American International University-Bangladesh (AIUB)

Developing an Employee communication Skill management training Program for “Confidence group”

A training program

Submitted toMr. A.K. Nazmul

Director BBA Program&

Senior assistant professorFaculty of business administration

Submitted by

No Name ID1. Rahman, Farzana 11-19398-22. Mili, Mansura akter 11-19435-23. Mitu, Mehebuba Tabassum 11-19416-2

Date of submission

24.7.2014

Letter of Transmittal

To,A.K NazmulSenior assistant professorFaculty of Business AdministrationAmerican International University Bangladesh (AIUB).

Dear Sir,It is our great pleasure to submit the Report titled Employee communication skill management program on ‘confidence group’ that you assigned us a partial requirement of the course “Training and Development”. We are thankful to you for allowing us the opportunity to do that on this topic.

We will always be available for any supplementary interpretation or clarification that may require. This report definitely gives us an exceptional experience that will be in use in the future.

We hope that our research will live up to your expectations and will throw light on the issue.

Sincerely, Signature

Rahman, Farzana 11-19398-2 ………………..

Mili, Mansura Akter 11-19435-2 ………………..

Mitu, Mehebuba Tabassum 11-19416-2 ………………..

Table of contents

Background of the Organization Introduction Rationale for selection the training program Expected benefits to be derived from the training program Limitation

Training Design process -

Conducting needs assessment Ensuring employee’s readiness for training Creating a learning environment Ensuring transfer of training Developing an evaluation plan Selecting training method Monitoring & Evaluating the program

Training Program design for Employees Conclusion Reference Appendix

Background of the Organization

This report was prepared as a course requirement of Training & Development. Given the preference to choose a specific aspect of training, the group selected Confidence group for improving efficiency through team building training as a case and conducted the assessment.

In 1991, the journey had begun with the name called Confidence Cement Limited. By holding a vision throughout the business merged into larger entity called ‘CONFIDENCE GROUP’. Now the organization is one of the top most conglomerates in Bangladesh involved in manufacturing innovative mid-tech tech engineering products with all its excellence. The organization largely believes in contributing to the development of the nation and it is evolving accordingly with all its strength and vision.

‘CONFIDENCE GROUP’ owns 8 different SBUs: confidence group keeps on delivering its promises maintaining the best quality product range such as – cement, paint, power generation, spun pre-stressed concrete (SPC) Poles. Galvanized telescopic steel poles, machineries, gear-box for water pumps, screws and fasteners, steel lattice towers, portable steel bridge, pole fittings and hardware, telecommunication etc.

The group includes different wings of specialized business entities to produce different category products. Each and every of them are highly competent to operate the assigned activities.

Introduction to the training program-

Training is a reason behind employees’ job satisfaction. It helps to make a job more pleasant for an employee. Training always works as a key to make employees attentive or potential. An organization human resource department should always have some plan to motivate employees by training. When a human resource department has trained their employees then they find their employees more active in their duties.

Communication is often defined as the sharing of information, feelings and ideas. In the business world, exchanging information is essential for a company's success, and there are many different avenues available to communicate with employees and customers. With the advent of social media, the number of communication options has exploded.

The training program we are going to develop will be basically employee communication skill management in Confidence group, which is one of the top most conglomerates in Bangladesh involved in manufacturing Innovative Mid-tech Engineering Products with all its excellence.

Rationale for selection the training program:

Our Report is about the ‘Employee communication Skill management’. Employee communication Skill management refers to that how employees communicate with their coworkers as well as with their boss and by this how employees improve their relationship with other coworkers and able to improve their performance in the workplace.

This training will help the company's employees how good communication helps them to improve their performance .This training program will include all about:

• To ensure that employee and their coworker have access to information that they need to do their job well.

• To promote consistency, keeping everyone on the same page when it comes to procedures and work rules.

• To ensure better quality, when everyone is communicating, mistakes and errors are avoided and standards met.

• To ensure greater safety, supervisor explains safety hazards and precautions, and employees can alert coworkers to hazards.

• To increase customer satisfaction which is essential for keeping the organization competitive and profitable?

Expected benefits to be derived from the training program:

Employee communication Skill management is much more important thing in corporate life now days. The main objective of this training session is to teach the basics of effective communication in the workplace. At the end of the training session, employees will be able to identify the benefits of effective communication; recognize obstacles to effective communication; enhance their communication skill; and communicate more effectively on the job.

Limitations anticipated:

✓ The report may be can’t cover up all the issues regarding employee communication because of unconsciousness and conventional thinking.

✓ there will be a problem of communication between us and the HR executive.

✓ Lack of experience may have negative impact as we are not directly connected with that particular person who will provide us the information.

✓ HR executive may not want to share all the information regarding their training required areas because its shows their weakness towards us.

Training Design process

In Training Design Process there consist seven steps. Below here is describing all the steps briefly-

Conducting needs assessment

Before developing any training program it is necessary to conduct needs assessment. We have completed this step to find out whether training is necessary or not in Confidence Group and if yes then who should be given training and what tasks should be included in the training. We talked to their Human Resource Manager. Through the Interview and the observation we found out that they are facing some problems. Their employees facing communication gap with each other. They want to Increase their working Speed. To increase the working Speed we suggest them about Employee communication skill management program for their company. To design a Training Program for Confidence Group, we analyzed three things.

They are-

- Organizational Analysis- Person Analysis- Task Analysis

Organizational Analysis: We asked their HR Manager weather the Organization is

Flexible to provide the Training or not. We found that providing Training is a tradition for Confidence Group, they are very much flexible to provide training to their employees.

Person Analysis: From our observation we found that managing department needs the Training. Sometime, they are facing to communicate with others so the working process became much slower many times.

Task Analysis: With the support of the company and both organizational and person analysis. It is necessary to review and classify what tasks are needed to improve their communication skill which can help them to perform better to fulfill all targets all goals in time. We have decided to train them ‘How to communicate with each other’ to improve their communication skill.

Ensuring employee’s readiness for training

After doing the initial part of the training design process we individually informally interviewed the employees about their attitudes and behavior towards the training program. They all were very excited. Since the expected outcomes of the training program will be very effective for the company. We asked them about the Communication skills, they already know about some ways that they can improve their communication skill but they didn’t know how to transfer it to their workplace.

Attitude and Motivation

We suggest that managers need to ensure that employee’s motivation to learn is as high as possible. It can be done by ensuring employees self-efficacy and work environment characteristics. Supervisor should also consider input, output, consequences and feedback because these factors influence motivation to learn.

Basic Skills

We found out that the employees have the basic skills to learn. They have courage to say what they think but they don’t have that confidence in them. But they have all these abilities to learn.

Creating a learning environment

Next, we talked to the superior authority about creating a learning environment in the organization. We showed them some examples like Grameenphone & Square etc. They are the top companies of Bangladesh. They all have got learning culture in the organization. A good learning environment boosts up training. The meaningfulness of training is enhanced through creating a learning environment. Learning environment is very important for training to be fully successful.We want to include these:

Objectives Trainees training objective must cover three components:

1. Statements of what trainees are expected to do, performance or outcome.2. Statements of quality or level of performance that is acceptable.3. Statements of the conditions under which the trainees are expected to perform the desired

outcome.

Meaningful material

To enhance the meaningfulness of trainees training content, the message should be presented using concepts, terms, and examples to trainees. Also, the training context should reflect the work environment in which the training occurs.

PracticeMost of the training will happen during the job period. That will help them to complete their invoices at time and learn how to do work timely.

FeedbackFeedback is about how well trainees are able to meet the training objectives. To be effective, feedback should focus on specific behaviors and be provided as soon as possible after the trainees behavior.

Observation of others

Trainees learn by observing and imitating the actions. For being more effective, the desired behaviors or skills need to be clearly specified. These need communities of practice, which are groups of employees who work together, learn from each other, and develop a common understanding of how to get work accomplished.

Program administrator

As Confidence group are maintaining different period to work, training coordination is one of most important aspect of training administration. Training administration refers to coordinating activities before, during, and after the program.

Ensuring transfer of training

"If after the training the training is not practiced then what is the benefit of the sacrificed opportunity cost?”In order to ensure this support, help and co-operation of the colleagues, peer and manager will be needed. So we talked with them and tell them to be positive towards the program. Most of them wanted to know about the subject matter of the program. We briefly describe them about the program, subject matter, benefits of the program. They ensured us about helping the trainees.

1. Manager support: Managers will provide support trainees of their training session. They can provide support by following things-a) A goal identifying what training content will be used and how it will be usedb) Strategies for reaching the goal, including needed.c) Strategies for getting feedback (such as meetings with the manager)d) Expected outcome.

2. Peer support: transfer of training will be enhanced by creating a support network among the trainees.

Developing an evaluation plan

This step will give Confidence group an opportunity to decide whether the training is successful and whether more training is needed or not. For this to work, the objectives that we set out for the training need to be clear.

There are three main key points to develop an evaluation plan-

1. Identify the learning outcomes: We identified the leaning outcomes which are they will be much more efficient, increase in delivery skill and also the profit of the organization will increase in the long run.

2. Choosing evaluation design: Asking question to supervisors and trainers which will consists 3 parts – training content, instructor’s effectiveness, and general.

3. Plan cost benefit analysis:

Venue cost: As the training program will arrange during the job time so there is no venue cost.

Training cost: mainly the training will take 10000 taka for the main trainer. Supervisor will take a benefit from it.

Training materials: Products name, Computers & other essential material needed. This will take 4000 approximately for training program.

Selecting training method

Since the basics of communication skills will be taught to the employees we will need a projector and trainees will seat on a Traditional arrangements. There are total 34 trainees for the training. The trainer will be from outside the organization who is expert on

Employee communication skills. For this we have talked to the manager for supporting us in making this arrangement and he has given us word to help us.

Monitoring & evaluating the programLast but not the least monitoring and evaluating the program. The Program will be 1days having both practical learning. The HR Manager will visit in a regular basis in order to

monitor the program. We have talked to him and he will be pleased to monitor the program. A floor boy should be placed outside the room if something is needed during the program.

Training program outline for employees

Time Day 1

10:00 – 10:20  Introduction

10:20 – 10:40  Objectives

10:40 – 11:00  Case Study

11:00 – 11:10  Break

11:10 – 11:20  Video

11:20 – 11:40  Discussion

11:40 – 12:40  Practice & ques. Ans session

12:40 – 2:00 Review & conclusion

Conclusion

The performance of employees in an organization is the most important factor behind its success.

A project may have all the necessary resources and even more but it will sudden fail if the people

involved in conducting it are not equipped with the required skills. This is a standard case for

newly recruited officials and thus to prevent an impending failure the employees or personnel

must be properly trained so that they are capable of catering to the needs of the organizational

operations. This training will make the employees effective and efficient enough to be fit for

confidence group and achieve the desired output.

References:

http://confidencegroup.com.bd/

www.google.com

www.wekipedia.org

http://www.wikihow.com/Develop-Good-Communication-Skills

Employee Training & Development by Raymond A Noe

Appendix:

Questionnaire

Confidence group:

Employee Communication skill management.

Questions that asked to the HR manager of the company:

1. What are company’s mission, vision and goal?

2. Why you think that ‘Employee communication skill management’ will be helpful for your

company?

3. In market what's your company's competitive advantage?

4. In market, which companies are your competitors?

5. Do you want ‘Employee communication skill management’ training program for your

company in present or future?

6. Now, without this training program what type of lacking your company facing?

7. What's your existing employees think about this kind of training program?

8. Do you think that you have much scope to establish this training program in your company?

9. What's your prediction about how much the training program will cost for your company?

10. What do you think about the effectiveness of this training program?

11. What do you think about the barriers to establish the training program?

12. Before training is there any prerequisite for employee?

13. Do you have the enough equipment?

14. If there any motivational tools?

15. Is there any feedback process?

16. Do you prefer an internal or external trainer?

17. In which level you are focusing for the training?

18. How do you link your goals with training program?

19. How do you monitor the program?

20. How do you plan for cost- benefit analysis?