After investing all the effort to choose a new HRIS software solution, painstakingly customizing the system for optimum performance, and switching processes over to use the new system, many companies believe that the hardest part is over. However, without proper training, even the best HRIS system may be doomed from the start.
Companies have been figuring out how to use their HR software systems for training and learning management since the inception of HRIS. Most HR software solutions now offer a learning management hub of some sort, whether the training tools and materials are actually available through the software or the HRIS can be integrated with a standalone learning management system (LMS).
The best options for HRIS training may vary between companies. Managers should review the advantages and disadvantages of several different HRIS training methods and carefully consider what options will best fit with the company culture and structure. While using HRIS for training isn’t a new concept, there are best practices that can optimize the way that training is managed. Consider the following when designing or revising your training program.
Create Learning Journeys
Learning journeys can be simple or complex, interactive or read-only depending on your HRIS and the way that you wish to use its training features. Learning journeys present an employee’s potential development path, with stepping stones such as training modules or classes. Displaying a learning journey as a path to promotions, bonuses, and pay increases can provide inherent motivation for participation.
Learning journeys can be used to make succession planning transparent. Ideally, employees will provide feedback and make choices regarding their training and preferred development path that will help you to best utilize their talent while simultaneously improving engagement and job satisfaction.
Classroom Style Training
Classroom style training allows employees and managers to take a break from their office and really focus on learning about the new system. Taking employees away from daily work distractions can be conducive to faster and more efficient training. It may also help employees feel more comfortable asking questions as they learn from peers’ revelations about the system.
Unfortunately, classroom-style HRIS training may not be realistic for very large organizations, or companies in which employees are rarely all in the same place at the same time.
The capability to use a self-training option for teaching employees how to navigate through a new HRIS depends on the materials that are available from the vendor. If the vendor offers an in-depth manual or training guide, employees may be able to self-train using the materials provided. This can save time and expense, and make it easy to train many employees with varying schedules.
However, choosing this option may make it difficult to gauge how well all employees actually understand the system.
Online HRIS Training
Online training is becoming an increasingly popular option for many subjects, including HRIS training. Online training allows employees to log in at their convenience from whatever location is best for them. It also gives the employee hands-on control overusing the system, which can be more effective and cost-efficient.
However, if employees have very little experience using HRIS systems, the lack of direct supervision and assistance can be detrimental to the training process.
LMS and eLearning are often thought of as strictly online, with video or text lectures and digital quizzes, but these don’t have to be the only modes of training offered through a learning management hub. Classroom training can be offered in the form of scheduled classes that can be booked, tracked, and managed through the hub.
Additionally, training doesn’t have to be a solo endeavor, even if training is completed using digital tools. Online forums, webinars, and video conferences can make training a collaborative effort that brings your team together and encourages interaction.
Role-based training aids in paring down the amount of pertinent information to each user’s needs for the system, based on their role within the organization. Employees, managers, and HR professionals all meet for training separately so that they can be trained solely on the functions that are relevant to their role in the company.
This can be quicker and more efficient than gathering all company personnel together, but may still be unrealistic for companies in which personnel is rarely together at one time.
Trickle Down Training
Trickle-down training operates with one HR professional going through an extensive training program to learn the new system and then coming back to train the rest of the company. This option can be effective, as the trainer has expert knowledge of the organizational processes and the new system.
One pitfall of this method is that the trainer may forget an important detail that is then absent from the subsequent organizational training of the HRIS, however.
Track Progress and Certifications
As employees complete training modules, classes, and tests, learning management hubs can be used to track their progress. In some cases, it may even be possible to store documentation that proves that employees have acquired certifications relevant to the industry. This may assist with compliance and reporting.
Some interactive learning journeys automatically track employees’ progress and record their certification and completed tests. By utilizing this function, employers can save time while making it easy to view and assess team development.
Empower Employees to Use Training Tools
Making learning management tools available to employees through self-service portals empowers employees to take charge of their own development. Depending on the workplace structure, employees may be given the opportunity to complete training through kiosks at the workplace while on the clock or online on their own devices at the time and place of their choosing.
For best results, figure out exactly how employees will be compensated for their training time and how this will factor into their regular schedules so that no one is working “off the clock.” Communicate with employees about training expectations, but allow them the freedom to train at their own pace whenever possible.
Analyze and Address Skills Gaps
Using a HRIS for learning management can help you to identify skills gaps. If employees have difficulty passing quizzes or struggle with certain material, it can help you to figure out how best to individually address these issues so that your team is as strong and competent as possible.
Using your HRIS to optimize training can help your company thrive and prepare you for the future. If you are unsatisfied with the training management offered through your current HRIS or are looking to purchase an HRIS that can assist with training for the first time, we can help. Visit our free HRIS price quotes and demos page to get started.
There are many ways to train employees on the use of a new HRIS, but it’s important to make sure that the right system is selected first and foremost. If you would like help from experts selecting a new HRIS, visit our vendor match page and tell us a little more about what you’re looking for.
Authored by: Dave Rietsema