CONTENT:

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Introduction Concept Importance of cross-training

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Challenges for cross-training Measures to make cross training effective How cross-training can help to increase employee morale

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Benefits

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Conclusion Bibliography

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EMPLOYEE CROSS- TRAINING

Introduction:
An effective training technique for motivating employees is cross- training. High employee turnover indicates low morale and lack of motivation, and the absence of turnover also results in de- motivation. Performing same duties everyday without any change in routine is against human nature. In this case organisation should think beyond traditional motivational techniques such as monetary incentives, good working conditions, opportunity for career growth and appreciation of work done. Organisation can motivate employees by providing them learning environment not only in their specialised work profile but also make them expert in all work areas in organisation through cross- training.

Concept:
Cross- training involves teaching an employee, who was hired to perform one job function, the skills required to perform other job functions. It is training an employee to do a different part of the organisations work. It provides more flexibility in managing the workforce to get the job done. It is also good for the employees, as it helps them to learn new skills which makes them more valuable and reduces boredom. Cross- training can be used in almost any position in any industry. When it is implemented horizontally, upward and downward, Department heads, assistants and employees can cross- train either within the department or in different departments. Cross- training should be carefully planned and presented as an opportunity for learning. Sending employees to work in another department at a moments notice is not considered as cross- training. It should be a planned process. Duration of the cross- training can vary based on the budget and the objectives to be achieved. It creates teams of employees who are knowledgeable, confident and who can easily replace each other when needed.

IMPORTANCE OF CROSS- TRAINING:

There are many reasons for employers to cross train their employees. The benefits of cross training are advantageous to both employees and employers.

1. Total Office Coverage: When a staff member goes on vacation, gets sick, takes extended leave or even resigns unexpectedly. Companies which have made effort to cross- train employees do not face the problem of getting coverage. With cross training an employer can be sure of having all areas of operation always covered rapidly when a staff member is absent. This is cost-effective and also ensures there is never any disruption of service or transactions. With cross training, position coverage is always available. 2. Encourages Teamwork: When a company invests efforts in cross training, this is a great way to build cohesive teams. Staff members who are only knowledgeable about their own jobs do not get the opportunity to see or experience what their colleagues are doing. By establishing a cross training policy, everyone has a much better understanding of their co-workers jobs and what their day consists of ,it builds solidarity and a support system. 3. Increases Knowledge: Cross training employees also is beneficial in the sense that it increases overall organizational knowledge. The more staff members that have knowledge of various operational activities of a business, the better understanding they have of the business itself. In the long run this improves performance. Well informed staffs are often a highly productive one. 4. Employee Professional Development: Many employees like to pursue professional development, and cross training provides a means of learning new skills at no cost to the employee. Employee who is offered the opportunity to get cross trained can enjoy being challenged and learning new skills that will benefit their career. Through cross- training employers increase the overall value of their employees' knowledge. Cross- training also can help improve profitability.

5. It enables sharing of organisational goals and objectives to the employees. 6. It rejuvenates the working of all the departments of an organisation. 7. It prevents stagnation as employees are given various kinds of jobs, which reduces boredom and makes the work interesting. 8. Temporarily changing departments and job responsibilities provide notice to employees that action needs to be taken regarding their work performance and give them a chance to reorganize and improve. 9. Employees attitudes towards the current job often improve, when they see that another department is not always better than their current department.

CHALLENGES FOR CROSS- TRAINING:

Several problems may arise when employees are cross- trained. Some of them are, 1. Resistance: Many times the employees show resistance for cross- training as they have to learn new job skills which require time and effort. 2. Confusion: Organisations should assess the competency of the employees and should organisation fails to do so, it may create the state of stress and confusion for employees.

3. Overload: Sometimes the employees may get overloaded because of frequent cross training in organisation and apart from their job responsibility they need to learn some new things which they may think is not useful for their current job.

MEASURES TO MAKE EMPLOYEE CROSS TRAINING EFFECTIVE:

In order to make cross training programme effective, it should be carefully planned and organized. It cannot be implemented all of a sudden during a crisis. A company must make a number of decisions before the programmes can get started. 1. Decide eligible employees: Organisation should decide well in advance about who will be eligible for this training, whether the training is mandatory or voluntary and it is done within the job classification or open to other job classifications.

2. Set up a task force: A task force consisting of both management and employees should be set up prior to the implementation of the programme in order to research pros and cons for the business. Assess the feasibility, work out the implementation issues.

3. List of functions and tasks: Management should draw a list of functions and tasks that are necessary to its day-to-day operations, then the various tasks should be prioritized to decide which task should be included in cross- training programme. Each employee must review this list and identify tasks which they already know to do, those they would like to learn, and those tasks they would be willing to learn if necessary. In this step competency of employees are matched with interest.

4. Selection of trainer: Training can take place through an on- the job buddy system or supervisors. Those who are selected to teach others may be given instructions as to how to teach others.

5. Give time: Cross trained employees must be given the time needed to absorb the new information. Their workload must be reduced both during the training and later practice sessions so that they will not feel as if they are being penalised for participating in the programme.

6. Full support of top management: Gaining the full support of top management is one of the most important factors in the success of any cross- training initiative.

7. Reduce resistance: Creating a successful cross-training programme is not easy. Management should anticipate certain resistance from employees and should be ready to encounter it. Resistance can be reduced by including employees in planning the programme.

How Cross- training can help to increase employee morale:

Management has a good opportunity through using cross training as a motivational tool. Cross training staff members to learn one another's job not only ensures coverage and continuity, which benefits the business, but can address the issue of morale at the same time. When the deterring factors of a job are eliminated, employers often find that morale increases, and with this restored confidence, happier employees who no longer feel dissuaded by their jobs. Employees who are lacking challenge, learning new skills, monotony or a feeling they are not trusted, and these are all factors that can drag down morale. Cross training can eliminate some or all of these issues which in the long term can improve morale. 1. People Generally like Challenge: Most people enjoy a challenge and the opportunity to exercise their brains and abilities. The intrinsic benefits associated with challenge are often personal rewards such as a feeling of accomplishment, expansion of knowledge and the ability to perform at a higher level. Expanded skills and increased knowledge are good morale builders. Employees who are cross trained in areas they are not familiar with usually relish with this kind of challenge

2. Expand Skills: Employees who are allowed the occasion to grow and build their professional individual skill set are likely to be happier in their jobs; a bonus for them since management absorbs the cost of this professional development. Skill sets learned through cross training enable staff to boost their resumes with the new talents and dexterities they can include as a result of their being able to grow professionally through cross training initiatives. This may allow them to further their careers in the company and climb the proverbial corporate ladder. 3. Breaks Monotony: Employees who do the same job day in and day out can become bored over the course of time and as a result experience a decrease in morale. Cross training is a great opportunity to break up the usual routine and try something different. Often just a shake up in the humdrum of a workday can lift employee spirits. 4. Demonstrates trust in Employees: Management that offers the opportunity to employees to work in other areas demonstrates a trust that they feel staff members are capable of working outside their norm and comfort zone. Through cross training employees can be exposed to different kinds of jobs and may discover something they really like in the process. This is a win-win for both management and employees. Cross training is a terrific opportunity to give these new challenges without interrupting the daily operations that need to continue. In fact, cross training can help increase continuity since there should always be enough employees to jump in another job in a pinch when needed. There are few drawbacks to cross training for either the company or the employees. Higher morale is usually one of the better benefits. Organizational studies have suggested that people perform at stronger levels when they are offered the chance to try new challenges. Happy employees are typically more productive employees and in turn this benefits both the business and employed staff.

BENEFITS:
There are so many forms staff training and development can take it can be tricky knowing which will be suitable and productive. One area that takes some of the guesswork out of development is cross-training employees in each others jobs. Cross-training appeals on many levels. It benefits individuals, the team, the department and the company, and has results that are both immediate and long-term. Below are some of the benefits of cross- training. 1. Deeper Understanding of the Work: Few things enhance performance like knowing how things work and why. Cross-training gives people a clearer view of the big picture rather than just their small piece of it. It can have a positive effect on team working as staffs learn to appreciate each others work and recognize how interdependent they are. But cross-training can also help employees do their own jobs more efficiently because they have a better understanding of whats needed and how to best manage their time. 2. Continuity of Service: Cross-training will put your eggs in many baskets. A department where workers can quickly step into each others shoes can absorb the temporary absence of one or two individuals without a noticeable drop in service. This is especially important if the work involves strict deadlines, needs to maintain good customer relations or serves as a crucial link in a processing chain.

3. Practical Staff Development: Good staff development includes both long and short term strategies, and potential gains as well as practical ones. As part of a development program cross-training has both short and long-term benefits. It requires little in the way of extra resources, is easy to grasp and relevant to peoples day-to-day experiences. Workers might not have occasion to apply their new skills for a while but the effects of knowing about each others work are immediate. For the longer term, cross-training can unearth individual talents and interests that arent apparent in peoples current roles and provide areas for future development. Restructure-Proofing From time to time, companies decide to change how processes are organized. Restructuring does not always involve job losses; sometimes it is an attempt to raise output by slicing the same pie in a different way. Staff whose expertise has become highly specialized will face a steeper learning curve adapting to new structures than those with a head start.

CONCLUSION:
Keeping employees busy and challenged can be difficult, and cross-training is another way to motivate employees to be open to internal changes. Becoming static in a job is detrimental to the employee and to the organization since employees often identify themselves with their jobs. If an employee is dynamic in her position, she is more inclined to facilitate change and cross-training for other departments and within her department as the organizational needs grow. When employees see that another department is not always better than their current department, attitudes toward the current job often improve. Motivation has to come from within the organization as much as it comes from the employee. Cross-training and moving employees around to other departments and different jobs helps to create a knowledgeable team that can replace each other as necessary. Confidence in skills and comprehension can also be gained through job rotation made possible by cross-training. By approaching and implementing cross-training through a well-thought out plan, the organization and its employees both benefit from new skills and a well-rounded workforce.

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