Training Management System: A Tool For Corporates To Cut Down Expenses

A Training Management System is a software platform that delivers courses, study material and training services to trainees who are typically employees in a company. Companies contract with centres to upskill their employees and helps trainees to bolster their potential with corporate teaching programs. This significantly influences consistent healthy employee retention levels and allows employees to be gratified and happy to work for companies encouraging them to learn more. A company can also considerably rise in their performance levels, and its employees will constantly be updated with the latest knowledge and skills required in the industry. 

This article will explain the financial advantages a company gains from sending their employees for training and how a centre’s efficiency can be seen when a Training Management System software is incorporated.

A Training Department Within The Corporation

A business is always profit-centred. Hence, an avenue corporations look at when cutting their costs includes the amount they invest for employee training sessions. A good company must always consider three aspects. This includes looking at which training centre offers flexibility, are good in their services and offer reasonable rates. A challenge a company will face is finding a training centre that provides quality services that can fit into a company’s budget. Training is crucial for new, experienced, and top management staff members, so training cannot be totally eliminated. Thus, one solution is for the company to have their own training department with training experts for the field. Companies with a department solely for training can therefore carry out training within a specific timeframe, budget, and resources instead of waiting until the company approves a separate training centre to send their employees. By introducing a department that solely focuses on training, a company will be able to receive the services of a training centre identically whilst saving lots of money. Moreover, this allows companies to teach knowledge specific to their corporate culture. To keep up with the level of knowledge and skills each employee in a company holds, and to track the progress of new people, infusing a training management system is an efficient way to streamline processes. 

How a company can save their overall costs with a training management system is tangible and intangible.

Tangible Ways You Can Save Costs

Tangible, in this context, refers to ways you can cut down costs in a direct manner. How much money corporates save can therefore be directly measured. Here are four ways companies save money with a training management system:

Trainers

When a company sends their employees to a training centre, it becomes costly because they have to pay fees for trainers, licenses, facilities and more. When a corporation, however, has its own department that focuses on training employees, a trainer essentially is employed within the company. Hence, rather than having to choose between training packages that dictate the type of content learnt and the type of trainer the package includes, all employees will receive the same standards in a department with expert trainers. The content that will also be taught will thus be relevant to the work carried out by the company. A training managing system in that respect can help the company keep track of the details of the trainers. At one glance, the system also allows trainers to know their trainees and their role in the company and categorise employees based on department and skill level.

Venue

Training centres must reserve training rooms and other facilities to conduct sessions. They must thus pay daily rentals to accommodate many individuals to provide a professional and conducive learning atmosphere. As a company with its own training wing, additional expenses associated with training are not required. The office can therefore be utilised for training, no matter how big or small. Hence, if the office space is rented, a company can use all the space it has. This also leaves room for employees to be comfortable in their corporate environment as they get used to being trained on the go.

Logistics

Reputed training centres may be located in a separate area altogether, requiring the company to spend finances for travel, food and lodging if training spans longer. Considering that training will have to be carried out in  batches for different people based on when they join, and their experience, attempting to do this consistently will result in enormous costs being accumulated at the end of each year. By having a training department, no one will need to travel outside and can learn from the comfort of their office spaces. A training management system helps to keep note of which people need training and on what level. 

Administrative Costs

In addition to logistical expenses, the cost incurred for training material and equipment is also costly. Where a company has to spend fees on a training centre for each trainee, in a company the only real investment is on the trainers and certain materials. Any equipment utilised is a one-off investment that can be used for the long term. This same principle applies to training material which the company can make copies of in a cost-effective manner.  A training management system helps the team to keep track of the changing skillsets and materials required for the course. Hence, receive notifications of when it is time to update materials.

Intangible Ways of Saving Costs

Intangible ways of saving costs refer to how a training management system indirectly helps companies reduce finances. Here are three ways:

Time

Consider your salespeople losing touch with their prospects and clients while attending a face-to-face training session outside their office or hometown. Consider key production personnel being away from the machines and their team while a vital delivery production batch is in progress. This can result in a reduction in revenue, quality, and output. This is unaffordable for any business. In contrast, where there is a training department within a corporation, the hours can be divided in such a way that allows employees to be trained and do their work responsibilities. This is especially important for employees that are already experienced or are in senior positions. Thus, companies can save potential money that would come into the business. A training management system, in this sense, can offer employees the flexibility of learning course content in their free time. Instead of working in groups, whenever the employee is free in or outside work, all learning material could be uploaded to a centralised database. Every time an employee logs in to read or watch such content, the training management system can automatically monitor it so the company can guarantee that each employee has watched or read the material uploaded for their training. 

Content with Practical Application

It is difficult to track what has been presented and absorbed with face-to-face training with someone who does not understand the trainee’s role and the type of company they represent. This is especially true where the training course includes trainees from other companies. Personal biases of trainers, non-standard delivery methods, and elements such as human error, fatigue, and dependency all pose risks to an employee making the best of the training sessions funded by the organisation. All of this results in intangible expenses and losses. Far more effective training sessions can be conducted via a training department exclusively in an office. Not only can organisations guarantee that courses relevant to their business practices are taught, but they can be practically applied. A training management system, therefore, can include sensitive information in the company, which its employees can only view as part of its course content. This could include case studies of successful deals carried out by the firm, specifically noting how employees training can learn from such experiences.

TMS For Efficient Organisational Training

Training delivery and learning management are essential components of any company’s operations. However, simply explaining your company and the procedures followed is insufficient to encourage your employees. Instead of  upskilling or reskilling your staff for new job responsibilities or improved job performance by sending them to a training centre that is not as familiar with your operations, a training department that specialises in providing exclusive sessions for different departments will be more effective. Train with course content, evaluate their performance and monitor their professional development with a robust training management system.