True competence starts with strategy

Posted on July 12, 2012 by Paul Leavoy

We’ve discussed how training is not competence and how compromised employee competence can hurt all aspects of business performance. So, what do you do about it? Today I’d like to discuss a very simple approach to developing effective training and cultivating workplace competence.

While a high level of employee competence makes the difference between a simply serviceable workforce and one that truly excels, many might contest that achieving competence is easier said than done. This is true; properly training staff can be a significant burden on any organization. Simply providing training, tracking training, and measuring competence post-training involves substantial costs, multiple dedicated, full-time trainers, depending on the organization’s size – burdens that are significantly reduced if not entirely eliminated for organizations that use the right training tracking and management software. Coupling these software tools with a training strategy will generate results for any organization of any size, under any budgetary constraints.

To that end, here are some essential tips for improving your workplace trainign programs and enhancing employee competence.

Start with a training strategy. Conduct a basic needs assessment to define what the requirements are for all employee groups and determine resource and content availability so you know who is available to provide training and what materials exist or need to be created. The results of these investigations will inform your implementation strategy. Plan to leverage training management software to execute your strategy, and ensure it is scalable software that can accompany corporate growth.
Evaluate your time constraints and resources. Do you need an employee up and running as soon as possible, or can your training resources take time to train the individual and gradually integrate him or her into the workforce? If you don’t want to hire and maintain a team of trainers to implement your training plan and conduct training and competency exercises as your organization grows, use a training software tool. Yes, training and competency-building is a significant investment, but it cannot be reiterated enough how time-consuming and resource-heavy thorough training can be without streamlined software. Even the simple act of tracking training manually – that is, without a training tracking tool – will eat up unnecessary resources on a daily basis and grind your training program down to a lumbering pace.
Define goals and track progress. While this may be one of the most crucial aspects in a successful training strategy, it is also one of the most overlooked. Business leaders often think that training is nebulous and too difficult to track, and this factor might be the greatest contributor to the gulf between training and competence described above. Yet it is quite simple to track the success of a training strategy.
Get a training software solution that can capture and streamline key performance indicators (KPI), such as dates and times for training, instructors, cost per delivery, attendance, and accountability. It is also ideal to have functionality to automatically assign courses (e.g. Brian is hired in the manufacturing department and automatically assigned a group of required courses), reminders and escalations, generate reports, and produce detailed analytics on training performance.
Build custom quizzes. Critically, you’ll want the capacity to generate customized quizzes to test employees on course content to ensure they have actually absorbed required information. This step is generally overlooked, yet is one of the most crucial aspects of building competency as opposed to having employees simply ‘sit in a classroom’. Notably, possessing all of these documented metrics will help you circumvent potential legal calamities by enabling you to easily prove all employees were thoroughly trained.
Calculate ROI and get buy-in. An underlying component to a successful training strategy is buy-in, and not just from senior management and those that hold the purse strings, but across the entire organization. As you prepare your training strategy, create case studies, define scenarios that illustrate the consequences of compromised training – as well as the costs, time and resources associated with a manual training management system as opposed to a software-based system – and calculate training ROI to build a convincing case for a streamlined, competency-focused training strategy.

Do you have ideas on how to better ensure training programs improve workforce competency? Write me or post your ideas in the comments section below.

Want to learn more about building effective training programs and generating true competency among your workforce? Check our white paper, Cultivating Competence: Leveraging Training Tools for Measurable Results.

The organizational costs of incompetence

Posted on July 11, 2012 by Paul Leavoy

Yesterday we talked about how being trained doesn’t necessarily equate with competence. Today we’ll take a brief look at how that discrepancy can impact organizational performance.

To start, take a look at the picture to the right. Now, by no means are we casting aspersions on the capabilities of these two able-bodied young men by implying that they are incompetent, as the title above alludes. However, given the tremendous level of accuracy, acuity and precision required every day in their individual roles within their manufacturing setting, it’s a good entry point for this discussion to consider how one hole in their training could, at any point, on any day, engender compromised competence, thereby resulting in a possible environmental, health or safety-related disaster or impact product quality.

Training touches every part of your business

The benefits of a training program that cultivates actual competence are multifaceted and impact all aspects of corporate performance. Of course, on a day-to-day basis, competence reduces the probability of errors in all job functions, thereby boosting productivity and profitability. But above and beyond that, from a corporate perspective every organization has a moral, business and legal obligation to their employees in terms of education, and a good training strategy will address each facet in a comprehensive way.

For example, a business has a moral obligation to ensure employees are sufficiently trained in their job function so as not to suffer injuries or encounter preventable illnesses on the job. In business terms, should an employee get injured or become sick at work there is the potential of a variety of costs that may impact the organization’s bottom line, including claims, lost time, and fines associated with regulatory infractions. From a legal perspective, if an employee is injured in, let’s say a manufacturing setting, they could initiate a lawsuit against the organization and claim that they were insufficiently trained. In such a situation, if the business could not produce documented evidence to clearly prove the employee was provided with required training, it would be on the hook for substantial damages and other consequences, not to the always mention unavoidable legal fees.

Competence boosts retention

Beyond the business-critical advantages to a comprehensive training strategy outlined above, a powerful byproduct of such an approach is, quite simply, that a competent employee is a happy employee. By ensuring employees are fully prepared to appropriately fulfill all of their job requirements, they suffer less stress over the tactical elements of their job, and enjoy greater confidence and increased motivation to do their job better.

Further, organizations that take a holistic, continual approach to training and skill-building will ultimately cultivate the sentiment among its workforce that the employer genuinely cares for the employee. While this all leads a higher level of morale among staff and an enhanced focus on quality, the most notable benefit is that retention rates will be greatly improved, and attrition rates will fall. Happy, competent employees who feel they are adequately equipped to excel in their duties are less inclined to leave their organization and more inclined to contribute to their employer’s success.

So how do you do it? Well, you start with a training strategy, the subject of tomorrow’s post.

Is your trained employee competent?

Posted on July 10, 2012 by Paul Leavoy

It happens all the time. A worker makes a misstep in his or her day-to-day duties. The mistake leads to a serious injury, compromised product quality, negative environmental impacts, or even a fatality. “But they were trained,” the supervisor responsible for the employee in question objects. Trained, indeed – but were they competent in their job?

This situation is a regular occurrence in workplaces around the world and it speaks to a widespread and persistent discrepancy in many conventional approaches to training management: the gulf between simply delivering training and ensuring actual competency. Organizations that have achieved success know the value of a comprehensive, robust training program. Streamlined onboarding of new employees and ongoing training – and, critically, training tracking – throughout the course of their professional development can, if delivered effectively, lead to a more effective and responsible workforce, and greater retention rates. After all, while the costs associated with recruiting, training, support and professional development can be great, any seasoned business owner knows it is even more expensive to lose those employees.

A widespread problem, however, is that too often employers equate training with competency. They assume that since an employee has sat in a classroom and completed a course, that they are competent – a very inaccurate presumption. The following misconceptions contribute to some traditional views on corporate training:

Any and all training is good training, so we ought to train for the sake of training.
Simply having employees sit in a classroom means they are competent.
The availability of training material is sufficient enough to induce learning.
Subject-matter experts (SME) are able to train other staff based on tenure (that is, the notion that longer-serving employees are more capable of delivering training).
That robust training is not necessarily worth the investment and ROI is too difficult to capture.

As with the mistaken belief that training is tantamount to competence, all these assumptions lead to false conclusions. But above and beyond how these misconceptions are engendered it is important to clarify what is actually meant by competence in an organizational context. Essentially, ‘competence’ refers to an employee’s ability to do their job properly. But establishing competency within an organization is not something that just happens, nor is it something that will be necessarily produced by the provision of an otherwise robust and seemingly comprehensive training program. Instead, a systematic approach featuring a nuanced training strategy is an essential prerequisite for employee competence.

Competency certainly sounds like something that would be an advantageous element to cultivate within a corporate culture, if not an essential element of doing business. However, the intrinsic value of a training program that engenders competency is not always immediately apparent to upper management whose buy-in is critical to the success of any training strategy.

Tomorrow we’ll discuss how training impacts different areas of business performance, and on Thursday we’ll talk Training and Competency Strategy.

Top 10 essential tips to ensure top-notch training tracking

Posted on April 25, 2012 by Kristy Sadler

Gone are the days that monitoring and tracking employee training is a nice to have. Maintaining this information plays a big part in both having visibility into the competency of your employees and in mitigating the corporate risk that can devastate a company if it’s not in place.

And organizations use this information in multiple ways. If you have had any exposure to the ISO set of standards, you’ll know that pretty much every standard outlined by ISO (be it 14001, 9001, 26000, 50001 etc.) includes training as an essential component. So if you want to be certified or just conform to the standard, you better make sure that your training tracking house is in order.

But it doesn’t stop at ISO standards, look at the regulatory bodies around occupational health and safety, specifically OSHA in the US and WSIB and other agencies in Canada and around the world; not adhering to training requirements with relation to workplace safety can result in significant injury, possible fatalities and significant fines and loss of reputation.

If you aren’t sure where to start or maybe you just want to streamline your existing processes, this top 10 list can help ensure you are have a firm handle on tracking training in your organization:

Plan for it at the outset. Locking employees into their required training courses as part of their induction process is essential in making sure that training is ingrained within your organization.
Incorporate it into your processes. Ensure when you are promoting individuals or moving them within your organization that their new contract comes with a section that details the required training for their new role .
Reward it. Offer incentives for employees who score well on their training or complete it before their required time frame. Have a {insert role} leader board that highlights top performers. Even consider allowing those employees a role i n training others.
Test for it. Don’t assume that because you’ve trained someone that they’ve actually learned. You have to test and track competency to ensure that it has all sunk in.
Track it. As your workforce grows or people come and go it can be difficult work to keep track of who has taken which course, how they have scored and what gaps exist in training. A spreadsheet can get unruly quickly and is prone to error while a training tracking software system like Intelex works perfectly for this purpose (*bonus – it also allows you to schedule all of your employee training – see point #1).
Repeat it. Your long-term employees can easily forget the training that they went through years ago; designing and scheduling refresher courses for these individuals can help keep their skills up to date and ensure they are passing on correct processes and procedures to newer employees.
Set it and forget it. Having a system in place that ensures an employee in a particular role has a series of training courses assigned to them and if they don’t take the training required, their boss is notified, then their boss’s boss, helps to make sure that things don’t slip through the cracks.
Consolidate it. If you don’t already, consider having one person hold overall accountability for the training program. You’ll likely need departmental champions to manage the specific training needs for their functions but having one person that works with those champions to ensure you’re following these 10 steps can be a big help.
Communicate it. This might seem pretty straight forward but if employees don’t understand exactly what they are responsible for and why it is important with regards to training, the likelihood that they’ll take it seriously will be diminished.
Make visibility easy. If you have to look in multiple places or consulting multiple people to get a full picture of how your training program is running, you are making it too difficult and opening up the opportunity for error.

More than likely you already have several of these points in place, particularly if you are in one of the industries that are prone to workplace accidents and injuries. But if you need help streamlining your training, our Training Management software system can help manage at least 8 of these 10 steps. To learn more visit our Training Management product page or request a demonstration of the solution.