Designing Effective Training Program for Construction Quality Assurance

With a well-structured and scientifically designed training program, construction companies can significantly enhance product quality, ensuring that high standards are maintained across all projects.
Vivek Singh - Proprietor, BuildStreet (Project Management Services) and Dr. P.K.S. Bhadauria, Head-Civil Engineering Department, College of Agriculture, Engineering and Technology. (C.S.A.University of Agriculture & Technology Kanpur), Campus Etawah.

In the construction industry, companies that prioritize quality recognize the crucial role of well-trained employees. These companies are acutely aware of the negative impact poor workmanship can have on their business, and as a result, they invest considerable resources in employee training. Many organizations have created comprehensive training programs that are well-regarded by both management and participants. However, the question remains: “Are these programs delivering the desired results?” Opinions on the effectiveness of these training programs vary widely, with some considering them failures and others deeming them highly successful.

A well-structured and scientifically designed training programPicture courtesy: KNR Construction

 

Measuring Effectiveness

For training objectives to be more than just aspirations, they must be measurable. This requires defined metrics and standardized tools for evaluation. The primary challenge in evaluating these programs is often overlooked due to the following :

  • Subjective evaluation: Most assessments are based on intuition rather than scientific analysis.
  • Lack of measurement tools: Organizations often lack a structured method to gauge the effectiveness of their training programs.
  • Undefined objectives: Without clear, measurable goals, training efforts often lack focus and accountability.

Follow the Rule

A fundamental principle for ensuring quality is to follow the rule. This concept can serve as the foundation for designing the entire training program. The process can be broken down into three key actions:

  • Establish the rules to be followed. Define the procedures and standards.
  • Communicate the rules to be followed. Ensure all employees understand the rules.
  • Monitor compliance to the rules. Regularly assess how well the rules are being followed.

This leads to a comprehensive training approach, structured into three phases: pre-training, training, and post-training evaluation. Each phase must be interconnected and designed to reinforce the others.

A well-structured and scientifically designed training program

 

Phase 1: Pre-Training – Defining the Rules

The first step is to clearly define the "rules" that will guide employees' work. In the construction industry, this typically means developing Standard Operating Procedures (SOPs) or Work Procedures. Senior technical experts should actively participate in this phase to ensure the procedures are comprehensive and aligned with industry standards.

Key Considerations for Developing Effective Work Procedures:

  • Focus on activities that have the most significant impact on product quality, rather than those with the largest financial implications.
  • While total quality management is essential, the emphasis here should be on ensuring product-specific quality standards.
  • Draw on the experiences of all team members, including past quality issues, perceived root causes, and feedback from customers and stakeholders.
  • Stakeholder and customer feedback should be fact-based, sourced from documented records, when possible.
  • Work procedures should adhere to current specifications and best practices. Practical considerations that deviate from these standards should not be allowed.
  • Procedures must be designed to prevent repetition of past errors, with explicit sections for precautions or Dos and Don’ts.

The outcome of this phase is a draft Work Procedure, which forms the foundation for the entire training program. Any subsequent revisions should involve the same technical team that created the original document.

At this stage, it’s also crucial to consider the evaluation process. The Work Procedure should be written with the future evaluation process in mind, identifying critical steps that will be assessed and creating weightages for each. Although the evaluation process is explained later, finalizing checklists and scoring systems at this stage will ensure they are smoothly integrated into the training phase.

Phase 2: Training – Delivering the Knowledge

The next step is developing the training syllabus and selecting the trainer. The finalized Work Procedure becomes the core syllabus. Trainees should be provided with a copy, and the training must emphasize the following:

  • Explain the reasoning behind each step in the procedure to ensure trainees understand its importance.
  • Highlight the potential risks and consequences of failing to follow the procedure.
  • Make it clear that adherence to these procedures is mandatory within the organization.
  • Ensure trainees are aware of how their performance will be assessed.

Selecting the right trainer: Ideally, the trainer should be someone involved in creating the procedure. This person must be well-versed in both the technical aspects and the broader purpose of the training. Each procedure should require one to one-and-a-half days of training, depending on its complexity. A shorter session may not cover all necessary aspects, while a longer session risks becoming inefficient.

Pre- and post-training tests: These tests help measure how much trainees have learned and ensure they stay engaged throughout the program. The results also help identify individuals who may need additional support. Encouraging open discussions and Q&A sessions allows trainees to express feedback and clarify doubts, making the training more interactive and effective.

It is also advisable to train the execution team, planning team, and project managers together. This helps ensure that all teams are on the same page, fostering consistency across different departments.

Phase 3: Post-Training Evaluation – Assessing Impact

Evaluation is a crucial aspect of determining the effectiveness of training programs. The primary goals of the evaluation process are to answer two questions: How much have the trainees learned? How effectively are they implementing what they have learned?

For assessing learning, the post-training test is sufficient. However, assessing implementation requires observing how well the trainees apply their knowledge in the field. This can be done using a scientifically designed rating method that allows for consistent and fair comparisons across different activities, even if they occur at different times or are carried out by different individuals.

Key features of the evaluation process include:

  • Assessing both process and product: Evaluate not only the final outcome but also the methods used to achieve it.
  • Assigning weightage to activities: Each activity should be assigned a specific weight based on its importance.
  • Using statistical techniques: Ratings should be calculated using objective, data-driven methods.
  • Eliminating bias: Standardized checklists should be used to record compliance in a "yes" or "no" format, reducing human bias.
  • Recording measurements: Where applicable, tolerance limits should be clearly stated, and actual measurements should be documented.
  • Setting a passing score: A high passing threshold, such as 90%, should be established to ensure only those meeting rigorous standards are considered successful.
  • Providing feedback and support: If a trainee fails, he/she should be given a refresher session to address areas of non-compliance.
  • Cumulative evaluations: Trainees should be evaluated multiple times over a set period (e.g., six evaluations over three months) to ensure consistent quality.

To motivate employees, organizations can introduce incentives and awards. These could be given to trainees who consistently achieve high scores; to trainers whose classes perform well; and even to teams that excel in implementation. Gathering feedback from clients and other stakeholders ensures that the program remains aligned with real-world needs and expectations.

NBM&CW - November 2024

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