Employees sit through a training management software presentation.
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November 21, 2017
    Article highlights
  • Why you need a training management software solution.
  • Features to look for in a training management software.

With all of the more pressing daily issues of operations, it can be hard for organizations to keep up with employee training.

But employee training is incredibly important. And not just for new employees. Studies have found that 70% of employees say career development and training opportunities make them more likely to stay with a company.

Many companies have turned to online training management software to help deliver training, keep accurate training records, and manage training courses.

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Why You Need a Training Management Software Solution

Offering regular training can help ensure that your employees are up to speed on your company policies, industry regulations, and best practices. And offering more training opportunities and chances for specialization shows your employees that you value them and want them to grow.

However, delivering and tracking training is easier said than done.

There are many systems for managing training, but many of them fall short.

Training management software can help your organization offer more training opportunities. It cuts costs and saves time by allowing employees to complete training on their own time.

Here are some of the common problems that a training management software can help solve:

No coordinated system in place

Most companies have some sort of system in place, but some organizations may move forward with training without really keeping track.

Employee training should be strategic. Without a coordinated system in place, it’s easy for training to fall through the cracks.

Employees may miss out on important training sessions. Or specialized training may go unrecognized.

Company leaders can’t move employees forward in training if they don’t know who has completed which training courses.

Training management software makes it easier to onboard new employees, maintain compliance, and keep employees engaged through development opportunities.

Paper training records

Using a paper-based training management system can be complicated, time-consuming, and expensive.

Printing paper training materials for every employee can get expensive. According to The Paperless Project, U.S. companies spend more than $120 billion a year on printed forms, most of which are outdated within three months.

Plus, paper training records are expensive to store, and often hard to access. Paper employee training records can easily get lost, damaged, or misplaced.

A good training management software can help your organization go paperless, cutting costs, and reducing your environmental impact. Paperless training management also makes it easier to update training material and access training records.

Training conducts an in-person session for employees that will be tracked in their training management software.

Confusion between multiple systems

Often, different departments develop different training management systems. One department may track their training on Excel spreadsheets, while another uses paper files, and another uses a dedicated learning management system.

The problem is that a fragmented system results in inconsistencies. It makes it difficult for departments to coordinate on training efforts. This means that if employees move departments – or even just train with a different department – their files may be incomplete.

Some training may be redundant, or departments could be missing opportunities to share resources and training materials.

Also, without a unified system, company leaders have no way of tracking training and spotting trends across the organization.

One person managing the whole system

In some cases, one administrator develops a training management solution that works well, but that person is the only one who knows how to work it.

For example, one administrator may keep files of training records on their computer or organized in a certain folder on the company server. But if that person leaves or is unavailable, few other people know where to find the records or how to keep the system updated.

A good training management system hosts all training records in one secure, easily accessible location. It’s easy to use, and those with the proper permission can access and update records from any computer.

Features to Look for in a Training Management Software

Every organization has different needs for training and records management. As you explore options for training management software for your organization, be sure to take stock of your unique needs.

What are the biggest issues your organization faces with training? What are the most important functions you need to help you manage training more effectively?

The answers to these questions and more may differ depending on the size of your organization, your company culture, and what industry you are in.

However, there are several aspects of training management software that will be helpful for any organization:

Can track all training records

Some training management software only tracks training hours done through their software. While this is helpful for internal online courses, it paints an incomplete picture of employee training.

Look for a training management software that will let you log every type of training your employees go through. This may include online training, in-person training, continuing education credits, training conferences, courses offered by other organizations, and more.

Tracking all these different types of training in one place will give you a full picture of training across your organization. You’ll be able to see what training each employee has gone through and how many hours they have completed.

This shows you how employees are growing, which may help guide decision-making for promotions. It also reveals training trends across your organization.

When you’re dialed into which kind of training your employees are interested in, you can improve your training programs. You can acknowledge and invest in employees that are engaged in training – perhaps offering to send them to specialized training.

You can see which subjects interest your employees the most and which subjects your program may be lacking and adjust your training accordingly.

Can host online training

Online training can be a cost-effective, efficient way to offer ongoing employee training.

Look for a training management system that lets you create custom online courses for your employees.

This may be as simple as digitizing much of the course content your company already has. Training management software such as PowerDMS lets you upload things like PowerPoint presentations, pictures, and videos.

You can also connect training materials to other crucial information stored in PowerDMS’s cloud software. For example, in ethics training, you may link to the company Code of Conduct so employees can cross-reference specific policies.

And, to make sure employees understand the training, you can attach customized tests to the training courses.

Online training saves company time and money by allowing employees to complete training on their own time. They can simply log in from any device and pick up where they left off.

Make sure your training management software makes it easy to create and deliver online training.

Man uses an online training management software to review employee training reports.

Manage all of your certificates

In some industries, employees have to maintain certifications and licenses in order to legally do their jobs. Even in industries where licenses aren’t legally required, they can be an important part of maintaining a competitive edge and ensuring high-quality service.

In any case, these certifications usually come with specific training requirements and expiration dates.

Tracking all training in one place will help you make sure employees meet the requirements for certification. You can quickly spot which courses they have completed and how many training hours they have logged. You can remind them to complete training well before the certification deadline.

A good training management software even lets you set automatic alerts when deadlines are approaching.

Can handle advanced workflows

Automated workflows streamline training management and cut down on the administrative hours it takes to manage and assign training.

For example, advanced workflows can keep employees moving forward with training by allowing for multi-phase courses. When an employee completes the first part of a course, the software automatically assigns them the next component.

Training management software with workflows also makes it easier for supervisors to keep track of the training their employees are doing. For example, administrators may set up a workflow that prompts supervisors to review an employee’s training hours and test results after they complete a course.

It can also notify supervisors when an employee requests training. The supervisor can review the request, then set up a workflow to automatically move the request up the chain of command.

Send out course surveys

Some organizations do post-training surveys through an external system. But doing surveys within your training management software lets you track trends specific to each course, monitor participation, and gather feedback on how to improve training.

Keeping all training data in the same place makes it easier to access all the information you need. It also makes it easier to know how to use that information.

Sending out surveys through your training management system is also an easy way to get less technical employees used to working within the software.

Multiple people working together on a training management software.

Produces actionable reports

Most training software includes some form of reporting. But data just for data’s sake doesn’t accomplish much. Gathering training data does little good unless you can easily analyze the data and use it to improve your training programs.

Look for a training management software that lets you see different data sets for both individuals and training trends across the organization. You should be able to easily compile reports that provide valuable, actionable insights to your organizational leaders.

For example, perhaps you offer company-wide training on data privacy and security. After the course, you look at training data and see that one department fell below company averages in participation and test scores.

Having this information lets you coordinate with department leaders to address this before it becomes an issue. Perhaps you offer additional training to this department. Or you adjust training to show how data security issues apply to their everyday work.

In any case, you can take steps to proactively improve your training before an incident occurs.

A good training management software can help you simplify and streamline training within your organization. You can cut training costs, offer more development opportunities, and track training data to constantly improve your employee training program.

As you look for a training management software that fits the needs of your organization, look for one that lets you create custom courses, keeps training records all in one place, and provides actionable insights to help you continuously improve your employee training.

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