Cross-exposure Training Guideline

OBJECTIVE:

To ensure that employees are provided cross-exposure training in a systematic manner.


POLICY:

It is the hotel’s policy to conduct cross-exposure training programmes in order to develop employees to perform at a higher standard, and also to prepare them to take on greater responsibilities in higher positions.

PROCEDURE:

A. General Guidelines

• Cross-exposure training is designed to give individual employees an opportunity to work in a department or departments other than that in which they are normally employed. The main purpose of cross-exposure training of this nature is to:
• provide the employee with a deeper understanding of work carried out in another department (or other departments);
• rectify deficiencies in the employee’s performance as revealed by the Performance Management System;
• prepare an employee to accept greater responsibility;
• develop an employee according to his/her career development plan
• Cross-exposure training may be carried out on a full-time or part-time basis, and can either be done within the Princess D’Annam or in a sister hotel in the Group.
The employee’s individual training and development needs as well as operational needs should be considered when designing the cross-exposure training programme.

Inter-Department Cross-Exposure Training
• It is recommended that the employee’s Department Head and the employee jointly identify training and development needs. In the event that a Department Head is to receive training, the Human Resources Manager and the employee’s Division Head should be involved.
• The General Manager’s approval will be necessary in the case of a Department Head requesting cross-exposure training.
• If an employee wishes to undergo cross-exposure training in another department or area of the hotel, s/he should ask for a Request by an Employee for Cross-Exposure Training form from the Human Resources Department, and then discuss the completed form with his/her Department Head.
• The training needs will be written as learning goals, and the Department Head of the employee’s department and of the receiving department will jointly draw up a training plan, which aims to achieve the learning goals.
• The department, where the training will take place, should be carefully selected to make sure that it meets the developmental needs of the employee and the operational needs of the employee’s department.
• The employee’s Department Head will review the learning goals and content of the cross-exposure training programme with the employee, and explain the purpose of the training in terms of the employee’s training and career development needs, and the operation’s needs. The employee should be encouraged to make any improvements or changes to the training plan. This

should be done well in advance of the start of the training, so that the employee can prepare him-/herself.
• Any relevant reports and special projects that the employee is required to complete during the training should be clarified at this time.
• The Department Head will then fill in a Cross-Exposure Training Request Form with a Cross-Exposure Training Plan stating the details of the requested training. The form should be filled in on a computer, not hand-written, and sent to the Human Resources Manager and the Training Manager by e-mail.
• The Human Resources Manager and/or Training Manager will monitor the training by meeting the employee regularly in the new place of work. The Human Resources Manager and the employee will hold a debriefing meeting at the end of the training period. If the programme is a long one, a follow-up interview will be held on a monthly basis.
• The Cross-Exposure Training Report gives details of what should be included in the report.
• The employee’s trainer will complete a training report at the end of the training period, and send a copy of the report to the sending and receiving Department Heads as well as to the Training Manager.

Inter-Hotel Cross-Exposure Training
• When a Department Head would like to send an employee for cross-exposure training at another hotel, s/he should first check with the Training Manager that there is enough money in the budget to send the employee. If there is, the Department Head will create a list of learning goals and a training plan with the employee’s Team Leader.
• The employee’s Department Head will then discuss the purpose of the cross-exposure training with the employee, and give the employee the opportunity to discuss and change the training plan. The focus of the discussion will be on how the training will help to meet the employee’s training and career

development needs, as well as the operation’s needs. This should be done well
in advance of the start of the training, so that the employee can prepare him-
/herself.
• The Department Head will then fill in a Cross-Training Request Form with the details of the requested training. The form should be filled in on a computer, not hand-written, and sent to the Training Manager by e-mail.
• The Training Manager will then discuss the training plan with the employee’s Department Head, and make any necessary changes.
• The General Manager’s approval and input about training needs will be necessary in the case of a Department Head requesting or being sent on inter-hotel cross-exposure training.
• The hotel, where the training will take place, should be carefully selected to make sure that it meets the training and development needs of the employee, and also the operational needs of the employee’s department.
• The Human Resources Manager will contact the Human Resources Manager at the receiving hotel, and find out, if the employee can be received for training, and whether the training can meet the goals of the employee’s cross-exposure training plan. If the training can be carried out, the Human Resources Manager of the Princess D’Annam will seek the approval of his/her General Manager to send the employee.
• The request for training should contain the following information:
• The personal details of the trainee, including the results of his/her recent performance management reviews;
• The purpose of the training, the learning objectives, training content, and the results expected;
• The department(s) or job(s) where the trainee will be trained;
• The amount of time to be spent in each department or job.
• Using the above information, the receiving Department Head will prepare a training programme based on the one sent by The Princess D’Annam.

• The Human Resources Manager will ask the receiving hotel to send a confirmed training plan to The Princess D’Annam before the employee travels to the hotel.

Expenses
• The Princess D’Annam will pay for all the expenses, including salary, accommodation costs (if the employee is not staying in the hotel, where s/he is being trained), return-travel to and from the receiving hotel, airport taxes, local transportation expenses (if applicable), laundry expenses at cost and any out-of-pocket expenses. The General Manager of the Princess D’Annam should approve the expenses.
• In the event that the training is taking place in one of the other Central hotels, the trainee may live in on a complimentary basis (occupancy permitting) with all food and beverage being provided free of charge in the staff restaurant. If the employee has to be accommodated in another hotel, The Princess D’Annam will cover the expenses.
• The Princess D’Annam is responsible for all the necessary arrangements regarding travel, insurance, documents, medical certificates, etc.
• Medical insurance during training is the responsibility of the hotel where training is taking place.
• When the Princess D’Annam is the receiving hotel, the hotel will provide the employee
• Free transportation to and from the airport on arrival and departure;
• Accommodation free of charge;
• A uniform and laundry for the uniform;
• Three free meals a day in the staff restaurant;
• Medical insurance.