but not necessary to perform duties.

Model of the Training Process Assessment Stage Training Stage Evaluation Stage Organizational Needs Assessment Task Need Assessment Development of Training Objectives Design & Select Procedures Measure Training Results Development of Criteria for Training Evaluation Train Compare Results to Criteria Feedback

Nine Steps in the Training Process Assessing training needs Preparing training plan Specifying training objectives Designing the training program(s) Selecting the instructional methods Completing the training plan Implementing the training program Evaluating the training Planning future training

Assessing Training Needs Conduct a training needs analysis by either one, or both, of the following External approach (Department & society) Internal approach – using a staff opinion survey.

Preparing Training Plan Consider whether to design a long or short term plan. Ask your self “What are we going to achieve in the time period?” Use a holistic approach by using a calendar for inputting your training activities.

Specifying Training Objectives Training Objectives must be specific & measurable. Why? Very difficult to measure effectiveness after course is finished. What should trainees be able to accomplish after participating in the training program? What is the desired level of such accomplishment, according to industry or organizational standards? Do you want to develop attitudes, skills, knowledge or some combination of these three?

Designing the Training Prog. Program duration Program structure Instruction methods Trainers qualification Nature of trainees Support resources – materials, OHP, classroom Training location & environment Criteria & methods for assessing participant learning and achievement Criteria & methods for evaluating the program

Selecting Instructional Methods On-the job-training (OJT) learn while you’re working Off -the job-training In house, training or classroom External, consultancies or attending external classes Independent bodies, such as government talks Distance learning, from books or notes Computer-assisted learning Interactive-video training Video conferencing, same as classroom except teachers and students are in different locations.

Completing the Training Plan Target group – assess your audience Topic – task, skill or attitude ingredient Method – direct (one way communication) or indirect (discussion, games, experimental exercises…). Important as evaluation of trainees usually lies on the perception on what they did in the training session Time – length, period, breaks important to consider Location – away from the office?

Implementing the Training Prog. Besides trainers qualifications and experience: Participant selection Group comfort - physical & psychological Trainer enthusiasm & skills Effective communication Feedback mechanism The need to learn new training skills Preparation by trainers

Evaluating the Training Three Levels of Evaluation Immediate Feedback Survey or interview directly after training Post-Training Test Trainee applying learned tasks in workplace? Post-Training Appraisals Conducted by immediate supervisors of trainees

Planning Future Training Last step in the training process After taking all evaluated comments, trainers should modify the programs to keep good things and make suggested improvements Remember, even with the same topic for different trainees, trainers should address many parts of the training process again and consider new approaches.

Training Management Information System TMIS All activities pertaining to training were done manually, Time and Resource consuming, Prone to errors, Delays in retrieval of specific information, Lack of effective and timely monitoring & coordination. To address above problems we switched to TMIS

Objective of TMIS To save time and resources, To assure accuracy in training management, To retrieve specific information quickly, To establish better coordination, To ensure effective monitoring and evaluation. Training TMIS facilitates in planning training programs on the basis of available resources

Impact Ease in Preparation and re-scheduling of Training Calendar, Ease in Preparation of course time table, Ease in Creation of Faculty data base, Ease in Monitoring and Evaluation, Ease in Hostel Management. Ensuring skilled human resources Easy and quick retrieval of training information Progressive rise in the number of programmes and trainees

Sustainability Ownership with the Academy, Flexibility in customization, Attention is being paid to in-house capacity building User friendly electronic archives for future reference and record Level wise user protection Every effort is being taken to ensure institutionalizing each step taken to streamline the activities with the help of robust TMIS

Lesson Learned Change in work culture, Even a small team can deliver quantity and quality training with proper planning and networking Periodic review of system should be done for course correction As and when required, up gradation of infrastructure should be ensured Capacity building of personnel is prerequisite for success of Training TMIS Though technology helps in exponential growth in terms of number of programmes and trainees, a trainer with passion for training and trainee centered approach is cardinal for effective training system. Continuous capacity development is essential.

New technologies have made it possible to: reduce the costs associated with delivering training. increase the effectiveness of the learning environment. help training contribute to business goals. Prior to the introduction of new technology: Trainees played a passive role in learning. Interaction among learners occurred primarily outside the training room and tended to be limited. Due to technology, learning has become a more dynamic process. Instructor is more of a coach and resource person.

Benefits of Technology Employees can gain control over when and where they receive training. Employees can access knowledge and expert systems on an as-needed basis. The learning environment can look, feel, and sound just like the work environment. Employees can choose the type of media they want to use in a training program. Paperwork and time needed for administrative activities is reduced. Employees’ accomplishments during training can be monitored. Traditional training methods can be delivered to trainees rather than requiring them to come to a central training location.