Training Methods: On Job Training and off the Job Training Methods

Training Methods: On Job Training and off the Job Training Methods!

A large variety of methods of training are used in business. Even within one
organization different methods are used for training different people. All the
methods are divided into two classifications for:

A. On-the-job Training Methods:

1. Coaching
2. Mentoring
3. Job Rotation
4. Job Instruction Technology
5. Apprenticeship
6 . Understudy
B. Off-the-Job Training Methods:

1. Lectures
2. Conferences
3. Vestibule Training
4. Simulation Exercises
5. Sensitivity Training
6. Transactional Training
7. In basket
8. Laboratory Training
9. E-training

A. On-the-job training Methods:

Under these methods new or inexperienced employees learn through observing peers
or managers performing the job and trying to imitate
their behaviour. These methods do not cost much and are less disruptive as
employees are always on the job, training is given on the same machines and
experience would be on already approved standards, and above all the trainee is
learning while earning. Some of the commonly used methods are:

1. Coaching:

Coaching is a one-to-one training. It helps in quickly identifying the weak areas and
tries to focus on them. It also offers the benefit of transferring theory learning to
practice. The biggest problem is that it perpetrates the existing practices and styles.
In India most of the scooter mechanics are trained only through this method.

2. Mentoring:

The focus in this training is on the development of attitude. It is used for managerial
employees. Mentoring is always done by a senior inside person. It is also one-to- one
interaction, like coaching.

3. Job Rotation:

It is the process of training employees by rotating them through a series of related

jobs. Rotation not only makes a person well acquainted with different jobs, but it also
alleviates boredom and allows to develop rapport with a number of people. Rotation
must be logical.

4. Job Instructional Technique (JIT):

It is a Step by step (structured) on the job training method in which a suitable trainer
(a) prepares a trainee with an overview of the job, its purpose, and the results desired,
(b) demonstrates the task or the skill to the trainee, (c) allows the trainee to show the
demonstration on his or
her own, and (d) follows up to provide feedback and help. The trainees are presented
the learning material in written or by learning machines
through a series called ‘frames’. This method is a valuable tool for all educators
(teachers and trainers). It helps us:

a. To deliver step-by-step instruction

b. To know when the learner has learned

c. To be due diligent (in many work-place environments)

5. Apprenticeship:

Apprenticeship is a system of training a new generation of practitioners of a skill.

This method of training is in vogue in those trades, crafts and technical fields in
which a long period is required for gaining proficiency. The trainees serve as
apprentices to experts for long periods. They have to work in direct association with
and also under the direct supervision of their masters.

The object of such training is to make the trainees all-round craftsmen. It is an

expensive method of training. Also, there is no guarantee that the trained worker will
continue to work in the same organisation after securing training. The apprentices are
paid remuneration according the apprenticeship agreements.

6. Understudy:

In this method, a superior gives training to a subordinate as his understudy like an

assistant to a manager or director (in a film). The subordinate learns through
experience and observation by participating in handling day to day problems. Basic
purpose is to prepare subordinate for assuming the full responsibilities and duties.
 B. Off-the-job Training Methods:

Off-the-job training methods are conducted in separate from the job environment,
study material is supplied, there is full concentration on learning rather than
performing, and there is freedom of expression.
Important methods include:

1. Lectures

Lectures are effective off-the-job training example that provides employees with new
concepts, theories, and ideas.

In this method, a trainer presents information to a large group of employees in a

classroom or conference setting. Best professionals from institutes could give the
lectures.

In lecture training, the trainer typically shares information using slides, handouts, or
whiteboards, and the trainees listen and take notes.

Benefits of Lectures:

 Cost-effective.
 An efficient way to convey information to large groups.
 Provides a structured learning environment.

2. Conferences
Conferences are events that employees attend to learn and network with other
professionals in their industry. In addition, conferences allow employees to learn new
skills and knowledge in their field.

They also provide opportunities to network with other professionals. These events can
range from seminars, workshops, conventions, and other gatherings that allow employees
to learn about new developments and trends in their field.

Benefits of Conferences:

 Opportunity to learn from industry experts

 Chance to network with other professionals
 Exposure to new technologies and trends

3. Vestibule Training:

Vestibule Training is a term for near-the-job training, as it offers access to

something new (learning). In vestibule training, the workers are trained in a
prototype environment on specific jobs in a special part of the plant.

An attempt is made to create working condition similar to the actual workshop

conditions. After training workers in such condition, the trained workers may be
put on similar jobs in the actual workshop.

This enables the workers to secure training in the best methods to work and to get rid
of initial nervousness. During the Second World War II, this method was used to
train a large number of workers in a short period of time. It may also be used as a
preliminary to on-the job training. Duration ranges from few days to few weeks. It
prevents trainees to commit costly mistakes on the actual machines.

Benefits of Vestibule Training:

 Provides hands-on training in a safe and controlled environment

 Minimizes disruption to workflow
 Offers opportunities to practice skills and knowledge

4. Simulation Exercises:

Simulation is any artificial environment exactly similar to the actual situation. There
are four basic simulation techniques used for imparting training: management games,
case study, role playing, and in-basket training.

(a) Management Games:

Properly designed games help to ingrain thinking habits, analytical, logical and
reasoning capabilities, importance of team work, time management, to make
decisions lacking complete information, communication and leadership
capabilities. Use of management games can encourage novel, innovative
mechanisms for coping with stress.

Management games orient a candidate with practical applicability of the subject.

These games help to appreciate management concepts in a practical way.
Different games are used for training general managers and the middle management
and functional heads – executive Games and functional heads.

Management/ Business games are simulation exercises that replicate the dynamics
of the business world. They are designed to provide employees with an immersive
learning experience in which they can apply their skills and knowledge to solve
complex problems. Business games can be played individually or in teams, covering
various topics like finance, marketing, and operations.
Benefits of Business Games
 They provide a realistic and engaging learning experience.
 foster teamwork and collaboration.
 encourage creativity and innovation.

(b) Case Study:

Case studies are complex examples which give an insight into the context of a
problem as well as illustrating the main point. Case Studies are trainee centered
activities based on topics that demonstrate theoretical concepts in an applied setting.

A case study allows the application of theoretical concepts to be demonstrated, thus

bridging the gap between theory and practice, encourage active learning, provides an
opportunity for the development of key skills such as communication, group working
and problem solving, and increases the trainees” enjoyment of the topic and hence
their desire to learn.
Benefits of Case Studies

 It enhances analytical and problem-solving skills.

 Improves decision-making.
 Encourages creativity.
 Provides opportunities for teamwork and collaboration.

(c) Role Playing:

Each trainee takes the role of a person affected by an issue and studies the impacts of
the issues on human life and/or the effects of human activities on the world around us
from the perspective of that person.

It emphasizes the “real- world” side of science and challenges students to deal with
complex problems with no single “right” answer and to use a variety of skills beyond
those employed in a typical research project.

In particular, role-playing presents the student a valuable opportunity to learn not just
the course content, but other perspectives on it. The steps involved in role playing
include defining objectives, choose context & roles, introducing the exercise, trainee
preparation/research, the roleplay, concluding discussion, and assessment. Types of
role play may be multiple role play, single role play, role rotation, and spontaneous
role play.
Benefits of Role-playing

 It provides a safe environment to practice new skills.

 Encourages active participation and engagement.
 Improves interpersonal skills.
 Fosters teamwork and collaboration.

(d) In-basket training:

In-basket exercise, also known as in-tray training, consists of a set of business

papers which may include e-mail SMSs, reports, memos, and other items. Now the
trainer is asked to prioritise the decisions to be made immediately and the ones
that can be delayed. The in-basket technique, or in-basket exercise, is an
expression used in various fields such as businesses or government for recruiting
or promoting employees in the organization. It is intended to assess a person's
ability to make decisions, solve problems, set priorities, and be organized in a real-
world work environment. Hirers can also see how candidates respond to pressure
to make decisions, handle many activities simultaneously, and handle real-life job
circumstances. Applicants are given a set of materials like memos, emails, reports,
and other documents, which simulate the variety of tasks and decisions, they
might face in real-world situations. They must manage to complete these ‘in-
 basket’ tasks within a period. The employee must examine the difficulties,
communicate with his colleagues, and include their comment. Once the issues are
taken care of, personnel will transfer them to ‘out-basket’. The outcomes of the in-
basket method can be utilized to narrow down areas of strength and weakness,
help with the selection process, and direct the personal development plans of
candidates for advancement in their careers.
Examples
 You work as an IT support professional. You just got back from a week-
long vacation, and there are tons of emails in your inbox. You have a
variety of voicemails, help desk system tickets, emails, and a few pressing
jobs that need your attention in addition to the emails. Managing these
responsibilities successfully and efficiently is your aim. Assign a priority to
each item in the in-basket and reply to it.
 A newly appointed CEO of a company will receive a mix of emails, and
memos regarding the key strategic decisions, financial reports, and
employee concerns.
 An editor will assist a Chief Editor of a prestigious publishing house. They
create an in-basket exercise consisting of tasks that require him to evaluate
manuscripts, plan the editorial calendar, analyze the market research
reports, propose strategies, and respond to author emails.

How does In-Basket Technique Work?

The objective is to evaluate the candidate's aptitude for time management and their
capacity for organization and prioritization.

 Simulation Creation: Hiring managers create a realistic replication of the tasks

and obstacles that the participants might encounter in the actual job. The in-
basket consists of documents that will be encountered in the actual job. The
content encompasses a wide range of tasks, from routine ones to complex issues,
reflecting the diverse responsibilities of the role.
  Task Prioritization and Decision-Making: Based on the ‘in-basket’ given,
candidates must prioritize tasks and take respective actions on them. This
requires them to reply to emails, make calls, delegate tasks, and address the
issues to transfer to ‘out–basket’. The capability to make the correct judgments
under pressure is the key aspect of the evaluation process. It also assesses the
candidate’s ability to distribute responsibilities effectively.

 Realism and Relevance: The challenges and situations encountered in the actual
work should be closely reproduced in the scenarios presented in the in-basket.
Tasks to be performed should have a bearing on the position, providing
information about an applicant’s ability to meet specific requirements.

 Time Management: Candidates are given a limited time to review the materials
and respond to the tasks presented in the in-basket. This time constraint is
intentional to assess their ability to prioritize tasks, manage time efficiently, and
simulate the time pressures often faced in real-life cases. It effectively emulates
the fast-paced nature of various work environments, particularly in managerial or
decision-making positions.

 Feedback and Development: Candidates receive feedback on their performance

from the recruiters or trainers after the skills assessment. Positive criticism that
points out areas for development, as well as strengths, can be given. Both the
candidates and employer benefit from feedback because it helps candidates to
understand their pros and cons, and it helps employers in making more informed
decisions. It serves as an evaluation tool and developmental tool for candidates.

Benefits of In-Basket Exercise

 Realistic Simulation
Firstly, by frequently presenting participants with vague challenges and situations that
managers face, they are meant to mimic real-world events. A realistic simulation of the
duties, responsibilities, and difficulties of a particular job or role is offered via in-basket
training. Through in-basket training, candidates can practice and build the skills and
abilities necessary to succeed in their careers by using materials similar to what they
would experience in a real-world scenario.

 Objective Evaluation
The results of in-basket exercises are often more objective than traditional interviews
because examiners can evaluate candidates based on their reactions to specific tasks and
scenarios. This contributes to a fairer and more consistent evaluation process.

 Flexibility
In-basket training can be customized to meet your organization's needs and goals.
Training materials can be tailored to the specific tasks and responsibilities of a
particular job or role, and training can be delivered in group or individual settings
depending on the needs of employees.

 Cost-Effective
While some evaluation methods, such as skill assessment tools, can need a lot of
resources, implementing in-basket exercises is frequently less expensive. They can be
given in a variety of ways, including computer- or paper-based simulations. In-basket
training might be an affordable means of enhancing employees' competencies. In-
basket training can be less expensive than other training and development programs
since it can be carried out internally with little to no requirement for outside teachers or
trainers.

 Assessment of Multiple Skills

Candidates will be asked to demonstrate a variety of skills in the in-basket training,
including prioritization, time management, communication, problem-solving, and
decision-making.
This multi-layered approach provides examiners with insight into different
competencies.
 (e) Management Education.
Management education is a formal training program to provide employees with the skills
and knowledge needed to become effective managers.
It covers several topics: leadership, communication, decision-making, and conflict
resolution. Management education can be delivered through various methods, such as
classroom instruction, online courses, and executive coaching.
Benefits of management education
 It provides employees with the knowledge and skills needed to become effective
managers.
 Fosters critical thinking and problem-solving skills.
 Encourages innovation and creativity.

5. Sensitivity Training:

Sensitivity training is also known as laboratory or T-group training. This training is

about making people understand about themselves and others reasonably, which is
done by developing in them social sensitivity and behavioral flexibility. It is ability of
an individual to sense what others feel and think from their own point of view.

It reveals information about his or her own personal qualities, concerns, emotional
issues, and things that he or she has in common with other members of the group. It
is the ability to behave suitably in light of understanding.

A group’s trainer refrains from acting as a group leader or lecturer, attempting instead
to clarify the group processes using incidents as examples to clarify general points or
provide feedback. The group action, overall, is the goal as well as the process.
Steps essential for a sensitivity training :
Sensitivity training is designed to make people aware of group dynamics and their own
behaviour and traits within that group. It helps individuals to develop their own
potential via group therapy and discussion. Some essential steps much needed are as
follows-
 The members of a sensitivity group must keep aside their own prejudice or
opinion about the other members so that they do not sound judgemental. It will
 give the others a chance to form a new relationship by speaking and hearing
freely from other members. Motivating others to take part in a conversation so
that they can overcome their hesitancy is one of the essential steps of sensitivity
training.
 Once a member gains the confidence to speak freely, whatever is on his mind,
interactions between everyone start taking place. It is easy to see the behavioural
pattern of each other and their impact on others. This is an essential step in
sensitivity training, as all the members start developing trust and beliefs.
 The objective of sensitivity training is to see how others perceive him. Once an
individual becomes a frequent speaker, he starts moulding himself in terms of
what others think about him. He gets the opportunity to practice his behaviour
and see the difference it is creating.
Objectives of sensitivity training

 It creates a better interpersonal relationship between a group.

 Diversity leads to a better understanding of the sensitivity training meetings.
 Helps individuals to get an insight into others so that they could observe, learn
and rectify their behaviour.
 Educates members of the sensitivity group about constructive and correct
emotional actions and behavioural patterns.
 Sensitivity training encourages the concept of interaction and sharing between
individuals.
 Improvement in the ability to analyze and rectify own behaviour.
 Increased awareness of own feelings, actions, and their impact on others. He
becomes more sensitive to the feelings of others and tries to change his behaviour
accordingly so that he does not cause any harm to the well-being of others.
 A gradual change in attitude and thinking.
 In several cases, an individual joins a sensitivity training group following some
negative experience in his life. This method helps to overcome the negative
impacts and once again walk towards a positive and happy environment.
Sensitivity training Program comprises three steps (see Figure 18.7)

6. Transactional Analysis: It provides trainees with a realistic and useful method

for analyzing and understanding the behavior of others. In every social
interaction, there is a motivation provided by one person and a reaction to that
motivation given by another person.

7. Online Training/ E-training:

Online learning, also known as computer-based training, remote learning, and e-

learning, is a type of instruction that takes place entirely on the internet. The online
platform contains many multimedia components, including images, audio, video, and
web links.

Unlike traditional training, which takes place in person, online training (or eLearning)
happens remotely over the internet. With online training, a Learning Management
System (or LMS), is often used to manage and deliver courses.

These courses can be asynchronous (employees complete them at their own pace) or
synchronous (employees attend a live, virtual session at a fixed time). All that
employees need is internet access and a device (PC, laptop, smartphone, or tablet).

Don’t mistake online training for remote training. It’s a common misconception that
might bring confusion. Online training isn’t necessarily remote training. For
instance, in-office employees can get either traditional or online training. On the other
hand, remote employees can have access only to online training.

Advantages
 Easy accessibility: The accessibility of online training is at the top of the list of
advantages of online learning. The employee has access to online training
resources throughout the day. As a result, it is much easier for employees to
comprehend the subject they desire to learn.
 Addresses all skill levels: In-person training is frequently taught at a pace that
suits the individual with the least expertise in the room. As a result, if a lower-
skilled person is studying alongside a higher-skilled worker, the latter is unlikely
to obtain the degree of knowledge that they had hoped for. On the other hand,
online training allows you to rapidly and effectively meet the individual learning
demands of employees at all levels of your organization.
 Reduces learning time for your employees: Time is one of the most significant
barriers to employee participation in training programs. According to studies,
online training may save an employee’s learning time by up to 60%.
 Scalable for any number of employees: Online training has been shown to have a
favorable impact on any business. Employees will be more equipped for the
challenges that lie ahead.The more effective the training becomes, the more
employees they can use the same training for, and the sooner they can reduce
the cost of training
 Maintains employee productivity: According to an IBM study, every dollar
invested in online training results in a $30 increase in productivity due to
employees’ ability to resume work more quickly. The number of e-learners are
expected to grow and reach upto 57 million by 2027. More and more companies
are adopting the online learning methodology, as these skill trainings saves you
money on traveling and keeps your employees productive. Employees can
acquire a new skill at work in less than an hour using e-learning methods rather
than spending days in an instructor-led training session.
Disadvantages:
 Less face-to-face interaction: One of the most significant disadvantages of online
training sessions is the lack of face-to-face interaction. Unfortunately, there will
not be enough time to meet with other trainees and discuss important matters.
These face-to-face interactions are essential for certain people to bring the
content to life.
Additional social engagement may be added to online training through competition,
planned Q&A sessions with a trainer, and discussion boards.
 Poor quality training can result in poor quality work: Creating high-quality
training materials and hiring qualified teachers takes time and effort. It may be
tempting to sacrifice quality in favor of convenience. However, if the training
instills undesirable patterns and inaccurate information in your employees, it can
swiftly backfire.
 Technological limitations: Another significant problem of online classrooms is
technological limitations such as internet access. While internet coverage has
increased by leaps and bounds in recent years, a constant connection with
adequate speed remains a challenge in smaller cities and villages.
 Lack of hands-on learning: One of the disadvantages of online employee training
is that not every topic can be addressed conceptually. Certain types of knowledge
lend themselves better to online learning than others. Learning math or biology
online, for instance, will be elementary, but if a new ice cream maker has started
at the ice cream factory, the best method to teach the employees is to provide
them with in-person practical training. Online training is unfavorable when a
large portion of the training session is based on practical knowledge, and Online
training cannot replace the information gained via hands-on training.

8. Laboratory Training
Laboratory training adds to conventional training by providing situations in which the
trainees themselves experience through their own interaction some of the conditions
they are talking about. In this way, they more or less experiment on themselves.

Laboratory training is more concerned about changing individual behaviour and

attitude. It is generally more successful in changing job performance than conventional
training methods. There are two methods of laboratory training i.e. simulation and
sensitivity training.
Advantages Disadvantages
 Tighter control of variables. Easier to  Demand characteristics -
comment on cause and effect. participants aware of experiment,
may change behaviour.
 Relatively easy to replicate.
 Artificial environment - low
 Enable use of complex equipment. realism.
 Often cheaper and less time-  May have low ecological
consuming than other methods. validity - difficult to generalise to
other situations.
 Experimenter effects - bias when
experimenter's expectations affect
behaviour.

Difference between On-the-Job Training Methods and Off-the-Job Training

Methods:

Basis On-the-Job Training Methods Off-the-Job Training Methods

The methods of training that are The methods of training in which

applied to the workplace while the training is provided to the
Meaning
employee is actually working is employee away from his job is
known as On-the-Job Training. known as Off-the-Job Training.

It is guided by the principle of It is guided by the principle of

Principles
‘learning while doing’. ‘learning before doing’.

Training Training is provided to employees Training is provided to employees

Place at their workplace. away from their actual workplace.

Such methods are suitable for Such methods are suitable for
Suitability
technical jobs. managerial jobs.
Basis On-the-Job Training Methods Off-the-Job Training Methods

Trainers are experienced workers Trainers are academicians,

Trainers
or specially qualified instructors. professionals and technicians.

The approach of training is The approach of training is

Approach
practical. theoretical.

Such training methods are not cost

Such training methods are cost effective as separate training
Cost
effective and cheapest to carry out. rooms, specialists, etc., are
required.