BM-PM-M-25-003
1. Purpose #
1.1 To set standards for Induction, technical skill development training and implementation of company knowledge.
1.2. Prepare, control and communicate company knowledge through training.
2. Scope of Application #
2.1 This procedure is applicable to all departments within Blih marketing and communication PLC.
3. Definition #
3.1. Knowledge Management: – Construct a quantified and qualitative knowledge system in the company, so that the training and knowledge can be fed back to the knowledge system through acquisition, creation, sharing, integration, record access, and update.
3.2. Trainee: – a person undergoing a period of training or apprenticeship to learn a particular skill or trade.
3.3. Trainer: – is an individual who provides instruction, guidance, and support to help others develop specific skills or knowledge.
3.4. Internal Trainer: – is an employee within a company that is responsible for delivering training to colleagues or team members. Typically possessed in-depth knowledge of the company’s processes, policies, and culture, and focus on developing the skills of existing or new employees to improve the overall company performance.
3.5. External Trainer: – is an independent professional or a representative from a training institution hired from outside the company to provide specialized training, bring expertise, fresh perspectives, and industry-specific knowledge to help employees develop new skills or improve existing ones beyond the organization’s internal capabilities.
3.6. Training: – A systematic activity is performed to modify the skills, knowledge, attitudes, and behavior of an employee to perform a particular job.
3.7. Training Process: – Series of steps that need to be followed systematically to have an efficient training program.
3.8. Training Rule: – A guideline that improves training efficiency and effectiveness
3.9. Induction Training – is provided for new employees by the employer to assist in adjustment to their new job tasks and to help them become familiar with their new work environment.
3.10. Statutory Training: – is required to ensure that the company meets any legislative duties.
3.11. Mandatory Training: – Compulsory training that is determined essential by the company to limit risk and maintain safe working practices.
3.12. Competency: – The degree of demonstrating ability to perform tasks and duties
3.13. Training Needs Analysis (TNA): – A systematic approach for determining what training needs to take place.
4. Responsibility #
4.1. General Manager
4.1.1 The general manager is responsible for approving the training budget and rewards.
4.2. People manager
4.2.1 Ensuring that this procedure is implemented.
4.2.2 Conduct and evaluate induction training along with the direct superior of the newly hired trainee.
4.2.3 Receive monthly, quarterly, and annual training plan of each department and ensure the implementation of the training program accordingly.
4.2.4 Evaluate the training session, report the evaluation result to relative departments, and follow the effectiveness of the training on the job.
4.2.5 Prepare a reward and certificate for special training according to circumstances.
4.2.6 Keeping all the necessary standard training documents and ensuring those documents are available at any time to be accessed by an employee who is looking for them.
4.3. Responsibilities of Trainer
4.3.1 The trainer can be both an internal or external trainer.
4.3.2 Preparing training documents according to the standard that considers the background knowledge and skill of the trainees.
4.3.3 The trainer Shall select a better training method, announcing the training notice according to the schedule two days in advance via email, and making sure all trainees are aware.
4.3.4 Preparing and providing before the training exam to assess their current knowledge/skill plus after the training exam to evaluate the achievement and submitting both results to the PM.
4.3.5 Conducting and keeping the training session on track (starting and finishing on time).
4.3.6 Aware the trainee with the cover of the session and a brief overview of the training, explaining key points, going over policies, demonstrating procedures, relating to any other information trainees need to know, and concluding the training with a summary.
4.3.7 Controlling the overall training session disciplines.
4.4. Responsibilities of Trainee
4.4.1 Attending training on time that is provided by the company.
4.4.2 Taking before and after training evaluation exams to assess competency level.
4.4.3 Identifying their learning needs, setting learning objectives, and discussing those objectives with their team leader/supervisor/manager.
4.4.4 Fulfilling learning material requirements with their side such as notebook, pen, etc.
4.4.5 Keeping the training session discipline.
4.5. Responsibilities of Managers
4.5.1 Conducting skill analysis of their teams
4.5.2 Gather input from team members and review performance data to pinpoint areas for development.
4.5.3 In collaboration with PM initiate and develop or select appropriate training programs that align with organizational goals.
4.5.4 Ensure training initiatives support broader business objectives and individual development plans.
4.5.5 In collaboration with PM initiate induction training for new employees to familiarize them with company policies, culture, and job roles.
4.5.6 Guide new hires through induction programs to ensure smooth integration also clarify job expectations, organizational policies, and available resources.
4.5.7 Observe and assess how team members apply new skills post-training.
4.5.8 Encourage a learning culture within the team.
5. Work flow #
5.1 Training
5.1.1 Before conducting training TNA (Training needs analysis) shall be assessed by the training proposing party. The following questions shall be addressed on TNA.
✔ What training is needed and why? (Identify training needs and learning objective,)
✔ Where and when will the training be provided? (Identify the specific location and the scheduled time the training will be held on)
✔ Who needs training/who gives training? (Select trainee and trainer)
✔ How will the training be provided? (Select the training method)
✔ What will be the impact on the business? (Make clear the outcome of the training)
5.1.2 Trainer selection: – Research training providers with expertise in the relevant field.
5.1.3 In the case of external trainers, review their credentials, previous client feedback, and offerings. Negotiate terms, costs, and deliverables.
5.1.4 Record and document the key data of qualified trainers according to the external trainer assessment form.
5.1.5 Select the trainer with the best qualifications and cost.
5.1.6 Determine training dates and duration including breaks and interactive sessions.
5.1.7 Coordinate with the trainer to set up equipment if needed.
5.1.8 Arrange transportation, accommodation, and meals if necessary.
5.1.9 Prepare a detailed agenda and confirm all arrangements.
5.1.10 Conduct Training: -this is the step where pre-training evaluation and training session is implemented. When the pre-training evaluation result is satisfactory, there is no need to conduct the actual training session but if not conduct the training according to the scheduled plan.
5.1.11 Evaluate training: – this process involves examining the overall training program to make sure that the intended objective is achieved or not by: –
A. Auditing the training session.
B. Collecting Feedback from trainees about the session
C. Conducting post-training assessment and comparing pre-training data and intended objectives. If the evaluation result indicates a need to improve the program, make improvements on the training program (training method, material, facilities, trainer performance, time allocations to topics, and evaluation tool) and conduct the program again. The evaluation result shall be reported to other departments to follow the execution of the training on the job/task.
5.1.12 Documentation and record keeping: – this is the last step of the training process on which all training records (attendance record, before and after evaluation results, auditing results, and trainee feedback), assessment exams, and training documents are stored and kept.
5.2 Knowledge
5.2.1 The accumulation and exchange of internal knowledge: – Internal knowledge can be divided into three categories; company information, professional and technical knowledge, and product knowledge accumulation.
5.2.2 The company information includes the management system, procedure documents, and company information announcement.
5.2.3 The management system stipulates the principles and requirements for the operation and development of the company’s various processes.
5.2.4 The process documentation is used to describe the procedures for each department to carry out various tasks to achieve the company’s business objectives.
5.2.5 The announcement/sharing of company information is a field for employees to exchange information and acquire knowledge.
5.2.6 Expertise includes research and development (pre-research methods, processes, techniques, new technology research), production control technology (ALM tools, VCS, CI/CD, etc.), and engineering applications.
5.2.7 Product knowledge accumulation refers to the accumulation of experience in the product, including non-compliance closure, customer feedback, and complaint handling.
5.2.8 Professional and technical knowledge is divided into research and development, technical knowledge, and engineering.
5.2.9 The Technology Department is responsible for the collection, gathering, and release of technical knowledge. Each technical employee has the responsibility to take the initiative to improve the information base, and engineering application knowledge.
5.2.10 Each dep’t manager/supervisor is responsible for collecting, organizing, and publishing projects and it is the responsibility of each project participant to take the initiative to improve the information base knowledge.
5.2.11 Service knowledge is collected, organized, and published by the business development dep’t.
5.2.12 All internal knowledge that is registered by the relevant departments shall be included in the “Document control list”.
5.2.13 Accumulation and exchange of external knowledge: -generally External knowledge can be divided into two categories foreign information, and market information.
5.2.14 Market information, including the country on macro information, industry information, market dynamics, and customer information.
5.2.15 Foreign information refers to external knowledge related to international markets, foreign regulations, cultural differences, geopolitical factors, and global economic conditions.
5.2.16 Foreign data should be integrated with the internal information of the company considering that it provides insights into international aspects, essential for companies operating or planning to expand globally.
5.2.17 The relevant responsibility department assists and has the responsibility of taking the initiative to improve the information base. Foreign data is registered in the “foreign file list”.
5.2.18 Any proposed file changes shall be made with the announcement to the People department and the change shall be documented with the clearly stated changes being noticed.
5.2.19 Relevant departments shall always view the knowledge (including electronic documents and documents) and have the right to access it at any time, and to publish/ develop the standard by the relevant knowledge management system.
5.2.20 Any person with the right expertise can propose knowledge and provide detailed documentation that shows relevant knowledge to the company.
5.2.21 Each department manager is responsible for convening the members of their team to organize regular meetings every month to discuss the situation of knowledge management, including receiving requirements to update or gain knowledge related to their function of work and is responsible for establishing, updating, reviewing, approving and confirming the scope of knowledge disclosure that is being issued by the department.
6. Generating records #
6.1 <<TNA>>, <<Induction training plan and report>>
6.2 <<Training exams>>, << BM-PM-M-25-003-01A external trainer assessment form>>
7. Reference documents #
7.1 <<ISO 9001:2015>>
8. Relevant documents #
8.1 << N/A>>
9. Flow chart #
9.1 << N/A>>