6 Tell-Tale Signs That Your Organization Is Ready For A Training Management Platform
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Is Your Business Ready For A Training Management Platform? 6 Ways To Find Out

Have you been considering investing in a training management platform lately? Making the move to managing your training online could be a great step for your business. It will really help manage your training administration, and help your whole team save lots of time. This means they can focus their efforts on other tasks.

If you’re not quite sure if you’re ready to take the plunge yet, we’ve got the 8 tell-tale signs that show your organization is ready for a training management platform. If you have seen some of these signs within your business, then chances are you need to make the move as soon as possible!

How An All-In-One Training Management Platform Can Benefit Your Business
This free eBook by Administrate is designed to make the decision-making process a lot easier.

1. Documents Are Getting Misplaced

In any sized training business it can be hard to keep track of all the documentation that you need to keep your business running smoothly. Chances are you’re using something like a mixture between storing files on individual’s computers, shared folders either on a network or online, and physical documents on people’s desks or in filing cabinets! No wonder things are so hard to keep track of.

The last thing you want is a vital document stored somewhere that you can’t get to it when you need it, such as on a colleague’s computer while they are on holiday.

What you really need is a central information storage point, where the entire business stores all their important documents and data. This means that you never have to waste time looking for something. Moreover, everyone across the whole business knows exactly where to look for something when they need to find it.

A training management system can do exactly this for you, as you can upload whole documents to the Document Management System, DMS in short, and make sure they are always only a few clicks away. You can also edit the permissions of certain documents if you need to, and this makes sure everything is still stored in the same place.  Only the people who need to see something actually have access to it, rather than having to store certain documents in a different place.

2. Customer Details Have Been Lost

The biggest nightmare for someone on your sales team must be when they misplace some customer information. Writing a vital telephone number down on a sticky note may seem like a good idea at the time, but when that sticky note goes missing, what are you going to do then?

A training management system CRM will allow your sales team to enter all those important customer details online and then save them, without having to worry about misplacing them. This also means the customer’s file is really easy for another member of the team to pull up, and see exactly what progress has been made on their account.

3. Email Schedules Are Hard To Keep

As a training company, you probably send hundreds of emails per week. There’s lots of reasons for sending emails, such as confirmation emails whenever a student enrolls to a class, class reminders one week before the class starts, emails to let tutors know you’ve assigned them to a new class and emails to ask students for feedback. These all need to go out at a certain time so the recipients get the most from your message.

If you have to copy and paste the content, and then the contact details for all these emails, and later send them individually, that’s going to use up a lot of time. However, you can use a training management system to set up automated communication triggers, which will take care of most of your email work for you!

All you need to do is set up the templates for your different emails, and then decide on the trigger even. Students, for example, will receive the confirmation email template when they complete a sale on your website. This means you only need to set up the email once, and after that it will also send automatically every time the trigger event happens.

Say goodbye to lots of copying and pasting to send the same email multiple times. Never worry again about forgetting to send an email at any stage in the process, as your trigger events will always be on the ball.

3. Reports Take Forever To Compile

If you have to compile reports on a regular basis, you’ll be more than aware of how much time they can take. Not only do you have to gather all the relevant information together, compile it into a useable report, and then send it out to all the relevant parties, but you have to repeat this process every time you need an updated version of that same report!

Using a training management system means you can use their reporting system to help compile specific reports for training companies and save you lots of time. You can pull all the data you store in your training management system into your report, and then simply send out a new version whenever you need one. All the data will have been updated in real-time to reflect the current state of your business. You can even set it up to be automatically sent to your recipients. So once you’ve set the report up once, you won’t need to worry about it again unless you need to make any changes.

4. On-Boarding Staff Is Difficult

If you use a lot of different systems in your business, chances are it can be quite confusing for new members of staff to get up to speed when they join your team. You can waste a lot of time trying to get them to wrap their heads around lots of different systems. So why not just make the move to a training management system, and then they will only need the one set of training?

When you choose which training management system you want to buy, make sure you look at the training options they offer you as well. You’ll want to make sure you pick the best training option for you and your team.

5. Event Tasks Are Getting Forgotten

As a training company you’ve probably got dozens of events to plan every week, or even more depending on the size of your business. You’ll obviously have tasks that you need to do for every event, such as booking catering and arranging a venue. But it can be hard to keep track of all the things you need to do for every event. Especially when you have to juggle lots of tasks for lots of different events all at once.

A training management system will help make this process a lot easier, as you can assign a set list of tasks to each event you schedule. Then, you can simply work through all the tasks according to the timeline you decide. Now, you’ll never need to worry about forgetting an important task again, or even have to manually re-write a to-do list every time.

6. Time Is Wasted On Duplicate Data Entry

Duplicate data entry can be one of the biggest time eaters when you are setting up courses. If you’re setting up multiple instances of the same course, right now you could be doing a lot of copying and pasting. However, with a training management platform you can duplicate your events in a couple of clicks, so the only things you’ll need to change are specific details, such as the date of the course.

Using a training management system also means you only need to enter data once across your system, as you can pull the needed data through from different areas. For example, if you enter the details of your course for your own reference, you can pull this information through to your training course booking system too. This means that your online courses are updated with the same information as well, rather than you having to input the same information twice.

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