Any new employee, regardless of their skill, position, or workplace, needs time to fit in. This period involves learning about the company’s policies, ethics, and workflow. An effective training program is crucial for this transition, but managing it can be a complex task.

Did you know you can increase your training efficiency by up to 93%? Yes, implementing a training management system can work wonders for your company. With 58% of employees preferring to learn at their own pace, an efficient learning management system facilitates a seamless way for employees to learn and train for complex scenarios. That is why the TMS industry is expected to reach a global value of approximately $41 billion by 2029.

Integrating a TMS can have a great impact on your business growth. It can make learning a habit for employees while providing them with every bit of information they need without investing additional human resources. However, to use them effectively, businesses must first fully understand what these systems are and what they can do.

Table of Contents:

What is a Training Management System?

A training management system (TMS), also known as a learning management system (LMS), is a software application designed to manage, deliver, and track corporate training and e-learning. While the terms TMS and LMS are often used interchangeably, there’s a subtle but crucial difference. An LMS typically focuses on managing eLearning content, whereas a TMS handles both digital learning and instructor-led training (ILT). A robust TMS can administer, deliver, report, analyze, schedule, and track attendance for all training activities.

In an era when 82% of employees prefer to work from home, the system can be of utmost help. It not only trains employees but also keeps track of their progress. The data on a training management system can be accessed, updated, and organized remotely. A TMS comes in handy, especially in large-scale organizations with niche positions and complex team dynamics, by helping companies sustain growth, improve policy regulation, and organize processes.

7 Key Features Every Training Management System Must Include

Before implementing a company-wide TMS, it is crucial to understand what essential features it must include:

1. Online Registration System

Imagine your company hires over 500 new employees. Manually registering each one for new employee orientation and department-specific training would be time-consuming and prone to errors. A TMS offers an online registration system where new hires can log into a portal and enroll themselves in mandatory and optional training modules. This is often followed by automatic attendance tracking and report generation, ensuring a smooth and convenient onboarding process that builds employee trust from day one.

2. Course Management

A key feature of a training management system is its ability to organize and run multiple courses and training modules simultaneously. Through its course management system, an administrator can add and create new modules, alter existing ones, and enroll new participants as needed. The progress of users can be tracked with a few clicks, making it easy to monitor development and course effectiveness.

3. Automated Communication and Scheduling

Automation is a cornerstone of modern training systems. A TMS can automate scheduling and send reminders to trainers and trainees, eliminating the need for manual follow-ups. You can set up automated communications through emails and SMS, using pre-made and customizable templates for meeting alerts, reminders, and even motivational messages. This saves time and reduces the administrative workload significantly.

4. Centralized Training Management and Data

In a digital training management system, all training activities are centralized, from scheduling to reporting. This means there is no scattered data, which streamlines the tracking of trainee progress and resource management. This centralized hub for information can be accessed from anywhere, at any time, using any device, improving critical decision-making and reducing the time spent retrieving training-related data.

5. Third-Party Integrations

No single system can do everything. That’s why seamless integration capabilities are vital. If a TMS lacks certain functionalities, that gap can be filled through third-party integrations. For example, you can integrate your TMS with accounting partners and payment providers to streamline payroll. Other common integrations include tools like Adobe Experience Manager, Canva, Google Suite, HubSpot CRM, and Microsoft Word.

6. Finance and Accounting

A TMS is built to increase productivity by automating routine tasks, and finance is no exception. Many systems provide features related to finance and accounting, such as price agreement templates, automated payment reminders, payroll management, invoice generation, and customer credit line management. This helps automate a mundane but critical business function.

7. Device Compatibility & User Experience

Given the increasing use of smartphones for learning, your TMS must support different operating systems and devices. A user-friendly interface with an easy login feature ensures that employees can quickly access the system. A positive user experience is crucial for adoption and engagement.

6 Benefits of Using a Training Management System

Here are some important reasons why your business needs a training management system:

1. Consistency in Training

An LMS ensures that your employees receive appropriate and consistent training. Since it facilitates a self-paced learning experience, team members have a chance to grow consistently. With a centralized training delivery, you can ensure every employee receives the same high-quality training from a single source, unlike instructor-led sessions that can vary based on the trainer’s ability to engage employees.

2. Facilitates Cost Efficiency

While investing in high-tech software may seem like an added cost, a digital training management system is a cost-efficient tool in the long run. A TMS allows companies to minimize the funds spent on physical trainers, instructors, and rental facilities. It’s a one-time investment that can train multiple employees at their preferred time and place, saving significant money over time.

3. Better Profits and Productivity

A study by the American Society for Training and Development revealed that companies investing in comprehensive training see 24% higher profit margins than those that don’t. A TMS facilitates the environment to achieve this. Quality training leads to more knowledgeable team members, who in turn help the company produce better results and increase overall productivity.

4. Perfecting Employee Onboarding

A strong onboarding process is vital for employee retention. Implementing a TMS can help reduce the churn rate by making the process more engaging. The system can be used to track hiring and training with prepared courses, assignments, and tests. This automated process benefits both the company and the employee.

5. Improved Progress Tracking

With a TMS, businesses can easily keep track of trainee performance and progress. You can ensure that employees are reaching their goals and have been trained properly. Moreover, analytical tools can help assess areas where employees need improvement. If multiple trainees face issues in the same area, you can modify the lesson to make it more user-friendly.

6. Quick Course Creation and Compliance

Your company’s operations, policies, and goals will inevitably change. A training management system can be updated in minutes to address these changes. It can also be quickly modified to meet the latest compliance and regulatory standards. Notifying employees and updating materials through a TMS is much simpler than distributing physical copies of new policies.

5 Points to Consider Before Deploying a Digital Training Management System

A digital training management system can transform how your business conducts employee training. Here are the critical points to consider before you invest:

1. Business Objectives and Training Goals

Start by identifying your organization’s learning objectives. Whether it’s upskilling employees, inducting new hires faster, or managing certifications, ensure that the training system you choose aligns with these specific goals.

2. User Experience and Accessibility

A user-friendly interface is crucial for adoption by both trainees and administrators. Choose a system that is easy to navigate and access. Prioritize platforms that offer mobile accessibility to enable learning on the go.

3. Automation Features

Automation helps save time on tasks like scheduling, sending notifications, and tracking progress. Look for a system with advanced automation features to reduce the administrative workload and improve the overall effectiveness of your training process.

4. Customization Options

Each business has unique training needs. A customizable TMS can help you personalize content, workflows, and reporting to fit your specific organizational requirements.

5. Cost vs. Value

While budget is important, the value delivered is what truly matters. Measure the potential ROI by considering time saved, efficiency improved, and the enhancement of training outcomes. Do not choose a solution based on cost alone.

In Conclusion

Integrating a training management system is a necessity in today’s digital era. The system can help businesses save time, money, and resources while improving the efficiency of their training and onboarding programs. At the same time, a TMS has a better chance of satisfying employees due to its self-paced learning potential.

However, choosing the best TMS for your company can be tricky. That is why you should opt for professionals like Hurix Digital to learn about effective workforce learning solutions. Doing so can simplify the process while adding a layer of expertise.

Integrate an efficient trainee management system for your organization by learning more about our services today.