5 Ways To Manage Your Training Resources More Effectively
The acquisition and proper use of internal and external resources to deliver a project on time and on budget is one of a training provider’s biggest concerns.
Good resource and time management go hand-in-hand. It’s all about working more efficiently - structuring your tasks; trainers; learners, and resources so that you can get more done in less time. Good resource management is the cornerstone of well-structured time management for any training company or internal training department concerned with sourcing; organizing, and deploying their training resources in the most efficient possible way.
So, what are the best ways to efficiently manage your resources, to save yourself and your team time and money?
Five Time Saving Tips For Resource Management:
1. Planning Is Key
Understanding all of the requirements of a project before it kicks off will enable you and your team to plan and resource effectively from the get-go. So, planning your training days and understanding the intricate needs of your learners is key to an efficient process.
Your planning should focus on your end goals; what you want to get out of your training session/s, or learner’s training plan. Your planning should take into account:
- Any deadlines and milestones required
- Your training goals and (measurable) metrics for success
- Any actionable learnings from prior training
Having all of these details in place will help you effectively manage and understand what resources you might need and when.
Creating a resource checklist for your specific requirements is the next step in your planning. This checklist will be different, depending on your end goal, but will most likely include things like venues; trainers; equipment; food on the day, and a myriad of other requirements, dependent on the type of training and time periods covered etc...
2. Keep People Up-To-Date
So, you’ve booked in your trainers; venues; hotels, etc… and informed your trainers about the venues, learners and times; your learners about the trainers, venues and times, and your associates about all the above. Now, one of your venues cancels and you need to find another to host your class last-minute! A common issue, but easy to manage with the correct tools in place…
Firstly, having a predefined list of reliable venues will help alleviate some of the stress of finding a venue last-minute. This kind of list can be built over time, and with adequate reporting (see below).
Second, being able to use a reliable, tried-and-tested method for re-contacting trainers; learners; management, and others is of upmost importance to a well-organised and efficient resource management strategy. Automating your communications can save you hours of stressful admin time, especially when it’s being done at the last minute!
3. Avoid Clashes
Avoiding resource clashes, especially venues and trainers, can be difficult, especially when managing a large amount of courses or employees.
It is necessary to create a visible and responsive diary, which includes all of your resources in one place and be shared among your team. While this can certainly be done using a spreadsheet, there are many downsides to relying on manual processes when dealing with a lot of data.
In order to remove the risk of resource clashes entirely, it is advisable to invest in a system that helps you visualize and organize all of your resources; that can also alert you to any issues, and allow your trainers and associates view or make changes where necessary.
4. Observe And Report
Keeping a record of measurable resource metrics is of great use when you are managing a vast array of courses and learners. Some things you should keep note of, that will be of use to review in future projects are:
- Availability level
- Reliability (any past cancellations/no-shows?)
- Positive feedback
- Proximity and accessibility
There may be more specific metrics in your area of training that you can add to this list. When it comes to getting feedback on resources, the tried and trusted questionnaire form is still the best approach. Try creating a scale to grade your resources on, and design your feedback form based on this scale.
A training management system can help you with your reporting- by generating documents including sign-in sheets; learner’s course feedback, and much more.
5. Automate Your Processes
Syncing up all of your operations will reduce a vast amount of admin time when it comes to managing training resources. Using a training management system will ensure that all of your trainers; venues; equipment, and other booked resources connect-up, with availability; communications, and reporting in one system.
To find out more about how training management software can help you manage your resources, book a demo today!