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How to Track Employee Training Progress?

Updated: Dec 7, 2023 | Published Jan 9, 2024

Confused about how to track employee training progress? We’ve put together a short guide to help start your organization off on the right foot.

Tracking employee training was once a near-impossible task. Mounds of paperwork, countless spreadsheets, and manual record-keeping kept L&D managers up at night! Today, with streamlined digital solutions and comprehensive employee platforms, monitoring training and compliance has become remarkably simplified.

Let’s take a look at the importance of employee training tracking and then dive into the best ways to develop a tracking strategy at your business.

The Importance of Effective Employee Training Tracking

These days, where worker satisfaction, engagement, and retention drive employee development strategy, investment in employee training is more important than ever. Efficient employee training tracking isn’t just about keeping tabs on completed modules: it’s necessary for improved employee performance and increased productivity. 

Robust employee training software can significantly impact the efficiency of employee training programs, helping with better management of training records and training processes. The right software acts as an invaluable training tool by providing comprehensive reports on employee training performance and overall results.

Understanding Employee Training Tracking

Employee training courses facilitated through an online platform are often cloud-based systems. These systems offer user-friendly interfaces that streamline training activities and track progress effectively. 

For new employees, a centralized training system or comprehensive employee app provides all necessary information and training records. It serves as an onboarding guide for new hires, ensuring they develop new skills efficiently and align with the company’s development programs.

photo of someone holding a smart phone using iTacit to track team training.

Benefits of Implementing Employee Training Tracking

A robust training tracking system is more than just a tool. It is an integral piece of an organization’s growth strategy. Tracking training provides a range of diverse benefits:

  • Customized Skill Development: Training tracking systems help L&D teams set up personalized learning pathways, allowing employees to acquire role-specific skills essential for their professional advancement.
  • Compliance Adherence and Risk Mitigation: Through tracking, organizations ensure strict compliance with industry standards and internal protocols, minimizing potential risks associated with non-compliance.
  • Enhanced Employee Engagement and Employee Retention: By investing in comprehensive training tracking, companies demonstrate commitment to employee growth, boosting higher job satisfaction and loyalty, ultimately reducing turnover rates.

Potential Risks of Not Tracking Employee Training

Inadequate or absent training tracking can pose significant risks, such as:

  • Compliance Issues: Failure to track training can lead to regulatory penalties and legal liabilities when it comes to compliance, compliance training, and workplace certifications. 
  • Skill Gaps: Employees might lack essential skills needed for their roles, affecting productivity and quality of work. Especially for medium to large organizations, without tracking, it’s very difficult to know which skills and qualifications each employee possesses.
  • Decreased Productivity: Without proper training, employees might struggle with tasks, leading to inefficiencies and decreased output. Without a clear understanding of training status, your staff can fall behind, leading to decreased business output.

Safety Issues: Incomplete training tracking increases the risk of employees lacking crucial safety knowledge, raising the potential for workplace accidents and hazards. In addition, in the event of an accident, training records are crucial to help find the root-cause and mitigate future problems.

topview of hands on a desk holding 2 signs, one says wrong way and the other says right way

3 Essential Features of an Employee Training Tracking System

Enhancing employee development and ensuring regulatory adherence calls for a robust employee training tracking system. Here are three key features integral to such a system:

1. Centralized Database and Information Storage

A crucial feature involves a centralized location for storing all training-related data. This database should encompass various training materials, records of completed courses, certifications, and skill assessments, making it easy to access and manage employee training information.

2. Compliance Tracking and Reporting

An effective training tracking system should offer robust compliance tracking capabilities. It should enable managers to monitor and make sure that employees are up-to-date with mandatory training requirements and certifications. It can also generate reports to demonstrate compliance status for audits or regulatory purposes.

3. Automated Training Management and Notifications

The system should allow for easy enrollment in online training courses and automated reminders for upcoming or overdue training sessions. Managers should have the capability to schedule and send out reminders, reducing the administrative burden and ensuring employees stay on track with their training obligations.

How to Keep Track of Employee Training

Manual Tracking 

Traditionally, manual tracking, often with a Microsoft Excel spreadsheet, has been a widely used method. While it’s cost-effective and allows for hands-on control, it can be time-consuming, prone to errors, and challenging to scale. 

For smaller organizations with straightforward training needs, manual tracking does offer a manageable, low-cost solution to track employee progress and compliance requirements.

Pros:

  • Cost-effective
  • Hands-on control

Cons:

  • Time-consuming
  • Prone to errors
  • Challenging to scale

Automated Tracking 

Automated systems, like a Learning Management System (LMS), have revolutionized training tracking. They streamline processes, offer real-time insights, and automate repetitive tasks, saving valuable time and resources. They are the best way to track employee training progress.

By centralizing training materials and providing analytics on learner engagement and progress, LMS platforms enable organizations to efficiently manage training programs while ensuring scalability and adherence to evolving compliance standards.

Pros:

  • Streamlines processes
  • Real-time insights
  • Automates tasks

Cons:

  • Initial setup costs
  • Potential complexity in implementation

Steps to Implementing an Employee Training Tracking System

  1. Identifying the Training Needs: Understanding the skills and knowledge required for each role lays the foundation for effective training.
  2. Choosing the Right Tracking Method: Selecting the suitable tracking method—manual or automated—depends on factors such as company size, budget, and technological infrastructure.
  3. Designing the Training Program: Tailoring training content ensures relevance and engagement. A well-designed program maximizes learning outcomes and employee development.
  4. Implementing the Training and Tracking System: Rolling out the system requires clear communication, guidance, and support to ensure seamless adoption.
  5. Evaluating the Effectiveness of the Training: Continuous evaluation and adjustment ensure the training remains aligned with company goals and employee development needs.

For managers overseeing the training process, selecting the right tool – such as an LMS employee training software – becomes crucial. Both L&D leaders and HR managers benefit from streamlined training platforms as they clearly demonstrate training plans and course completion rates. 

These systems provide important metrics needed to assess overall results and facilitate better behavior for all team members while promoting personal development.

How does the integration of completion dates and training sessions benefit learners and staff?

Integration of completion dates into training sessions allows learners and staff to keep track of employee development progress and plan their learning experiences efficiently. This ensures a smoother learning journey for individuals and enables better management for staff overseeing training sessions.

Why is a user-friendly interface considered crucial in employee training software?

A user-friendly interface significantly impacts the learning experience by making it the easiest way for users to access valuable information, manage their training progress, and align with their own goals. This approach promotes a conducive learning environment for any new hire as well as experienced employees.

What role do employee training plans play in business intelligence and employee development?

Employee training plans serve as an extremely valuable tool in tracking employee training, gauging employees’ performance, and identifying the best employee development paths. They provide valuable training data and metrics that not only empower L&D leaders but also help organizations effectively monitor intangible assets like career development and learning outcomes.

How do most companies track employee training?

Many companies have transitioned to an LMS for streamlined and automated training tracking. However, others still rely on outdated methods like paper-based systems or Excel spreadsheets, lagging behind in adopting more efficient digital solutions.

Teri Maltais
Teri Maltais

Specializing in digital marketing programs for industrial and commercial technology solutions.

Why is Compliance Training Important? 

Why is Compliance Training Important? 

Is your organization equipped to meet the changing needs of regulatory compliance?  Whether you’re in the healthcare sector, the insurance industry, transportation, or the financial world, regulations and industry standards are increasingly complex and more...

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