Topic 6 : Training & Discipline

6.1 IMPORTANCE OF TRAINING• Training is crucial for organizational development

and success.• An employee will become more efficient and

productive if he is trained well.• Training is given on four basic grounds:(a) New candidates who join an organization are given training. This training familiarises them with the organizational mission, vision, rules andregulations and the working conditions.(b) The existing employees are trained to refresh and enhance their knowledge.

(c) If any updating and amendments take place in technology, training is given to cope up with those changes. For instance, purchasing new equipment, changes in technique of production, computer installation. The employees are trained about use of new equipments and work methods.

(d) When promotion and career growth becomes important. Training is given so that employees are prepared to share the responsibilities of the higher level job

The benefits of training can be summed up as follows:

(a) Improves morale of employeesTraining helps the employee to attain job security and job satisfaction. Themore satisfied the employee is and the greater is his morale, the more hewill contribute to organizational success and the lesser will be employeeabsenteeism and turnover.(b) Less supervisionA well trained employee will be well acquainted with the job and will needless of supervision. Thus, there will be less wastage of time and efforts.

(c) Fewer accidentsErrors are likely to occur if the employees lack knowledge and skills required for doing a particular job. The more trained an employee is, the less are the chances of committing accidents in job and the more proficient the employee becomes.

(d) Chances of promotionEmployees acquire skills and efficiency during training. They become more eligible for promotion. They become an asset for the organization.

(e) Increased productivityTraining improves efficiency and productivity of employees. Well trained employees show both quantity and quality performance. There is lesswastage of time, money and resources if employees are properly trained.

6.2 METHODS OF TRAININGTraining is generally imparted in two ways:(a) On the job training• On the job training methods are those which are

given to the employees within the everyday working of a concern. It is a simple and cost-effective training method.

• The inproficient as well as semi-proficient employees can be well trained by using such training method. The employees are trained in actual working scenario. The motto of such training is “learning by Doing “

(b) Off the job training• Off the job training methods are those in which

training is provided away from the actual working condition.

• It is generally used in case of new employees. Instances of off the job training methods are workshops, seminars, conferences, etc. Such method is costly and is effective if and only if large number of employees have to be trained within a short time period..

6.3 NEED FOR TRAINING• Most of the information regarding the company and

its internal operations will be made available to all the employees as a part of the internal network.

• But the company should also make sure that this internal network has been secured in the right manner so that the information does not reach the wrong hands.

• Advanced security training will definitely be needed in order to ensure that the most superior levels of security and protection have been provided for the internal network of every company

6.4 ON-THE-JOB TRAINING

6.4.1 Structuring the On-the-Job-Training Experience• Structuring On-the-Job-Training means identifying

what the new employee should know, determining how much time it will take to expose him or her to

that information, and ensuring that the trainer indeed follows the plan detailing what is to be covered. • To ensure compliance, the checklist should have the

material to be covered spelled out, for example:

• This checklist is turned in each day to the new hire’s supervisor who can see what progress was made and what remains.

• At the end of that On-the-Job-Training period of the whole training, which may take anywhere from 16 to 40

hours, the supervisor signs off and dates the checklist, signifying that this initial phase of the training has been completed. • That checklist is then made a part of the employee’s

training file.

6.4.2 The On-the-Job Trainer• A popular term used in the public sector for On-

the-Job-Training trainers is Field Training Officers (FTOs). Only the best security employees should be allowed to train their colleagues and they should receive a bonus or incentive pay.

• Field Training Officers could be a rank between the line security officer and first supervisorial rank. If the Field Training Officer is a uniformed employee, a special uniform designation, such as a gold embroidered star on the sleeve just above the cuff, could visibly identify this employee as someone who is charged with training new employees. T

• These Field Training Officers must also be trained for their special duties as a trainer.

6.5 POP FORMULA: POLICY, OBJECTIVE, PROCEDURE

6.5.1 Detailed Expansion of ProcedureConsider, for instance, just one of the procedural steps:Confirms visitors by telephone, issues visitor badge, and awaits escort.How should this be done? The following might be one acceptable procedure:(a) Request visitor to complete Visitor Card.(b) Use company directory to call employee whom visitor states he or shewishes to see.(c) If employee wishes to see visitor, request that employee come to desk toescort visitor.(d) Issue yellow visitor badge to visitor and record badge number on visitor’scompleted Visitor Card.(e) Place Visitor Card in Visitor Aboard Box.(f) Invite visitor, by name as indicated on Visitor Card, to have a seat until the escort arrives.

6.6 TYPES OF SECURITY TRAINING PROGRAMMESFollowing is a list of types of training programmes that security management could provide :

6.6.1 In-Service General • General seminars are usually most effective if

conducted by employee classification; for instance, all patrol and uniformed personnel or all fraud

investigators. • One side effect of these sessions, which could be

from1 to 3 days in duration, is the motivational aspect, this should be capitalized upon in the agenda.

6.6.2 Interrogation WorkshopInterrogation workshops are a half to full-day session of principles and techniques of interrogation with role-playing and, ideally, video playback of role-playing.

6.6.3 Testifying in Court SeminarTestifying seminars are a half to full-day programme that includes preparation of evidence, dress, behaviour on the witness stand, voice, where to look, “traps”,stress, and attitude.

6.6.4 Report Writing WorkshopA report writing workshop can vary from a 90-minute review to a full day on the principles to be followed in reducing events to paper.

6.6.5 Supervisory TrainingSupervisory training ranges from 2-hour topic sessions to 3-day seminars. Topicsession could be “How to Handle Disciplinary Problems,” or “ManagementStyles, X, Y, or ? “

Training programme for Security Guard working in Leisure and Entertainmentindustry should include the following:(a) Physical training, marching, etc.(b) Rules and discipline,(c) Organizational set up of the company,(d) Organizational set up of Security Department,(e) Roles and functions of all units in the Security Department,(f) Criminal laws and other relevant laws,(g) Customer Relations Management,(h) Handling of customer complaints,(i) Counseling of staff, (j) Report writing, and(k) Musketry and shooting practice, if applicable.

6.7 SECURITY MANUAL

• A Security Manual or Handbook is an absolute necessity, not only as an operational tool but also as a training guide, and it must be updated on a regular basis.

• The subject matter should comprise pertinentcompany policies; departmental policies; job descriptions; emergency phone numbers; and a great many procedural instructions for specific incidents, such as a telephone bomb threat or a facility blackout. • The manual should be put in the hands of all regular

security personnel.

6.8 DISCIPLINE• Before discussing constructive discipline, it is

instructive to consider a number ofdictionary definitions of the word discipline:(a) Training that corrects, moulds, or perfects;(b) Punishment;(c) Control gained by obedience or training;(d) Orderly conduct;(e) A system of rules governing conduct or practice;(f) To punish or penalise for the sake of discipline;(g) To train or develop by instruction and exercise;(h) To bring a group under control; and(i) To impose order upon.

• The majority of these explanations emphasize punishment or control, both of which are aspects of discipline.

• Only the first and seventh in this list call attention to the key aspect of constructive discipline. Training that develops disciplined

conduct.

6.9 BASIC RULES OF THE DISCIPLINARYPROCESS

There are 6 fundamental rules in the disciplinary process :.(a) Put rules in writing and make sure employees understand them. Thereshould be no assumed rules. If a rule is worth having, it is worth writing down. Employees are entitled to know what the rules are if compliance is expected.

(b) Discipline in the privacy of an office. • To the employee, being corrected for deficiencies

in conduct or performance is a sensitive and frequently

embarrassing experience.

• In addition, the privacy afforded in anenclosed office permits the participants to hear each other clearly. It is extremely significant for the supervisor to hear what the employee has tosay and for the employee to hear what the supervisor is saying.

(c) Be objective and consistent.

(d) Educate, do not humiliate. The concept here is to help not hurt an employee who has failed to meet standards of conduct or performance. If thedisciplinary action truly corrects, trains, or moulds the individual to meet standards, the employee comes away from the experience with better insight into himself or herself and what the company expects.

(e) Keep a file on all employee infractions?(violence)

(f) Exercise discipline promptly. The security supervisor should in all the conditions discipline promptly as per the organizational rules.

Thank you for your time and

attention…