Training your staffs through employee exchange program

Photo: Hung Nguyen

The benefits of Employee Exchange Program

Participating in the Employee Exchange Program, staffs are able to work in the same position in different offices. For example, staffs from the South will work in the North, staffs from Vietnam-based offices will work at the regional global headquarter offcies based in foreign countries. This method supports the staff’s development by giving them a chance to work in different environments. The true meaning of this program is sharing, earning and improving experience of the staffs in both the original office and the reception office.

The first benefit is that the company learns if they have good working process or not, when staffs are temporarily absent in this place and added to another place. Secondly, the staffs that gain much practical experience will come back with initiatives and contributions to improve the company’s process and performance. This is also an effective way to prepare personnel succession plan and backup solutions. When there is a vacant position in a certain branch, it can be filled with the person from the Employee Exchange Program. In addition to this, the program is a chance to evaluate individuals’ ability to integrate, to build relationships, and potential for leadership positions. Beside, this program helps the staffs improve their knowledge and practice consistent core values of the company in the cases of exchange between head quarter and the branches.

5 notes for a successful Employee Exchange Program

Just like other kinds of training method, you have to define the purpose of this program. Then you have to know the training need of each staff and each department, and conduct an analysis of the applicability. Specially, with Employee Exchange Program, there are 5 things to note:

1.    Define the targeted staffs: All the training programs have criteria for participants. Some usual criteria to choose the staffs for training programs are: age, level, how long they work for company, working results, the need for training of those staffs. 

In addition to this, Employee Exchange Program has it specific requirements. First, the staffs must have good health because they have to move to another environment. To develop in unfamiliar working environment in a short time, they also need to have characteristics such as the ability to integrate quickly, adapt, learn, strong will of improvementand confidence. Besides, single staff will be more suitable than the married ones for relocation purposes 

To get the best results, you should build strict selection criteria and process before conducting the exchange program. 

2.    Duration of the program: Employee Exchange Program should last in a defined time. The duration should base on the offices that the program takes place in and the purposes of training. You should estimate carefully to make sure the duration is  long enough to let the staffs learn necessary skills.

3.    The employee’s commitment: Although trust and encouragement is the best way to create the momentum for your staffs, you should consider making a commitment as a part of the program. Because training supports the long term development plan, the staffs must be committed to stay with the company for a certain period of time after training. To ensure they are not taking the opportunity for granted and working effectively in the new location, you need to ask for daily or weekly report of their work performance. They also need to come back on time, and keep the reputation of the orginal office intact during the time they’re at the new office. 

In contrast, the original department or office also has to support the staffs in necessary paperworks, unexpected problems, ensurance of their salary, benefits and rights during the program.  

4.    The agreement between recommended office and reception office: To hold this program, you must have a clear and mutual agreement between your office and the reception place. What are the tasks of the staffs in that place? Who will supervise and coach the staffs? The standards to evaluate the work of those staffs? Two parties also need to get agreement on training cost and financial support for the staffs.

5.    The cost: You should carefully consider this element. The balance of costs for accommodation, transportation, foods…and the results of training will helps you evaluate the effectivity of this training program.