Using PowerDMS's training management software.
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December 28, 2017
    Article highlights
  • Are you ready for a training management solution?
  • Use one system to track everything.
  • Implementation best practices.

Employee training is an integral part of ensuring compliance in your organization. Employees need to have the information necessary to do their jobs well.

Effective training can strengthen employee’s skills, improve their performance, and even increase workplace satisfaction. Still, training is not a one-time solution. The very nature of development implies ongoing learning and growth.

If you want your employees to grow, it’s important to make training a continual effort. That’s why having a training management system in place is key.

With so many other priorities in your organization, training can often take the back seat. And understandably so: employee development requires a sizeable investment of money, time, and energy.

Simply put, to train your employees on a consistent basis comes with a cost. But when you effectively nurture your team members in their roles, you will quickly see a return on investment. Implementing the right training management software will not only streamline your training efforts, but help ensure you get the results you want from training.

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Are You Ready for a Training Management Solution?

If you want to take your training efforts to the next level, you may want to consider bringing your training online.

Here are a few things to consider as you begin thinking about investing in a training management software.

Do you have a training team in place?

Before you implement a training software, you will want to form a training team within your organization – a dedicated group who knows how to work with your software solution.

In addition to heading up the training software, this team should also be responsible for running for managing your documents and information and the training itself.

If you don’t have a dedicated team, choose a point person responsible for managing your training efforts and software.

Are leadership and key stakeholders on board?

Since training management software is a considerable investment, you will want to make sure everyone is on board. So before you embark on a project like this, communicate with leadership and key stakeholders.

First, make sure they understand the problem. How is your current training system not cutting it? What issues do you see in your development efforts?

Next, be upfront about the investment you are making. What cost, effort, and time will go into the training software?

Finally, share how the proposed online training software will benefit your organization. How will it improve your training and, ultimately, better your company?

Do you have a need the software can solve?

Along the same lines, consider how an online training management software could benefit you in light of your current training solution.

Whether you are using an Excel spreadsheet or binders full of documents, it is possible there are loopholes in your training efforts.

Of course, there is no silver bullet solution that will fix every issue you have. But you may find that as a digital training management system streamlines your organization’s operations, you’ll have more time to focus on other important issues, which benefits everyone.

To ensure you get the most ROI on your training management software, here are a few best practices to consider.

Government sitting in a training session.

Use One System to Track Everything

It’s certainly a big step to move on from your current training method to a digital training management solution. But once you line everything up, it’s best to go all-in on your software solution.

Keeping one system to track everything ensures everything you need is in a single, central location, which will prevent confusion for everyone going forward.

Of course, this means you will need to consider what to do with all your old training records.

In some cases, it may be sufficient to simply move them to an archive in your current system. But in other cases, doing a look back may be helpful, especially if you will be dealing with licensure or certifications.

Course completions

There are many benefits to online training management.

One particularly helpful aspect is the ability to keep track of all courses, seminars, and trainings your employees complete, both online and offline.

With online training software, you can quickly view a full profile of your employees’ training history to make sure everyone is up to par when it comes to licensure and certification.

Tests and results

Similarly, you will want to keep track of all your employees’ tests and results in your online training management solution.

For this reason, it’s important to use the built-in training software to handle all of your testing.

Of course, this means you will be able to easily associate test results with an employee.

But you will also be able to see data points on which questions employees commonly miss and how you need to adjust training accordingly.

There may be some cases where testing needs to happen outside your system.

For example, your employees may do a third-party training or a skills-based test they can’t do on a computer. Still, make sure you record results in the software to keep all your records together.

Employees participating in a training course.

Certifications and licenses

Using your training management software as your primary solution can also help with compliance.

The software can keep track of when certifications and licenses expire and alert the employee along with supervisors or training managers.

There’s also the added bonus of being able to track hours for continuing education or training when necessary.

Course feedback

Conducting surveys and feedback forms for your training courses is always beneficial. It allows you to evaluate the effectiveness of your training from your employees’ perspective.

A good training management software will allow you to conduct these surveys online and keep them with your course.

This will help you see trends over time so you can adjust and improve your training accordingly.

Implementation Best Practices

Now that you understand the importance of keeping all your data in one location, here are a few best practices for your implementation process.

Keep your groups and permissions up to date using Active Directory sync

Online training systems work best when the users/groups match your organization structure.

With online training management, your supervisors can assign training and view reports by team or department.

Software like PowerDMS can sync with Active Directory, which ensures your groups and permissions are the same across all your software.

Link policy, training, and tests together

Since training and compliance go hand in hand, it’s important to train to your policies and procedures. For this reason, keep language consistent across the board.

Keeping policies and training linked to your system will save you time.

It means you won’t have to keep multiple files up to date. It also allows you to track the employee’s acknowledgment of your policies, the associated training, and test results.

Host online courses in the same system

An effective online training solution should be able to host your training.

From Powerpoints to videos and recordings, you can bring all your training content online.

Putting everything in one place makes things simpler for everyone, since employees will always know where to go.

Training in a conference room.

Schedule, request, and sign-up for offline courses and conferences

In some cases, training will need to take place in person, whether on-site or at seminars or conferences.

Your training software should be flexible enough to have sign-up sheets, training requests, and scheduling. All of this should then match up with the completion and certification when employees complete their training.

Set up and track reports

Running training reports is one of the best tools you have when you put all your training into one online solution.

Who has completed your training? What were the results of the tests? Who has not completed training or passed tests? All of this information can help shape your training efforts going forward and ensure you’re on track for compliance.

Of course, these reports are only beneficial if you review and act upon them. Otherwise, it’s no different than your records being locked up in a file cabinet.

Make sure you take time to determine which reports you need. Then, track them regularly to reap the benefits of having a unified software solution.

As you can see, there are numerous benefits to taking your training efforts online. By implementing an online training management system, you can encourage compliance in your organization.

You can also streamline operations, which makes it easier for everyone to focus on their jobs.

There may not be a perfect solution for every issue in your organization. However, keeping in mind best practices as you go ensures you will get the most return on your investment.

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