Training Need Analysis- Group Project

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Training Need Analysis ofStudents of IMT, Nagpur

Submitted To

Dr. SALEENA KHAN

Asst. Professor, OB&HRM Area

Institute of Management Technology

Submitted By:

Team members:

Ananad Krishnan (2010028)

Ankita Bhaladhare (2010264)

Raman Yadav (2010152)

Denni Sthesie

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TRAINING NEED ANALYSIS:

Introduction:

Training Needs Analysis (TNA) is the formal process of identifying the training gap and its

related training need. An analysis of training need is an essential requirement to the design of

effective training. The purpose of training need analysis is to determine whether there is a

gap between what is required for effective performance and present level of performance.

This process is a series of activities conducted to identify problems or other issues in the

workplace, and to determine whether training is an appropriate response. Training need

analysis is conducted to determine whether resources required are available or not. It helps to

plan the budget of the company, areas where training is required, and also highlights the

occasions where training might not be appropriate but requires alternate action.

Here we are doing the training need analysis for the Students of IMT, Nagpur. The student

group comprise offirst year students (juniors) , from this training need analysis process, we

are trying to find the skills which they are lacking in , problems that they are facing and they

feel that training would be required for them in that particular area. So as to improve their

skills in which they are lacking .which will help them in their future professional life as they

are going to become a Manager. For doing the Training need analysis of IMT, students. We

first interviewed them and asked them about skills that they think will be lacking in them.

Through which we found out that many students feel that they are lacking in interpersonal

skills, which are very important for your personal as well as professional life. After that we

conducted a survey through questionnaire of the junior Batch students, On the interpersonal

skills to find out Gap. From the data collected from the questionnaire, we could found out

Gap and accordingly we designed a Training program for improving Interpersonal skills of

students of IMT, Nagpur.

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TRAINING MODULE FOR INTERPERSONAL SKILLS:

Introduction:

Interpersonal skills are the life skills we use every day to communicate and interact

with other people, individually and in groups. Interpersonal skills are sometimes also

referred to as people skills or communication skills Interpersonal skills involve using skills

such as active listeningand tone of voice, this include delegation and leadership. It is how

well you communicate with someone and how well you behave or carry yourself.

Interpersonal skills refer to mental and communicative algorithms applied during social

communications and interaction to reach certain effects or results. The term "interpersonal

skills" is used often in business contexts to refer to the measure of a person's ability to operate

within business organizations through social communication and interactions. Interpersonal

skills are how people relate to one another Interpersonal skill includes not only how we

communicate with others, but also our confidence, and our ability to listen and understand.

Problem solving, decision making and personal stress management are also considered

interpersonal skills.

People with strong interpersonal skills are usually more successful in both their professional

and personal lives. They are perceived as more calm, confident and charismatic, qualities that

are often endearing or appealing to others. Being more aware of your interpersonal skills can

help you improve and develop them..

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Training Objective:

To bring about an understanding of the importance of interpersonal skills in bothprofessional and personal lives.

To enable the participants to develop their interpersonal competence that will helpthem to prepare for the communicative challenges of the workplace.

Identify the main obstacles to the effective use of Interpersonal Skills. Understand the nature of the components of the interpersonal process. Understand a range of techniques that are required as Interpersonal Skills. Use these techniques to build an effective interpersonal process Explain the benefits of having excellent Interpersonal Skills

RESEARCH METHODOLOGY

Mainly primary data used in the study. Interview and questionnaire surveys were done from 1st Year student of IMT Nagpur. The questionnaire consisted of closed ended questions.

Interactions were done with the students of both the batches of IMT. Internet, news articles, magazines were the source of secondary data for our research.

TRAINING CONTENT:

There are a variety of skills that will help you to succeed in different areas of life and Skills

You Need has sections covering many of these. However, the foundation for many areas of

our lives are good interpersonal skills since these are relevant to our personal

relationships, social affairs and professional lives and are the basis on which we can

develop other life skills. Unlike specialised and technical skills, interpersonal skills will be

used every day and in every area of our lives.

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Here, you can find out how to develop specific interpersonal skills:

1.Learn to Listen

Listening is not the same as hearing. Take time to listen carefully to what others are saying

through both their verbal and non-verbal communication. The most basic and powerful

way to connect to another person is to listen. Just listen. Perhaps the most important

thing we ever give each other is our attention.

Listening is not the same as hearing. Hearing refers to the sounds that you hear, whereas

listening requires more than that: it requires focus. Listening means paying attention not only

to the story, but how it is told, the use of language and voice, and how the other person uses

his or her body. In other words, it means being aware of both verbal and non-verbal

messages. Your ability to listen effectively depends on the degree to which you perceive and

understand these messages.

10 Principles of Listening

A good listener will listen not only to what is being said, but also to what is left unsaid or

only partially said. Listening involves observing body language and noticing inconsistencies

between verbal and non-verbal messages. For example, if someone tells you that they are

happy with their life but through gritted teeth or with tears filling their eyes, you should

consider that the verbal and non-verbal messages are in conflict. Listening requires you to

concentrate and use your other senses in addition to simply hearing the words spoken.

Stop TalkingWe have two ears but only one mouth. Don't talk, although you may need to clarify when the

other person has finished speaking.

Prepare Yourself to ListenFocus on the speaker. Put other things out of mind.

Put the Speaker at Ease

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Help the speaker to feel free to speak. Remember their needs and concerns. Nod or use other

gestures or words to encourage them to continue.

Remove DistractionsFocus on what is being said: dont doodle, shuffle papers, look out the window, or similar.

Avoid unnecessary interruptions.

EmpathiseTry to understand the other persons point of view. Look at issues from their perspective. Let

go of preconceived ideas.

Be PatientA pause, even a long pause, does not necessarily mean that the speaker has finished. Never

finish a sentence for someone.

Avoid Personal Prejudice

Try to be impartial. Dont become irritated and dont let the persons habits or mannerdistract you from what they are really saying.

Listen to the ToneVolume and tone both add to what someone is saying.

Listen for IdeasNot Just WordsYou need to get the whole picture, not just isolated bits and pieces.

Wait and Watch for Non-Verbal CommunicationGestures, facial expressions, and eye-movements can all be important.

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2. Choose Your WordsBe aware of the words you are using when talking to others. Could you be misunderstood or

confuse the issue? Practice clarity and learn to seek feedback to ensure your message has

been understood.

Opening Communication

In many encounters, the first few minutes are extremely important as first impressions have a

significant impact on the success of further communication. Everyone has expectations and

norms as to how initial meetings should proceed and tends to behave according to these

expectations. If interpersonal expectation is mismatched, communication will not be effective

nor run smoothly, and negotiation will be needed if relations are to continue.

At a first meeting, formalities and appropriate greetings are usually expected: such

formalities could include a handshake, an introduction to yourself, eye contact and discussion

around a neutral subject such as the weather or your journey may be useful. A friendly

disposition and smiling face are much more likely to encourage communication than a blank

face, inattention or disinterested reception.

Reinforcement

The use of encouraging words alongside non-verbal gestures such as head nods, a warm

facial expression and maintaining eye contact, are more likely to reinforce openness in others.

The use of encouragement and positive reinforcement can:

Encourage others to participate in discussion (particularly in group work) Signify interest in what other people have to say Pave the way for development and/or maintenance of a relationship Allay fears and give reassurance Show warmth and openness.

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3. Understand Why Communication FailsBy learning about the various barriers to good communication you can be aware of, and

reduce the likelihood of, ineffective interpersonal communication.

There exist many barriers to communication and these may occur at any stage in the

communication process. Barriers may lead to your message becoming distorted and you

therefore risk wasting both time and money by causing confusion and misunderstanding.

Effective communication involves overcoming these barriers and conveying a clear and

concise message. Some common barriers to effective communication include:

The use of jargon, over-complicated or unfamiliar terms. Emotional barriers and taboos. Lack of attention, interest, distractions, or irrelevance to the receiver. Differences in perception and viewpoint. Physical disabilities such as hearing problems or speech difficulties. Physical barriers to non-verbal communication. Language differences and the difficulty in understanding unfamiliar accents. Expectations and prejudices which may lead to false assumptions or stereotyping.

People often hear what they expect to hear rather than what is actually said and jump

to incorrect conclusions.

Cultural differences. The norms of social interaction vary greatly in differentcultures, as do the way in which emotions are expressed. For example, the concept of

personal space varies between cultures and between different social settings.

The skilled communicator must be aware of these barriers and try to reduce their impact by

continually checking understanding and by offering appropriate feedback.

4. RelaxWhen we are nervous we tend to talk more quickly and therefore less clearly. Being tense is

also evident in our body language and other non-verbal communication. Instead, try to stay

calm, make eye contact and smile. Let your confidence shine. interpersonal

communication not only involves the explicit meaning of words, that is the information or

message conveyed, but also refers to implicit messages, whether intentional or not, which

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may be expressed through non-verbal behaviours.

Non-verbal communications include facial expressions, the tone and pitch of the voice,

gestures displayed through body language and the physical distance between

communicators. These clues can give people additional information over and above spoken

language.

Non-verbal messages allow individuals to:

Reinforce or modify what is said in words. For example, people may nod their headsvigorously when saying "Yes" to emphasise that they agree with the other person, but

a shrug of the shoulders and sad expression when saying "I'm fine thanks, may imply

that things are not really fine at all!

Convey information about their emotional state. Define or reinforce the relationship between people. Provide feedback to the other person. Regulate the flow of communication, for example by signalling to others that they

have finished speaking or wish to say something.

Interpersonal communication is further complicated in that it is not possible to interpret a

gesture or expression accurately on its own. Non-verbal communication consists of a

complete package of expressions, hand and eye movements, postures, and gestures which

should be interpreted along with

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The forms of interpersonal communication that are not expressed verbally are called non-

verbal communications. These include:

When we communicate, non-verbal cues can have as great as an impact on the listener as the

spoken word. There are many different aspects of non-verbal communication including:

Body Movements (Kinesics)

Body movements include gestures, posture, head and hand movements or whole body

movements. Body movements can be used to reinforce or emphasise what a person is saying

and also offer information about the emotions and attitudes of a person. However, it is also

possible for body movements to conflict with what is said.

Posture can reflect people's emotions, attitudes and intentions. Research has identified a wide

range of postural signals and their meanings, such as:

Open and Closed Posture:Two forms of posture have been identified, open and closed,

which may reflect an individual's degree of confidence, status or receptivity to another

person. Someone seated in a closed position might have his/her arms folded, legs crossed or

be positioned at a slight angle from the person with whom they are interacting. In an open

posture you might expect to see someone directly facing you with hands apart on the arms of

the chair.

Mirroring: Notice the way a loving couple relate to each other. You might like to observe a

close relationship in person or on television. You will see that the partners' postures will

match, as if one partner is a mirror reflection of the other. For example, if one partner drapes

an arm over the back of a chair this might be replicated in the other person's position.

Eye Contact

Eye contact is an important aspect of non-verbal behaviour. In interpersonal interaction, it

serves three main purpose.

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To give and receive feedback: Looking at someone lets them know that thereceiver is concentrating on the content of their speech.

To let a partner know when it is their 'turn' to speak : This is related to theabove point. Eye contact is more likely to be continuous when someone islistening, rather than speaking. When a person has finished what they have to say,

they will look directly at the other person and this gives a signal that the arena is

open. If someone does not want to be interrupted, eye contact may be avoided.

To communicate something about a relationship between people: When youdislike someone, you tend to avoid eye contact and pupil size is often reduced. On

the other hand, the maintenance of positive eye contact signals interest or

attraction in a partner.

5. Dealing with the stress:o Avoid Caffeine, Alcohol, and Nicotine.

Avoid, or at least reduce your consumption of, all drinks continuing caffeine and alcohol, as

well as nicotine. Caffeine, alcohol and nicotine are stimulants and so will increase your level

of stress rather than reduce it.

o Indulge in Physical ActivityStressful situations increase the level of stress hormones such as adrenaline and cortisol in

your body. These are the fight or flight hormones that evolution has hard -wired into our

brains and which are designed to protect us from immediate bodily harm when we are under

threat. However, stress in the modern age is rarely remedied by a fight or flight response, and

so physical exercise can be used as a surrogate to metabolize the excessive stress hormones

and restore our body and mind to a calmer, more relaxed state.

o Get More SleepA lack of sleep is a significant cause of stress. Unfortunately though, stress also interrupts our

sleep as thoughts keep whirling through our heads, stopping us from relaxing enough to fall

asleep.Rather than relying on medication, your aim should be to maximise your relaxation

before going to sleep.

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o Try Relaxation TechniquesEach day, try to relax with a stress reduction technique. There are many tried and tested

ways to reduce stress so try a few and see what works best for you.

o Talk to SomeoneJust talking to someone about how you feel can be helpful. Talking can work by either

distracting you from your stressful thoughts or releasing some of the built-up tension by

discussing it.

o Keep a Stress DiaryKeeping a stress diary for a few weeks is an effective stress management tool as it will help

you become more aware of the situations which cause you to become stressed.

o Take controlStress can be triggered by a problem that may on the surface seem impossible to solve.

Learning how to find solutions to your problems will help you feel more in control thereby

lowering your level of stress.

o Manage Your TimeAt times, we all feel overburdened by our To Do list and this is a common cause of stress.

Accept that you cannot do everything at once and start to prioritise and diarise your tasks.

Make a list of all the things that you need to do and list them in order of genuine priority.

Note what tasks you need to do personally and what can be delegated to others to do. Recordwhich tasks need to be done immediately, in the next week, in the next month, or when time

allows.

6. Learn to Say NoA common cause of stress is having too much to do and too little time in which to do it. And

yet in this situation, many people will still agree to take on additional responsibility.

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Learning to say No to additional or unimportant requests will help to reduce your level of

stress, and may also help you develop more self-confidence.

7. Rest If You Are IllIf you are feeling unwell, do not feel that you have to carry on regardless as a short spell of

rest will enable the body to recover faster.

8. ClarifyShow an interest in the people you talk to, ask questions and seek clarification on any points

that could be easily misunderstood

However good you think your listening skillsare, the only person who can tell you if you

have understood correctly or not is the speaker. Therefore, as an extension of good listening

skills, you need to develop the ability to reflect words and feelings and to clarify that you

have understood them correctly. It is often important that you and the speaker agree that

what you understand is a true representation of what was meant to be said.

Reflecting:

Reflecting is the process of paraphrasing and restating both the feelings and words of the

speaker. The purposes of reflecting are:

To allow the speaker to 'hear' their own thoughts and to focus on what they say andfeel.

To show the speaker that you are trying to perceive the world as they see it and thatyou are doing your best to understand their messages.

To encourage them to continue talking.

Reflecting does not involve you asking questions, introducing a new topic or leading the

conversation in another direction. Speakers are helped through reflecting as it not only

allows them to feel understood, but it also gives them the opportunity to focus their ideas.

This in turn helps them to direct their thoughts and further encourages them to continue

speaking.

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Guidelines for Reflecting

Be natural. Listen for the basic message - consider the content, feeling and meaning expressed by

the speaker.

Restate what you have been told in simple terms. When restating, look for non-verbal as well as verbal cues that confirm or deny the

accuracy of your paraphrasing. (Note that some speakers may pretend you have got it

right because they feel unable to assert themselves and disagree with you.)

Do not question the speaker unnecessarily. Do not add to the speaker's meaning. Do not take the speaker's topic in a new direction. Always be non-directive and non-judgmental.

Clarification involves offering back to a speaker the essential meaning, as understood by the

listener, of what they have just said, checking that the listener's understanding is correct and

resolving any areas of confusion.

The purpose of clarification is to:

Ensure that the listener's understanding of what the speaker has said is correct. Reassure the speaker that the listener is genuinely interested in them and is attempting

to understand what they are saying.

Guidelines for Clarifying

Admit if you are unsure about what the speaker means. Ask for repetition. State what the speaker has said as you understand it, and check whether this is what

they really said.

Ask for specific examples. Use open, non-directive questions - if appropriate. Ask if you have got it right and be prepared to be corrected.

9. Be Positive

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Try to remain positive and cheerful. People are much more likely to be drawn to you if you

can maintain a positive attitude.

10.EmpathiseUnderstand that other people may have different points of view. Try to see things from their

perspective. You may learn something while you gain the respect and trust of others.

11.Understand StressLearn to recognise stress in others and yourself. Although stress is not always bad, high

levels can have a detrimental effect on the communication process.

12.Learn to be AssertiveYou should aim to be neither passive nor aggressive; being assertive is about expressing your

feelings and beliefs in a way that others can understand and respect. Assertiveness is

fundamental to successful negotiation.

Assertiveness is a skill often referred to in social and communication skills training .

Often wrongly confused with aggression, assertive individuals aim to be neither passive nor

aggressive in their interactions with other people.

Assertiveness means standing up for your personal rights - expressing thoughts, feelings and

beliefs in direct, honest and appropriate ways." It is important to note also that "By being

assertive we should always respect the thoughts, feelings and beliefs of other people

Assertiveness concerns being able to express feelings, wishes, wants and desires

appropriately and is an important interpersonal skill. In all your interactions with other

people, whether at home or at work with employers, customers or colleagues, assertiveness

can help you to express yourself in a clear, open and reasonable way, without undermining

the rights of yourself or others.

Being assertive involves taking into consideration both your own rights, wishes, wants, needs

and desires, as well as those of the other person. Assertiveness means encouraging others to

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be open and honest about their views, wishes and feelings, in order that both parties act

appropriately.

Assertive behaviour includes:

Being open in expressing wishes, thoughts and feelings and encouraging others to dolikewise.

Listening to the views of others and responding appropriately, whether in agreementwith these views or not.

Accepting responsibilities and being able to delegate to others. Regularly expressing appreciation of others for what they have done or are doing.

Being able to admit to mistakes and apologise. Maintaining self-control. Behaving as an equal to others.

Reflect and ImproveThink about previous conversations and other interpersonal interactions; learn from your

mistakes and successes. Always keep a positive attitude but realise that we can all always

improve our communication skills.

The importance ofcommunication skills in interpersonal relationships cannot be stressed

too greatly. An understanding of the factors that influence communication and effective

communication skills are necessary in many areas of life.

Empathise

Empathy is trying to see things from the point-of-view of others. When communicating withothers, try not to be judgemental or biased by preconceived ideas or beliefs - instead view

situations and responses from the other persons perspective. Stay in tune with your own

emotions to help enable you to understand the emotions of others. If appropriate, offer your

personal viewpoint clearly and honestly to avoid confusion. Bear in mind that some subjects

might be taboo or too emotionally stressful for others to discuss.

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EncourageOffer words and actions of encouragement, as well as praise, to others. Make other people

feel welcome, wanted, valued and appreciated in your communications. If you let others

know that they are valued, they are much more likely to give you their best. Try to ensure

that everyone involved in an interaction or communication is included through effective body

language and the use of open questions.

Learn to ListenListening is not the same as hearing; learn to listen not only to the words being spoken but

how they are being spoken and the non-verbal messages sent with them. Use the techniques

of clarification and reflection

to confirm what the other person has said and avoid any confusion. Try not to think about

what to say next whist listening; instead clear your mind and focus on the message being

received. Your friends, colleagues and other acquaintances will appreciate good listening

skills.

Be Aware of Others' EmotionsBe sympathetic to other people's misfortunes and congratulate their positive landmarks. To

do this you need to be aware of what is going on in other peoples lives. Make and maintain

eye contact and use first names where appropriate. Do not be afraid to ask others for their

opinions as this will help to make them feel valued. Consider the emotional effect of what

you are saying and communicate within the norms of behaviour acceptable to the other

person.

Treat People EquallyAlways aim to communicate on an equal basis and avoid patronising people. Do not talk

about others behind their backs and try not to develop favourites: by treating people as your

equal and also equal to each other you will build trust and respect. Check that people

understand what you have said to avoid confusion and negative feelings. Encourage open

and honest feedback from the receiver to ensure your message is understood and to avoid the

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receiver instead feeding back what they think you want to hear. If confidentiality is an issue,

make sure its boundaries are known and ensure its maintenance.

Attempt to Resolve ConflictLearn to troubleshoot and resolve problems and conflicts as they arise. Learn how to be an

effective mediator and negotiator. Use your listening skills to hear and understand both sides

of any argument - encourage and facilitate people to talk to each other. Try not to be biased

or judgemental but instead ease the way for conflict resolution.

Communicate EffectivelyDo not say the first thing that comes into your mind but instead take a moment and pay close

attention to what you say and how you say it. Focus on the meaning of what you want to

communicate. Aim to increase understanding by considering how your message might be

received by the other person. By communicating clearly, you can help avoid

misunderstandings and potential conflict with others. By speaking eloquently you will come

across as more intelligent and mature. Also be aware of the messages you are sending via

non-verbal channels: make eye contact and avoid defensive body language. Present

information in a way that its meaning can be clearly understood. Pay particular attention to

differences in culture, past experiences, attitudes and abilities before conveying your

message. Avoid jargon and over-complicated language; explain things as simply as

possible. Request clarification if unclear about a message. Always avoid racist and sexist

terms or any language that may cause offence.

Use HumourLaughing releases endorphins that can help relieve stress and anxiety; most people like to

laugh and will feel drawn to somebody who can make them laugh. Dont be afraid to be

funny or clever, but do ensure your humour is appropriate to the situation. Use your sense of

humour to break the ice, to lower barriers and gain the affection of others. By using

appropriate humour you will be perceived as more charismatic.

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Maintain a Positive Attitude and SmileFew people want to be around someone who is frequently miserable. Do your best to be

friendly, upbeat and positive with other people. Maintain a positive, cheerful attitude to life:

when things do not go to plan, stay optimistic and learn from your mistakes. If you smile

often and stay cheerful, people are more likely to respond positively to you.

Only Complain when Absolutely NecessaryPeople will not be drawn to you if you are constantly complaining or whinging. If something

makes you angry or upset, wait for a few hours and calm down before taking action. If you

do complain, do so calmly, try to find some positive aspects to the situation and avoid giving

unnecessary criticism.

Training Games on Interpersonal Skills:

Interpersonal skills are an essential part of being a manager. As IMT , students are going to

become future Managers. They may have to deal with customer complaints, but they also

need to be able to communicate effectively with their subordinates and to organize those

beneath them to work efficiently and effectively as a team. There are numerous ways for

managers to learn these skills, but one of the more fun ways is to learn them via a game.

Playing With Style

One series of games that's available for interpersonal skills training is called PlayingWith Style. There are 10 separate card games that can be played with Playing With

Style, and it comes with a CD-ROM explaining the rules of the various games. All of

these games are meant to help players identify the various "styles" of personality that

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people possess, and to adapt to those personalities. Though more effective when used

with the HRDQ training course, Playing With Style is a great series of games for

teaching management and lower employees alike how to identify, communicate and

work with all types of personalities.

Managing People

The name of this game says it all. Managing People utilizes role playing scenariosthat allow managers to practice and hone their people and communication skills in a

low-risk, low-pressure environment. Participants are split up into teams, and they're

then faced with a number of volatile situations involving other people. There are five

potential solutions to each given situation, and teams must discuss amongstthemselves and agree on the best solution before putting it into a single PC or laptop

to get the results of their decision. The actual answering is secondary, and it's the

negotiation and communication of the decision that yield most of this game's benefits.

Listening Games

Sometimes managers do too much talking and not enough listening, and there are avariety of training games that work on this problem. One of them is simply called

Draw a Picture. In this game all participants are given a pen and a piece of paper, and

one person sits at the front of the room. The person at the front (usually the instructor)

calls out directions such as "draw a circle in the center of your paper, and then

beneath that circle draw a rectangle." Participants may find that when given general

directions they are vastly off the mark, and it will give them insights that they may

need to be more specific to get more specific results.

Conclusion:

We hope , after going through this training program on interpersonal skills , the first year

students of IMT , Nagpur ,Will really benefited and improve their interpersonal skills which

will help them in their personal as well as their professional life. As Students of IMT, Nagpur

are the future Managers, this training program on interpersonal skills will help them in their

corporate life.

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Questionnaire:

Name:

Phone no:

Email id:

Questions:-

Rate yourself from 1 to 5 on all the questions.( 1 is lowest and 5 is highest)

1. I always say please and thank you when I ask someone for something._____

2. The clothes I wear would never offend another person. ____3. If something bad happens to someone I don't like, I tell my friends and

laugh about it when that person is not around. ___

4. I never curse or use offensive language in public places. ____5. My hair is clean and well groomed. ____6. People who know me would describe me as cheerful and friendly. ____7. I always have good posture. ____8. When I talk with someone, I look them in the eyes. ____9. I keep my fingernails clean and nicely trimmed. ____10.I usually become angry and lose my temper when things don't go the

way I want them to. ____11.When other people do something different from the way I would do it, I

avoid being critical of them. ____

12.I don't bite my fingernails. ____13.When I sneeze or cough, I always cover my mouth. ____14.My table manners are very good. ____15.If someone gives me a gift or does me a favor, I send them a thank you

note._