A procedure can be defined as a particular way of establishing or accomplishing a task. It includes a series of steps that need to be followed on a constant basis in order to have a desired result. In other words, procedures, when implemented in a consistent manner, help decrease process variation. Decreasing process variation leads to elimination of waste and a subsequent increase of productivity.
Before formulating the training program, it would be good for an instructor to figure out the answers to the following questions:
- 1. What are the inputs needed for the delivery of outputs?
- 2. What are the resources required for this process training?
- 3. Who are the people who will benefit from this process training?
- 4. How effective will this process training be for rectification of errors?
The clearer the instructors are about the answers to these questions, the more effective they will be in imparting the training to the employees. Typically while delivering procedural training, the following guidelines need to be followed.
An instructor should start the training program by helping the new employees understand the procedure in its entirety. The instructor first needs to explain the theoretical aspects related to each procedure and the preliminary requirements of each procedure. This provides a brief background to the entire procedure and provides a good start to the training process.
Providing a pictorial representation of the entire procedures will help employees understand the functioning of various systems. The following tools can be used for this purpose:
- a) Circular diagrams: This type of diagram helps in conceptualizing a process in a circular flow. Due to its illustrative nature, supplemented by information displayed in each sector, it becomes easier for the employee to understand the logical sequence that needs to be followed to arrive at a solution.
- b) Process flowchart: This diagrammatic representation is generally used while documenting complex processes. It ensures a step-by-step solution to a certain problem, which helps the viewer to understand the process better.
- c) Animation: Animation could be used to explain complex procedures and design components that become difficult to otherwise demonstrate. Here, the demonstrations are presented combining animations with motion picture or video program. With the combined use of both the audio and video, it becomes an illustrative tool to understand the components involved.
Each organization needs to evolve its own process and procedures that best suit their requirements. A continuous improvement of each step is required to upgrade a procedure. Following Kaizen or Six sigma guidelines helps to evaluate the procedures on a continuous basis and helps in minimizing the errors. Training employees on process and procedures help organizations in streamlining the operations and developing efficient systems.
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