Efficient Compliance Training: Navigating Laws and Regulations Seamlessly with Online Learning Tools

Effective compliance training is not merely a regulatory requirement but a strategic investment in the well-being of employees and the success of the organization as a whole. Through comprehensive and engaging compliance training, companies can significantly reduce the occurrence of workplace incidents, accidents and injuries.

When workers are properly trained in safety protocols, they are better equipped to identify and mitigate potential hazards in their work environments. This proactive approach not only minimizes the risk of accidents but also fosters a culture of safety where workers are actively engaged in maintaining a safe workplace.

Furthermore, effective compliance training has a direct impact on productivity. When employees feel confident in their ability to perform tasks safely, they can focus more on their work and are less likely to be distracted by safety concerns. This leads to increased efficiency, higher job satisfaction and ultimately, greater productivity for the organization.

Research has shown that companies with robust safety training programs experience fewer workplace incidents and enjoy higher levels of productivity compared to those with inadequate or inconsistent training. Investing in comprehensive safety training protects employees from harm and contributes to the organization’s success and profitability. In fact, according to OSHA, a well-executed safety and health program yields a return on investment, saving $4 to $6 for every $1 spent.

Incorporating compliance training into e-learning initiatives powered by training management software offers a flexible and efficient solution to meet evolving EHS regulatory requirements. By leveraging digital learning platforms and microlearning techniques, companies can ensure that safety training is accessible, engaging and effective for all employees, regardless of their location or learning style.

In this blog, we will delve deeper into the benefits of e-learning initiatives for compliance training, explore the role of Training Management software and Bulletins in streamlining the training process and discuss best practices for developing and delivering effective safety training programs.

Understanding Compliance Training in EHS

Environmental, Health and Safety (EHS) regulatory requirements form the backbone of organizational safety protocols. These regulations, established by governmental bodies like OSHA and HSE, lay down the framework for ensuring the health and well-being of employees in various industries. Covering aspects ranging from hazardous material handling to incident management, these standards serve as a guiding light for organizations striving to maintain a safe work environment.

Compliance training educates employees on the relevant laws, regulations and organizational policies to ensure adherence to legal and ethical standards in the workplace. In addition, it encourages a culture of accountability and vigilance, where every individual takes ownership of their role in upholding safety standards, thus contributing to overall regulatory compliance.

While compliance training is indispensable, traditional methods of delivery often present their own set of challenges. In-person workshops or classroom-based sessions can be time-consuming and logistically challenging to organize, especially for organizations with a geographically dispersed workforce. Additionally, maintaining engagement and ensuring consistent knowledge retention among participants can be daunting tasks. These limitations underscore the need for innovative approaches to compliance training that address these challenges effectively while enhancing the overall efficacy of the training program.

Training leaders are already realizing the benefits of online learning. These training programs can cut training time by as much as 60 percent, according to a survey from Adroit Market Research. Less training time allows employees to focus on their primary job functions. The report also notes that e-learning may increase knowledge retention by as much as 60 percent.

Training Management Software Underpinning E-Learning Initiatives

E-learning initiatives are typically supported by robust Training Management software, serving as the technological backbone that streamlines and enhances the training process. These sophisticated systems revolutionize traditional training methods by eliminating the reliance on paper files and spreadsheets, ushering in a new era of efficiency and effectiveness.

At the core of Intelex Training Management software is its ability to oversee, digitally plan and track workforce training activities. By centralizing training-related data and processes, organizations can gain valuable insights into training schedules, performance metrics and compliance requirements. This centralized approach not only simplifies administrative tasks but also provides stakeholders with real-time visibility into the training landscape, enabling informed decision-making and strategic planning.

Intelex Training Management software also facilitates the delivery of training content in a seamless and user-friendly manner, whether it’s onboarding new employees or delivering specialized courses. Through intuitive interfaces and customizable features, workers can access and complete training modules at their own pace and convenience. This flexibility ensures that training initiatives are tailored to individual learning styles and preferences, ultimately enhancing engagement and knowledge retention.

Additionally, these systems streamline training workflows by automating manual processes such as course requests, approvals and notifications. This automation not only saves time and resources but also ensures consistency and compliance with internal policies and regulatory requirements.

The Microlearning Advantage

Cloud-computing technology is a major factor contributing to the growth of the e-learning market. Cloud-based programs offer various features and are easier to access than software-based programs. Artificial intelligence, augmented and virtual reality, machine learning and wearable devices are also allowing organizations to provide a more interactive experience for learners.

Training Management software helps organizations administer e-learning programs and provide content to workers. But it can be a struggle to achieve the full benefits of online learning if organizations don’t tailor programs to meet the diverse needs of workforces.

The average employee has 24 minutes in a week, or 1 percent of a total work week, to learn, according to professional services experts, Deloitte. This means workplaces that simply deliver standard one- to two-hour lectures via online platforms can quickly lose employee attention and engagement. Lengthy training sessions can wear on employees and the results can be costly. Distracted or inattentive trainees may miss critical information about proper health and safety procedures. Their failure to retain information can lead to fines, injuries and high turnover rates. This is where microlearning comes in.

Think of microlearning as training in small steps. For example, an in-classroom crash course approach to safety topics with many regulations, such as energy isolation, often leaves workers overwhelmed and EHS managers frustrated with the results (control of hazardous energy was the seventh most frequently cited standard by the Occupational Safety and Health Administration in 2021). In a microlearning environment, workers follow a journey beginning with the first step they must know to perform a job function properly, oftentimes using short videos, podcasts and infographics.

Bulletins: Bringing Microlearning into Focus

Microlearning leverages similar technologies that workers are accustomed to in their personal lives, especially millennials and Gen Z workers. The use of social media and mobile devices has changed the way employees expect to receive information in the workplace. Of those responding to a Pew Research Center survey, 86 percent of millennials indicated they use social media, compared with 76 percent of Gen Xers and 59 percent of baby boomers.

One of the key aspects of a successful microlearning experience is the ability to drive engagement using tools like the ones many people use in their daily lives. It’s a learning process built on the concept of cognitive science, which involves spaced repetition to access an employee’s “working memory bank”—where the brain temporarily stores information.

For example, a microlearning experience may include quick messages, like a social “tweet,” that workers can access from an app. These 200- to 300-character “bulletins” can explain how to sanitize equipment, for instance, and then ask workers to click a “thumbs up” or “thumbs down” button to indicate whether they understand the lesson. If the employee doesn’t understand, he or she can click a link that leads to more information.

The interactive nature of microlearning, exemplified by features like immediate feedback mechanisms, ensures comprehension and enables seamless access to supplementary resources for further understanding. As organizations embrace microlearning, they not only create a more engaging learning culture but also empower employees to acquire and apply knowledge throughout their daily work.

Checklist for Digital Learning Success

A strategic approach to microlearning and distance learning positions organizations to increase their chances of success. Here are 10 steps to ensure digital learning initiatives help prepare workers to meet current and future EHS requirements.

1. Understand training needs: Complex safety procedures that involve technical knowledge may require a hybrid, in-classroom/ online learning approach—where online learning reinforces classroom training rather than replaces it. Use bulletins to call out particularly important points or to update workers on revised policies or procedures.
2. Establish a logical flow for the sessions: The information in each module should follow a path that makes sense. Don’t throw chunks of material at learners without giving thought to the overall theme or topic. This is particularly important when teaching standards and regulations. Lesson plans should follow a linear approach that ties each microlearning module together.
3. Think about the technological capabilities: A digital divide may exist within organizations. Some workers may have more access to different types of technologies than others, especially employees who have non-office roles. If some workers lack access to various types of tools, consider providing the platforms they need—whether it’s a laptop, tablet or app.
4. Break up sessions: Employees may be in different time zones. Also, classes with large groups can be challenging to manage when incorporating interactive elements. Breaking up lessons into several smaller sessions, including by time zone, when necessary, can make the learning experience more effective.
5. Get to the point: Keep microlearning lessons to less than four minutes. Keep it concise and focus on key takeaways that the learner should know.
6. Recognize the limits of digital learning: Online learning formats provide opportunities to introduce engaging, interactive experiences but limit face-to-face communication. Implement strategies to fill these gaps before, during and after the sessions. To foster an “in-person” feel during live or virtual events, McKinsey & Co. suggests ensuring participants have all the materials they need prior to beginning and have already tested the technology to make sure it works properly. Tools such as polling, chat and breakout rooms can be used during the session to foster further engagement. Then, after the event, a Training Management software system can send any follow-up information, request feedback on the session and quickly address any technical issues that learners may have experienced.
7. Have a good security policy: Learners might access a session on their own mobile device or computer. This means the information technology (IT) organization must ensure the user has adequate security controls in place to protect data. Double-check security protocols and consider tiered security policies for different needs. For instance, some people may need more access to learning modules than others.
8. Have flexibility and configurability: Digital platforms should be configurable to meet the needs of different types of learners. Again, this is where Training Management software can provide vital administrative functions. Some people may learn at a different pace, so it’s important to have the capability to configure some lessons with more videos or other learning tools for different learning styles. Also, the ability to download learning material is important for workers who may have limited online access or who are working off the company network.
9. Leverage analytical tools: Intelex Training Management software platforms provides analytics and reporting capabilities that allow organizations to track training progress. A color-coded performance dashboard that can show where safety gaps still exist.
10. Ask questions: All microlearning sessions should include a question that helps session leaders determine whether a worker understands the information. The in-session question provides real-time data that tells the instructor if they need to slow down the training plan, reframe a lesson or add additional lessons. It may also indicate more extensive training is required. A content-related question also allows organizations to measure progress along the learning process.

Digital Learning: The Path Forward

Online learning, specifically microlearning, is increasing in popularity among safety professionals. The National Safety Council, for example, established the SAFER (Safe Actions for Employee Returns) program to help guide employers through returning to normal operations after the pandemic. The program framework includes a focus on communications. Microlearning has been a key focus in many of the SAFER communication task force sessions because it scales up training for large workforces worldwide.

Microlearning removes many barriers that exist in classroom environments and can shorten the learning curve for trainees. However, distance learning isn’t a panacea. In workplaces where hands-on training is essential, such as a nuclear power plant, a full online curriculum may not be practical.

Nonetheless, as organizations navigate evolving workplace health and safety regulations, the integration of e-learning facilitated by Training Management software is becoming increasingly prevalent. This digital infrastructure not only enhances engagement and information retention but also ensures swift responsiveness to changing compliance mandates. As such, the future landscape of workplace training is poised to leverage these technological advancements to cultivate a culture of continuous learning and adherence to regulatory standards.

Download the Intelex Insight Report: Disruptors – How Microlearning and Digital Platforms are Redefining Training to explore how microlearning and digital platforms are transforming compliance training and enhancing workplace safety.