Dual Vocational Training in Germany Panalpina Kathrin Wetjen DVT-Program Results of evaluation Participants list with signatures

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1 Report Train-the-Trainer Workshop Dual Vocational Training jointly organized by MGCC and GMI Table of Content 1. Train-the-Trainer Day 1 and Day 2, November 18-19, Summary - Agenda - List of participants - Discussion results 2. Train-the-Trainer Day 3, November 20, 2014 Effective communication skills for success with people with Mr. Wong Kim Leong (Professional Trainer) - Agenda - List of participants - Summary and description Attachments Dual Vocational Training in Germany Panalpina Kathrin Wetjen DVT-Program Results of evaluation Participants list with signatures 1

2 1. Train-the-Trainer Workshop, Day 1 and Day 2 Summary The two-day Train-the-Trainer Workshop covered a range of relevant topics concerning the Dual Vocational Training-program established in cooperation between MGCC, GMI and companies, as coaching skills, benefits and challenges of training, internal and external coordination and communication. In order to focus specific professional issues the workshop was divided into two different groups Logistics Management and Industrial Management. The workshop was organized by MGCC in order to discuss strategies and solutions for daily challenges as a coach and thereby improving coaching skills. Important examples for a successful organized training program were introduced by Kathrin Wetjen, an experienced coach from Panalpina in Germany. With the support of Kathrin Wetjen the participants were able to exchange their daily experiences and challenges as coaches, as well as to express their needs for a more successful training facing the national and local features of dual vocational training in Malaysia. Train-the-Trainer, Day 1, November 18, 2014 Logistics Management Agenda 9:30 am 10:00 am Registration and Coffee 10:00 am 10:15 am Introduction by MGCC 10:15 am 10:45 am Presentation Kathrin Wetjen, Panalpina Germany 10:45 am 11:00 am Presentation Julian Koehnen, Panalpina Malaysia 11:00 am 12:30 pm Q&A and Knowledge-Sharing 12:30 pm Lunch Session together with GMI- Teachers Logistics Management 2

3 01:30 pm 01:40 pm Presentation MGCC DVT in Malaysia 01:40 pm 02:00 pm Presentation GMI (e.g. questions, challenges, suggestions related to partnership and communication between training companies and training school) 02:00 pm 04:00 am Presentation of Evaluation Results and Discussion 04:00 pm 05:00 pm Tour premises GMI 05:00 pm End List of participants Nr. Name Company Designation Attendance 1 Tang Hung Wee SDV National Logistic Manager x 2 Diew Yoke Ngee SDV QHSE Manager x 3 Karen Wong Schenker HR Manager cancelled 4 Azham Bin Mat Yasir Schenker HR Administrator cancelled 5 Ahmad Nazim Jamahudin Schenker Logistic Manager x 6 Lee Yee May Logwin HR Manager cancelled 7 Phang Siew Yee Logwin PA to MD&Forwarding M. cancelled 8 Julian Koehnen Panalpina BU Program Manager Logistics x 9 Nurazila Ramli GMI Sr. Executive x 10 Shani GMI Teacher x 11 Masni Mohoyusof GMI Teacher x 12 Roslan Salim JPK Senior Assistant; Director DVT- Division x 13 Zainuddin Anuar GMI Teacher x 14 Naizatul Ain Isa GMI Teacher x 15 Mohd Fauzi Yusoff GMI Teacher x 3

4 Participants of the Train-the-Trainer Workshop for Logistics Management Train-the-Trainer, Day 2, November 19, 2014 Industrial Management Agenda 9:30 am 10:00 am Registration and Coffee 10:00 am 10:15 am Introduction by MGCC 10:15 pm 10:30 pm Presentation MGCC DVT in Malaysia 10:30 am 11:30 am Presentation Kathrin Wetjen, Panalpina Germany 11:30 am 12:30 pm Q&A and Knowledge-Sharing 12:30 pm Lunch Session together with GMI- Teachers Industrial Management 01:40 pm 04:00 pm Presentation of Evaluation Results and Discussion 04:00 pm 05:00 pm Tour premises GMI 05:00 pm End 4

5 List of participants Nr. Name Company Designation Attendance 1 Yam See Fun (Mary) Schuetz Asst. Manager HR x 2 Michelle Lim Infineon Training Manager x 3 Yong Pit Chin (Lynette) Kraiburg HR Manager cancelled 4 Lily Tan Kraiburg Admin Service Manager Tang Hung Wee SDV National Logistic Manager Diew Yoke Ngee SDV QHSE Manager cancelled 7 Norezan Jantan Bosch HR Section Manager x 8 Mak Jyh Min Hauni Group Manager Supply M. x 9 Loh Chiew Hwa (Carrie) Hauni Group Manager Finance x 10 Ho Zheng IKA HR Executive x 11 Wan Aida GMI Senior Trainer / Teacher x 12 Roslan Salim JPK Senior Assistant; Director DVT- Division Participants of the Train-the-Trainer Workshop Industrial Management 5

6 Discussion results The discussion was partly based on previous evaluated coaches needs enriched by ideas and topics mentioned during the workshop. The following documentation of the results is divided by the main challenges and questions, which reflects the current stage of the DVT-program. As an experienced training coordinator from Germany, Kathrin Wetjen, enriched the discussion with solutions from Germany. Introduction "Train-the-Trainer" for Logistics Management a. Challenge: How to manage daily activities being a coach at the same time? As an essential part of the Dual Vocational Training coaches have one of the biggest roles in the development process of their apprentices. That is why they have to take several additional responsibilities, not only being a supervisor, but also leading them and caring about problems or personal issues of their trainees while performing their core daily business. Overcome the lack-of-time problem! implementation of a training plan/ checklist + feedback rounds evaluation meetings 6

7 involvement of trainee: provide curriculum + trainees need to report to their coordinator about their activities (log book + regular meetings) emergency to-do-list for trainees if coaches not available set standards for co-working (trainees and coaches) use synergies/ involve other departments and colleagues: report about lack of time to coordinators\ HR + ask for replacement assignments for trainees + flexibility of curriculum for companies Examples from Germany Performance measurement and feedback 1. performance is evaluated by measurement scale 2. trainees report has to be checked by trainer or/and HR/coordinator, because it should be integrated in the performance evaluation of the trainee 3. oral feedback after training in each department 4. internal written evaluations between trainer and trainee degree feedback: trainee also has to evaluate the departments and coaches Learn to deal with young people, especially GEN Y! question your expectations/ too high expectation not only delegate, also explain reason and the background of given tasks let them fail trainees can learn by failing (lesson learnt) manage Gen Y - training session for trainees at the beginning of DVT: Do s and Don ts set rules\ borders development of the company culture concerning handling of apprentices set serious structures integrate trainees into daily activities and processes enhance trainees involvement, they should be initiative 7

8 entrust trainees with responsibilities, own projects and tasks trainees should be aware of the realization of their own training plan Examples from Germany Involvement of apprentices 1. implementation of a trainee representative act as a presenter of all trainees in the company role: transfer feedback anonymously to supervisor or HR 2. evaluation dinner with all trainees talk about different issues learn more about your employees Group discussion "Train-the-Trainer" 8

9 b. Challenge: How to improve my training? For being a successful coach a set of skills is needed. Especially the development of the youngest is a demanding task for a full-time employee. Therefore, coaches are responsible for their own permanent development in order to improve their coaching skills and handle the challenges of training activities. As evaluated in the MGCC-survey coaches reported a lack of knowledge about relevant coaching methods, which could be used to train the apprentice. The objective of MGCC was to clarify the interests of coaches in certain trainings and provide useful professional trainings in the future. Kathrin Wetjen: Training Coordinator from Panalpina, Germany Provide trainings for improvement of coaching skills! motivation individual coaching communication IQ and psychological skills managing Gen Y feedback training (360 degree Feedback) invite experienced trainers from German or Malaysian companies 9

10 Examples from Germany Choice of the right coach 1. Coach should have certain abilities and experience in supervising others. 2. Motivate your employees to coach apprentices and make them clear that a trainee is a big benefit for their department. Trainees should be appreciated as supportive, in the beginning performing low level tasks and later on taking over more responsibilities. E-learning Internal software designed for special companies needs: - company presentation - simulating different tasks c. Challenge: How to encourage more exchange and improve communication? The overall objective of all involved stake holders is the permanent improvement of communication and regular exchange between parties of the DVT-program. Improve internal communication! increase internal awareness create an exchange platform/ forum more feedback between trainee and coach (360 degree) Encourage more exchange between all involved parties! half a year-meetings (1 month in advance!!!) organized by MGCC and summary of discussion provided by MGCC special HR-meeting/ meeting of coordinators ( because they are the intermediators ) mixed meetings for coaches and coordinators/ HR lessons learnt sessions 10

11 more interaction and exchange between stake holders (e.g. mapping) establish platform for problems more exchange between teachers and coaches involvement of trainees: meeting for all trainees at GMI (not discussing about coaches!) d. Challenge: How to make our DVT-program sustainable? As the German DVT-program has started in June 2014 it is a new approach for Malaysia. For that reason we are still facing a lot of challenges by implementing new structures and adopting them to the Malaysian education system. We need strategies to make our program sustainable for the next ranges, attracting more companies and young people to join the program. Promotion of DVT: use more than flyers! events to promote DVT education fairs (involve trainees in promotion activities) organize Open Days more branding\ promotion by MGCC advertisements newspapers, social networks, job platforms online etc. advertisements by companies (in different locations) visit school (especially secondary schools) social branding: employees in companies (for their children/ family) Think about your recruitment process! change criteria: more requirements for recruiting process learn from first recruiting round (lessons learnt sessions) 11

12 Proceed for establishment of a new culture in your company! internal awareness commitment GMI Tour for coaches e. Further discussion issues Follow up / Handing Over individual conception responsibilities of coaches References and Literature good books (based on curriculum) for references learning materials (GMI: teacher can provide references to trainees?) some companies are willing to spend money for books Job Scope to cover guidelines for job scope curriculum does not have to be covered completely by the company 12

13 focus on other departments, maybe cooperation with other companies Program overview and other information (especially for newcomers) handbooks for trainees and coaches are going to be developed by MGCC soft copies on AHK website hard copies brochures Exam MGCC: oral and written test relates to theoretical part all exams will be based on the theoretical part teachers, coaches and trainees should take the school part as serious as the practical training INTRANET FOR DVT Find the Trainer Guide and the Log Book for Trainees on the AHKwebsite: LOGIN Username: DVTCompany Password: DVT123 13

14 2. Train-the-Trainer Day 3, November 20, 2014 Professional training: Effective communication skills for success with people Trainer: Mr. Wong Kim Leong (Professional Trainer) Agenda 08:45 am 09:00 am Registration and Coffee 09:00 am 10:30 am Session 1 Core competencies for success 10:30 am 13:00 pm Session 2 Setting the Stage with Positive Openings Session 3 Strategic Questions & Listening Skills Session 4 Understanding & Identifying the needs 13:00 pm 14:00 pm Lunch 14:00 pm 16:45 pm Session 5 Gaining Commitment with Value Proposition Session 6 Identifying the most common concerns or attitudes Session 7 The skills of handling concerns, attitudes or conflicts Session 8 The use of communication skills above in Coaching 16:45 pm End List of participants Nr. Name Company Designation Attendance 1 Yam See Fun (Mary) Schuetz Asst. Manager HR x 2 Michelle Lim Infineon Training Manager x 3 Yong Pit Chin (Lynette) Kraiburg HR Manager n.a. 4 Lily Tan Kraiburg Admin Service Manager n.a. 5 Tang Hung Wee SDV National Logistic Manager x 6 Diew Yoke Ngee SDV QHSE Manager x 7 Norezan Jantan Bosch HR Section Manager x 8 Mak Jyh Min Hauni Group Manager Supply M. x 9 Loh Chiew Hwa (Carrie) Hauni Group Manager Finance n.a. 14

15 10 Lee Yee May Logwin HR Manger x 11 Phang Siew Yee Logwin PA to MD & Forwarding M. n.a. 12 Thila Suppiah Panalpina HR Manager n.a. 13 Sri Shanmuganathan GMI teacher n.a. 14 Fauzi Yusoff GMI teacher x Summary People do things for their reasons, NOT yours. As we all are human beings with differences in our needs and expectations, the skills of discovering people s needs before adding value which they can gain have become even more crucial to leaders. This workshop presents you with the essential communication skills to understand their strengths, needs, sell benefits, handle conflicts and gain commitment & cooperation with people. Being a good people communicator demands the highest degree of communication skills with adaptability. We will take you through Oh Norman s structured approach to ensure you know how to effectively apply learned skills in coaching & adapt yourself in improving communication & building long lasting relationship with others. Effective communication skills for success with people 15

16 Target Group Managers, who play the multiple roles as leader, helper and advisor to your staff where one of the key responsibilities is to challenge staff, help them develop, win them over to company s objectives and motivate them to achieve set goals. Training outcomes/benefits At the end of the workshop, the participants will be able to: Analyze the core competencies of staff crucial for performance Gain commitment by presenting value proposition which fulfils identified needs. Able to apply the acquired skill sets in resolving & preventing conflicts effectively. Earn credibility, gain commitment & cooperation of others. Provide feedback & guidance to team members using the structured communication skills in Coaching. Trainer Wong Kim Leong (PSMB/HRDF, TTT/5982) Managing Consultant, TOP Consulting Services Mobile: ohnormanwkl@gmail.com 16