Track Employee Training

If you do not have a good training management system for tracking employee training, you may find that it makes the job of managing training more difficult.

Here is a possible scenario:

  • your budget can get overspent as it is hard to keep track of all the training activity in real time..
  • time slips by and you may miss targets on mandatory training, such as health and safety..
  • you spend considerable time finding answers to adhoc training queries..
  • you find dealing with auditors, especially in a regulatory environment, a lot more stressful as you have to search for training records going back over time.

A training management database that helps you build, monitor and control your training plan reduces the likelihood of these problems and makes your life a lot easier!

Using a Training Management Database

It is a great investment to carry out a training needs analysis at least once a year to track employee training. By interviewing key players in the business and examining metrics, you will get a handle on where you need to focus your training spend. It helps you to build a training calendar and keep employees informed.

To start the interviews, I find it useful to have a list of the training and development needs identified for each employee via their performance appraisal forms, and a report on training activity for the previous year.

It takes time to decide on how you will meet the identified training needs. Being able to draft a training plan on a records management training system helps you keep track.

A good database will also allow you to produce a comprehensive, costed plan for the year ahead - that you can use to obtain senior management approval.

What Training Management System is Best?

There are off the shelf systems available to track employee training, but in my experience they can be complex as they try to cover the needs of a wide client base. If you need to tailor such systems it can also be quite expensive. So why not design your own? Start with something simple. You need to think about:

  • What are the necessary outputs? e.g. a report of training events by time period? by trainer? by learner? by team? and so on.
  • What are the necessary inputs? Keep this to the absolute minimum to avoid unnecessary data entry.
  • Can you link to existing in-house systems? Ideally, link up with HR or Payroll data so that employee details can be updated automatically.
  • How are you going to validate the system? How long will you keep your current system running in tandem with the new one?

Having a database that allows you to track employee training and produce reports saves a lot of time. It is like having a roadmap for the year ahead. You will be able to see if you are on target with your plan and your budget.

If you would like assistance with designing your own system, Contact Us.


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