How You Can Automate Your Training Management: A 5-step Guide for Training Companies

A training management system is a tool that allows training organizations to manage much of their training administration tasks. Not only does it manage everything from one place, it also gives you the ability to automate many of your training management tasks.

Let's take a look at some of the things you can automate with a course management system to save your training company massive amounts of time;

Create reusable course templates

One way to automate a large part of your training management process is to create course templates. If you plan to have multiple occurrences of the same course, possibly at the same time or scheduled for months in the future, you may end up wasting a lot of time entering data twice.

Using a course template allows you to automate this process as much as possible and complete the task much faster than before.

The course templates allow you to enter all standardized information for each course type that you run. This means that things like the course title, a description of the course, the length of the course and the topics covered in each week can be entered into a course template and saved for later use.

When it's time to schedule another occurrence of this task, just choose the right course template, and all this standardized information is pre-populated. This means that now you only need to enter the data that will change from course to course, such as time, date and instructors.

If you need to make changes to your course template, you can easily edit it and these changes will be reflected in all future instances of the course you have created.

Integrate into your website to avoid double data entry

Integrating your training management system with your website is a great way to automate a large part of your training management because you don't have to waste a lot of time uploading all your course information to both your course management system and your website.

Once your training management system is connected to your website, all course information that you enter into your course management system is transferred to your website. This means that any edits or changes you make to your courses will be updated on your website in real time. Not only does this mean that you can be confident that your customers will see the same version of your course information as you do, but it also means that you don't have to update everything in two places!

Create reusable email templates

If you send a lot of emails to your customers, using reusable email templates is a good way to automate this. Even copying and pasting the same email several times can be boring and time-consuming, exposing you to the risk of human error in your important communications.

With email templates, you can schedule all the standard emails you send to your students and then write exactly the content you need for each case.

Not only does this save you a lot of time because you don't have to create your emails from scratch every time, but you can also be confident that all of the communications your organization sends out are standardized and that all of the important information is delivered to your students.

Setting up automated communication triggers

Once you have set up all your email templates, you can now set up automatic communication triggers to ensure that emails are sent automatically when you need them.

Once you have set up all your email templates, you can then decide when to send these emails. For example, joining instructions must go out when a sale is made, or class timetables must go out one or two weeks before the start of the class.

With triggers you can select the trigger event, assign the email template associated with that trigger and then let your training management system do it all for you!

Setting up automated surveys

Obtaining feedback on your training is an important task for training companies, but it can be very time consuming and costly to conduct a survey every time you run a course.

A training management system with online survey capabilities gives you the ability to set up a student survey that gives you the best possible feedback from your students and then set it up to send it as an automated communication. This means you can set up your survey to be sent at the end of each course without having to manually manage it.

Because your survey results are online, not on paper, your training management system will retrieve all results so you can study and report on them! This will save you a lot of time and effort, as your training management system does much of the hard work for you.

Looking for a Training/Learning management system for your organization; we recommend you IceHrm which is one of the best HRIS systems which has so many HR functions automated into one system.