Trainer's role in a competency-based system

A competency-based system must provide a means of training subordinates so that they are competent, productive and can safely, effectively and efficiently perform their jobs.

This is extremely important when you consider the changes that are taking place in the working environment today, aging workforces, shortages of skilled workers, technological advancements, increasing global competition and the Nationalization efforts that play such a primary role in the local region.

Managers are responsible for setting up a training program that has a clearly define structure and objectives that are understood by everyone involved with the development process. Now that the manager's role is understood we need to focus on the individuals that will have the biggest roles in the integrated competency-based system, the trainer and trainee!

Although there are other individuals involved in the process, the trainer is often referred to as one of the most important players in the OJT process because they are responsible for guiding the trainee through the learning process. But what is a good trainer? Trainers must be competent, have good communication and strong inter-personal skills.

Trainers must determine what the trainee is capable of learning at any given time and then present the training and development activities in a clear and logical manner so the trainee is capable of performing the required tasks.

In order to do this the Trainer must ensure each trainee understands what is expected of them, how the work should be accomplished and what criteria will be used to measure and evaluate the trainee's efforts. Listed below are steps that will help ensure your training activities are successfully implemented:

1. Plan the Training - The Trainer must decide what training activities will take place and then integrate these OJT activities with real day-to-day work assignments. Once the plan is established the Trainer will also be responsible for discussing the assignment with the trainee so that an orderly approach is taken.

During the planning phase the Trainer should also review all appropriate documentation and material related to what they are going to teach the trainee. This way any changes in operating policies or procedures are reviewed prior to discussing the material with the trainee.

2. Schedule the Training Sessions - The Trainer should review the trainee's ability and match it against the current operational requirements in order to determine the appropriate time to conduct OJT training activities.

3. Conduct Training Activities - The Trainer should start the training session by explaining the objectives of the training activity to the trainee and explain why they need to learn the material.

The Trainer must then demonstrate the proper way of completing the task or operation. This demonstration needs to follow all operational and safety requirements exactly - do not leave out any step or any action.

It is always easier to do something right the first time rather than try to make a trainee 'unlearn' a process. This is why good Trainers ensure students immediately practice the skills they have learned under the Trainer's supervision.

The Trainer also needs to allow the Trainee enough time to practice the tasks before being evaluated. The amount of practice that is needed depends on the trainee's ability and the nature and complexity of the task.

4. Evaluate Training - The Trainer has many different evaluation methods at their disposal, such as, written tests, interviews, observation, work samples and reports.

Let's look at how the 'Observation' method would be used to evaluate a trainee's performance. The Trainer watches to ensure all procedures were being done correctly, safely and in the proper sequence. They would remain in the background and would not get involved UNLESS the trainee's actions would create an unsafe situation or damage equipment.

The Trainer then provides feedback to the trainee and their manager, if required. The feedback would point out the strengths and weakness of the trainee's performance compared to the normal job performance standards. If remedial training activities are needed the Trainer would discuss them at this time and coordinate future training activities.

5. Document Training Activities - Finally, the Trainer should document the results of the training activities and if appropriate, the results of the training evaluation. Documenting training is important for a number of reasons but the most important is that it provides a record of the trainee's performance.

This record is extremely helpful when a trainee is receiving training and guidance from more than one individual. Having a formal training record allows everyone involved with the training & development process to concentrate on what the trainee needs next instead of spending time trying to figure out what has already been accomplished!

Why are these actions so important? First of all, maybe you were asked to provide training to a new employee but you don't know what is involved with being a trainer. Or you might already be providing training to subordinates but have never received any formal training on how to train others.

The information in this article is designed to highlight the actions that will help anyone become a better trainer.