Byrne Dean

Byrne Dean have been working with accessplanit since March 2023, after they realised that to scale their training business they needed to update their software solution. We spoke with Becci Dixon, Project Team Leader, to find out how our training management software has changed their operations. 

About Byrne Dean

Byrne Dean exists to make workplaces kinder, fairer and realise everyone’s potential. They deliver training around workplace conduct, accountability, equity, inclusion and diversity, respect, leadership and mental health. 

"Our main focus is how we can make sure everyone in the workplace, whatever you look like, whatever your experiences are, whatever your background is, a good and positive experience," Becci explained. 

They facilitate bespoke training for predominately large-scale corporate organisations. They build their courses around their client's needs, wants, company culture and operations. 

This is delivered via a mix of in-house and virtual training, with some eLearning as an additional product. Both internal and external trainers facilitate the training. 

Becci is the Project Team Leader at Byrne Dean. She is the line manager for the operational team who complete day-to-day course bookings and other important admin tasks. With the highly bespoke nature of their courses, it's essential that Becci and the team have access to the right tools and data to enable a seamless customer journey. 

The challenge

"The number and volume of sessions meant that it pushed us to find something that would allow us to manage that better and have that data accessible so we could make more intelligent decisions."

Becci Dixon | Project Team Leader, Byrne Dean 

Before accessplanit, Byrne Dean were using Microsoft Outlook for their training management. Although it worked for diary management, it lacked any business management functionality. Becci explained how Byrne Dean has grown a lot in the past five years and it was becoming difficult to have visibility over essential information.

"We were unable to run efficient reporting in areas such as fees, utilisation or geography," she said. 

This was causing the team to become disjointed: "In Outlook, everything was so fragmented. We'd have different team members responsible for booking and arranging the dates, email confirmations and venue logistics."

Becci looked into additional add-ons for Outlook to try and tackle this but quickly realised that the training-specific function wasn't there to manage the growth they were anticipating.

"We've gone from having quite a small team of facilitators to now having a broad team," she said. "The number and volume of sessions meant that it pushed us to find something that would allow us to manage that better and have that data accessible so we could make more intelligent decisions."

The accessplanit solution 

The search

The search began for new software that would provide tools to manage their growing number of clients and courses. Becci said that they looked into simple solutions such as an LMS, but found that their capabilities were limited: "They couldn't provide the function that we needed to run the business."

Their research led them to training management software as a possible solution, so they explored the options. They chose accessplanit because of our proactive approach to problem-solving - coming up with creative solutions to potential issues instead of dismissing them: "The team we spoke to during our initial calls was solutions-focused. That's what made you different."

They also enjoyed the early demonstrations of the platform: "There's a lot that accessplanit can do that the others couldn't. The other thing that we liked was that it felt user-friendly, and we liked the team."

Moreover, Becci said that wherever possible, Byrne Dean seeks out suppliers who align with their values/ethics and felt that accessplanit was a perfect fit. Find out how we're helping our community here.

"I haven't met a single person in your company who hasn't genuinely tried to help with whatever question we've had."

Becci Dixon | Project Team Leader, Byrne Dean 

Implementation 

Becci said the switch over to accessplanit was challenging at times because of the pressure to make sure everything was right for the team, but that the accessplanit Implementation Team worked hard to ensure that the migration was as smooth as possible and that the impact would be positive.

"[Implementation Manager] Jamie has to be the most patient person in the world!" Becci said. "I don't know the number of questions and tweaks and changes I had. But it never felt like we were a burden. We were never made to feel like what we were asking for was too much."

"The team have put so much effort into supporting us in finding alternative ways of working within the system and to make what we need to happen, happen."

Key features

So, what are the key features of accessplanit that Becci and the rest of the Byrne Dean team use?

Automation

Becci said that the most impactful feature of accessplanit has been the powerful workflow engine that can automate key tasks, alleviating their workload and ensuring customers get everything they need at the right time. For example, they use it to send out confirmation emails. 

"A lot of that day-to-day grind is automated," Becci explained. "So even when it's busy, it doesn't feel frantic like it perhaps used to a couple of years ago."

Dashboards

Dashboards are configurable views with at-a-glance reports, designed to allow admins to access everything they need for their job in one view.

Becci said that she loves her dashboard because it helps her to keep track of and manage her team effectively: "I can see at a glance how many sessions each of my team are responsible for. I can see if it's slightly out of kilter in terms of workload. I find it a really useful tool to make sure I'm looking after the team as best I can."

"I don't even need to do a report. I just click my button and there it is. That is brilliant. It just does what you need it to do."

She also loves the customisation options that help her to stay organised: "I love how you can build them and add to them. Mine's all even shapes and sizes, and everyone's colour-coded!"

DataGrids 

Becci also named DataGrids as another one of her most used areas of the platform. Again, these are highly configurable so they only display the information you need in an intuitive way, alongside time-saving bulk actions. 

"One of the things that I really appreciate is that I can set up my view how I like it. If one of my team members' brains works in a different way, they can set it up how they like it. It's the same data, but we can each view it in a way that works for us."

DataGrid views can be exported as a CSV file so they can be easily sent to stakeholders, and Becci uses this feature often: "I love the fact that I can pull any data I want to, export it and send it to someone else."

Reporting

All of the above helps Becci with her reporting efforts, but she also uses accessplanit's more in-depth reporting tools, too. They use our Report Writer module for automated reports that are sent to stakeholders at set intervals and will be taking our Report Writer training so they can use it even more in the near future.

Becci explained the impact that this has had: "It's really easy to find all the information about what's gone before, what's coming up. For example, we send a report out to finance that tells them where we're at with figures for the future."

Resource management

With their mix of internal and external trainers, it's vital that Byrne Dean has effective resource management. With all of their data stored in a central area, it's easier to have good visibility and allocate them effectively. 

"We've recently had trainers travelling across the world. We've been to South America, North America, Australia, Hong Kong, Singapore," Becci said.  

Support

Becci also emphasised how much she enjoys working with the wider accessplanit team. Our Support Team are available over the phone and online for any queries and work hard to find effective solutions, fast. 

"The team are all brilliant. They're so quick to respond. Everyone's really lovely. I haven't met a single person in your company who hasn't genuinely tried to help with whatever question we've had. So there isn't anything else you can ask for, is there? Other than to feel supported." 

The result

"Automated emails have single-handedly revolutionised my team's workload."

Becci Dixon | Project Team Leader, Byrne Dean 

What effects has using accessplanit had on Byrne Dean? Becci named the following:

Saved time

Becci emphasised that the biggest impact that accessplanit has had is the amount of time saved thanks to automation.

"We can automate a lot of our manual processes in a way that we couldn't before. Automated emails have single-handedly revolutionised my team's workload."

Because the team is no longer bogged down in repetitive admin work such as sending booking confirmations, they can focus on other more important things - read on to find out an example of what.

Improved customer relationships

Becci explained that with their saved time, the admin team can now focus on building positive relationships with clients - boosting customer satisfaction and repeat business.

"Their feedback is really positive in terms of the impact on their job because it's given them the space to do more client management. It's not administrative grind, it's proper client administration, it's given them more space to build those relationships with clients. I think that is the single biggest benefit to the team."

Consistency

Plus, because these emails are automated using email templates that pull through personalised information using merge fields, the wording is standard, with the same brand tone of voice across them all. 

This consistent messaging ensures that all clients get the same, top-tier experience with Byrne Dean. 

Increased efficiency

Becci emphasised how their training management is now streamlined because the whole team is working on one central system, including the training admin team, sales and finance. 

She explained how accessplanit has allowed the team to change the way they work for the better: "What accessplanit has allowed us to do is change the focus. So each of my team is now responsible per project,"

"It's made everything feel under control," she continued. "If you need support, you can show people in the system what you're working on. Everyone sees the same thing. It's not all in email chains, scattered about in Outlook."

"It just makes everything more straightforward. It impacts all the business."

"A lot of that day-to-day grind is automated. So even when it's busy, it doesn't feel frantic like it perhaps used to a couple of years ago."

Becci Dixon | Project Team Leader, Byrne Dean 

Visibility

Becci said that the improved business visibility that Byrne Dean have gained through accessplanit's reporting tools has changed their business - a vast improvement from Outlook with no reporting tools or historical data.

"All the data being at our fingertips, that really is the biggest positive - among others!"

All the information they need is in one place and can be presented in useful ways to support the team in their different roles and sent to various stakeholders. This leads to data-driven decision-making for business growth.

Scalability

Now that Byrne Dean have a versatile system, it can grow with them. Instead of staying stagnant because they are limited by the capabilities of Outlook, they have scaled up. 

Becci explained their recent global projects couldn't have happened without accessplanit: “We rolled out a massive international session delivery for a client with short timescales – well over 100 sessions."

"I can’t even contemplate how we would have done that prior to accessplanit. It felt like we were in control in a way we haven’t been before.”

Would Byrne Dean recommend accessplanit?

"It's made everything feel under control."

Becci Dixon | Project Team Leader, Byrne Dean 

We asked Becci if she would recommend accessplanit and she said yes and explained why: 

"I think most of the reason I would recommend it is to do with the people to be completely honest. It's a nice experience working with you, even when things are a bit stressful." 

"Once you know how to use it, there's a certain logic and sense to it and it works well. When things don't work for whatever reason, your team are quick and helpful and we figure out what it is." 

Next steps

Becci said that she is excited about the future direction of our product and regularly provides product feedback and suggestions. She attended our latest product update webinar and left feeling positive about upcoming updates - including features that Byrne Dean have suggested.

"I really find value in the fact that you're telling your customers what you are working on and what you're doing," Becci said. "I thought there was a lot of breadth to the changes you're making so that everyone you're working with will see an improvement."