Chris Archer
Training Advisor
Training has been a part of human interaction throughout history. It’s a safe assumption that each prehistoric man learned how to hunt by watching his peers who had already learned the skill. Until the last century, most skills were conveyed through some sort of apprenticeship. Increased population density and improved communications led to rise of classroom-style instruction, in which one trainer simultaneously shared knowledge with a group of students.
Traditional training methods have helped to make today’s workplaces more productive, effective and safe. Today’s approaches to training represent the refinement of centuries of shared knowledge and a logical outgrowth of the employer-employee relationship. Scholars and professionals have studied, analyzed, and refined training techniques into efficient tools for training the workforce. We’re all familiar and comfortable with those methods, and there’s really no reason to start fresh with something new.
The arrival of the digital age led many people to think that those traditional methods must be obsolete. That’s not necessarily the case. There’s no question that digital media provides a new delivery channel for training – one that offers significant advantages – but it also comes with limitations that must be considered. In this article, we’ll discuss those advantages and limitations, and explain how web-based training can address many organizations’ needs.
Not always the answer
There’s often a knee-jerk response to use training as a solution to all the problems in the workplace. Have a new policy? Have a new process to implement? Managers and executives often see training as the cure-all. In reality, though, training may not be the most effective solution for the issues in question.
Do your homework and check equipment, environmental, and management issues before spending time and energy trying to solve problems with training. You may find that you actually do need training, but you’ll also have gathered information that will enhance the training process. For example, it may be better to install machine guards around moving machinery, belts, and chains than to train employees how to reach into the machines without injury. It’s a simple principle, but it’s often overlooked.
Assess the need
Once you determine that training is the best solution for your particular problem, gather information. This can be as simple as asking ‘Who?, What?, Where?, When?, Why?, and How?’ about your issue. Take enough time to explore the issue thoroughly, and be certain that you understand the full extent of the problem. Consider how your peers and competitors approach the same issue, because there is much to be learned from others’ failures and successes. Complete this exercise by writing a list of your training needs based on your assessment. Your list might say:
1. Personnel need to demonstrate knowledge of the emergency evacuation plan.
2. Personnel need to know designated evacuation routes.
3. Designated personnel need to turn off non-critical equipment.
The better you understand the specific need for the training, the more likely you’ll be able to deliver training to meet the defined needs.
Traditional vs. web-based training
Generally speaking, traditional training methods continue to work well. Whether that involves an instructor-led course in a classroom setting or something as simple as newsletters distributed on bulletin boards, it must meet the needs that have been defined for the training. Does the material involve hands-on techniques or is it more informative in nature? These questions will point you in the right direction.
With any type of traditional training, the trainer must first develop the training, then schedule and secure the resources to conduct it. That may include the attendee roster, classroom, equipment, and demonstration materials.
The downside of traditional training is that employees must take time from their normal duties to attend, which creates downtime. It may also involve extensive travel time to get to the training classroom. If 30 employees travel an average of 30 minutes to attend, that equates to 15 hours of additional lost productivity, beyond the actual training time.
Web-based training (WBT), a method of delivering training content over the internet, offers many advantages. First, the training content can be delivered to any employee with an internet connection. That means WBT eliminates the time spent traveling and securing resources for training. It also allows employees to take training at their own pace during a time that will least affect the flow of normal business.
WBT does have its own limitations. Training that requires hands-on skills is not a good fit. In those cases, you would be better off using an instructor-led course with the needed equipment. However, much of safety and human resources training – such as ladder safety and sexual harassment awareness – can be taught through WBT. The delivery method is ideal for training that requires employees to know company policies and best practices. Subjects that are short in duration and lead to easy assimilation are an ideal fit for WBT.
Making web-based training effective
As with any type of training, the quality and effectiveness of WBT programs can vary widely. The training may be as simple as text the trainee reads or complex interactive presentations with audio and video. Other companies offer live training sessions led by instructors.
That’s why it’s important to start by researching companies that provide WBT services. Most offer free demonstration courses that will give you a good sense of the quality of the training. Consider the resources available to your employees. If most have access to broadband internet connections, interactive audio and video training will be a great choice, but if you’re in an area where most people still use dial-up connections, you may want to stick with text-based training.
WBT can be an excellent choice for companies whose employees may be scattered across a wide geographical area and interact with a central office only sporadically. They may be field technicians and professionals who need minimal supervision to complete their work. It’s also a good choice for small-to-mid-size companies that do not have trainers available for consistent instructor-led training.
In-house or external vendor?
Larger organizations with Information Technology (IT) departments may be able to develop their own in-house training. That approach ensures that the company’s specific needs are met, and it can made modifying or updating the training to meet changing needs easier. However, the IT department must be closely involved with both the development and ongoing operation to ensure that everything goes smoothly.
For most organizations, an external vendor will be more cost-effective. Consider the content of the training. Most likely, it will be a generic training module developed for a wide variety of businesses. Some companies will have the ability to develop custom content specific for the policies and procedures for your company. However, you should expect to pay a premium for this service. Depending on the needs of your company, customized content may be money well spent. In general, the familiar adage holds true: you get what you pay for, and the cheapest solutions are rarely the most effective.
Meeting regulatory needs
Regulatory organizations such as OSHA have standards for training that companies must meet to be in compliance. OSHA has issued a letter of interpretation that says WBT is acceptable, provided certain conditions are met. To comply, training must be interactive and provide a way for the trainee to ask questions. It must be verified through a post-training quiz or test, and the company must be able to print a certificate of completion. Finally, the training records must be maintained. Be sure that the training offered through internet companies will meet the compliance standards that apply for regulatory agencies in your business.
That raises an excellent point. Any WBT platform should include management tools. That way, you can track the training that has been completed, and be able to observe testing scores for individuals. If a regulatory agency knocks on your door, it’s good to have instant access to your training records.
Is WBT right for you?
Web-based training may be an excellent solution for your training needs. It offers flexibility beyond traditional training methods and may be a perfect fit. Compared to traditional training, WBT tends to be less expensive on a per-person basis, allows for minimal impact upon normal business flow, and provides convenient documentation of training.
However, be sure you proceed with caution and ensure that WBT will satisfy your training goals. Do not rush into this type of training without doing your homework. Considering that the majority of content is generic and designed for a wide variety of businesses, it’s a safe bet that traditional training methods will not disappear anytime soon.
The decision to move to WBT should be treated like any business decision. Weigh the pros and cons, and make the decision that is best for your needs.