Training tracking: how to successfully track employee training 

October 30, 2024

Table of contents

In the modern business landscape, the purpose of any corporate training process is to bring about change and improvement – whether in behavior, skills or the performance of professionals. However, without a proper monitoring and supervision system it can be difficult to obtain the data needed to measure this change, make adjustments and see real results..

Training tracking is the process of systematically monitoring and recording student progress in their training activities. It involves periodically reviewing a range of key parameters such as attendance, program completion status, assessment scores and level of participation. Measuring these elements helps to ensure that employees meet their training requirements, and that on a wider scale, training programs meet the needs of the company.

Today, there are several different methods available for effectively tracking training. In this post, we’ll explore the best of them, and share the key metrics you need to track successfully. So, keep reading!

Why is it so important to track training in an organization?

Training tracking aims not just to monitor student progress, but to manage and document all of the training and development activities an organization carries out. This provides a clear overview of the impact of any learning programs, ensuring that professionals receive the right training, adapted to the latest industry trends and supported by the most effective and innovative methodologies. In addition, training tracking:

  • Helps leaders to identify skills and knowledge gaps: By monitoring training progress, training leaders can easily identify any areas of weakness that need reinforcement. This analysis also allows for the design of more focused, personalized training programs, closing skills gaps and ensuring that employees acquire the specific knowledge they need to thrive in their roles.
  • Improves the quality of training: Through efficient monitoring, accurate data can be obtained that allows training programs to be improved. Some key indicators to look for in this data include completion rate, test scores, satisfaction levels and passing percentage. All of these statistics help to give a clearer view of how well employees are absorbing knowledge, so that L&D teams can adjust content and methodologies accordingly.
  • Helps to calculate the ROI of training: Investing in training without measuring its effect is like sailing blindly. Through training tracking, organizations can accurately assess the return on investment (ROI) of their training programs. In other words, they can see how training efforts and investment are contributing to the wider goals and overall success of the company.
  • Demonstrates the impact of programs: Last but not least, training tracking offers concrete evidence to prove the effectiveness of programs. This evidence can be useful in various situations, such as justifying learning investments, demonstrating the impact of training on team performance, and calculating the value of educational programs.

The best methods to effectively track employee training

There are a number of different methods you can use in your organization if you want to carry out effective training tracking. Here are some of the most effective:

1. Data collection and analysis

Collecting and analyzing data on completion rates, assessment results, and other key performance indicators (KPIs) that we’ll look at later is the most traditional, direct way to carry out effective monitoring. By recording this data you can identify different patterns, such as courses which tend to have a high completion rate, or areas of learning where employees have consistent difficulties. Equipped with this knowledge, L&D teams can then make strategic changes to training programs, aligning them with the needs of the company and the desired results.

2. Pre- and post-training assessments

Another of the most effective methods of training tracking is to evaluate students’ level of knowledge before and after their training. This approach allows you to determine the starting point of each employee, as well as check the degree of knowledge they’ve gained through their courses. By comparing both results, you can get a clear view of any improvements in the skills and knowledge of your workforce, and make adjustments accordingly.

3. Collecting employee feedback

Interviews, questionnaires and surveys are particularly useful for collecting direct feedback from employees. By studying their responses, you can gain valuable insights into their experience of training, any problems they may have encountered, useful tools, methodologies and much more. The data you collect will depend on the type of information you want to gather, and from a close analysis of it you can make adjustments to improve both the quality of training and employee satisfaction.

4. Performance appraisals and supervisor reports

The true value of training lies in improvements to job performance, so after completing any training program it’s essential to observe how employees apply their new knowledge to their daily work. Employee performance and productivity will ultimately be the best evidence of your program’s effectiveness. However, if you combine this with feedback on employee performance from leaders and supervisors, you can get a clearer idea of the impact of training and of any areas that require reinforcement.

5. Tracking through training tools

Finally, one of the best methods for saving on time, resources and effort are technological tools such as Learning Management Systems (LMS). These are key to carrying out effective, continuous training monitoring. LMS platforms allow you to automate data collection, generate customized reports, and offer constant updates on employee progress. In addition, they help to support long-term learning management, ensuring that training is always up-to-date and in line with the changing needs of the industry.

Key training metrics for better monitoring

As we mentioned before, if you want to optimize training programs, demonstrate their value or justify investments, then charting their progress through key performance indicators should form a key part of your strategy. These metrics offer invaluable information that allows you to adjust and improve learning, and below, we share some of the most important:

  • Completion rate: This is the percentage of employees who have completed a particular course or learning module. If these rates are low, it could indicate issues with the length of a course, the quality of content, its level of accessibility, or even student motivation.
  • Pass/Fail rate: This statistic reveals whether employees are assimilating content effectively. A high failure rate may indicate that content is too complicated, or that teaching methods are ineffective.
  • Knowledge retention: This KPI measures how well employees remember and apply what they’ve learned during training. It is usually obtained through assessments or questionnaires, and gives an insight into the effectiveness of teaching methods, as well as uncovers any areas of weakness.
  • Employee satisfaction with their training: Although this can be a more subjective metric, it’s essential for measuring motivation and engagement, as well as finding opportunities for improvement in the structure and presentation of courses.
  • Return on Investment (ROI): This metric measures the financial value that a program brings to a company when compared to the cost of investment. In order to measure it effectively, you should aim to balance productivity increases, performance improvements and error reductions against the cost of the program, time invested, and any other resources involved.

 

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The best tools for training tracking

Below are some of the best available tracking tools that will help you to streamline this process:

Learning Management System (LMS) – The ultimate in employee training tracking

Learning management systems (LMS) are one of the most comprehensive and popular solutions for training tracking. In addition to facilitating the management of training content, they also make it easier to monitor every aspect of the learning process.

In fact, these systems completely automate and centralize training tracking, efficiently recording and organizing key information so you can monitor how well employees are progressing. This data can also be used to create comprehensive reports on completion rates, assessment scores, and engagement levels. These statistics are all stored in one place, making it even easier to make strategic decisions and ensuring that no important information is missed. Finally, many LMS platforms send reminders to workers when they need to finish a course or project, ensuring that training stays consistently up-to-date with less effort.

Training Management System (TMS) – Advanced features for detailed tracking

A Training Management System (TMS) focuses primarily on the logistical management of training, offering specific features for planning and organizing programs. Unlike an LMS, which is designed to manage both training content and learning progress, a TMS is used to coordinate key processes such as scheduling live sessions, managing calendars, and overseeing training budgets.

So, while this tool might allow you to manage multiple training sessions, as well as handle billing and payments, it won’t include the advanced features of an LMS like comprehensive monitoring, progress tracking, or interaction between students and trainers.

Excel and Google Spreadsheets – Low-cost tracking alternatives

Small businesses with limited resources can use Excel and Google Spreadsheets to track their training. These free tools still allow you to manually record attendance, test results, and employee progress. With the right templates and formulas, you can easily create custom reports, and Google Spreadsheets also allows collaborative editing so your whole team can work in real time.

Now you know the benefits of tracking your training, as well as the range of tools you can use to do it, it’s time to choose the best one for your needs. isEazy LMS is the comprehensive e-learning platform that brings you the usability and efficiency you need to manage all your training, communication, and corporate knowledge processes. Motivate your professionals with a platform that focuses on user experience, all while streamlining tasks and reducing management times. Request a demo today and try the most effective tool for your training tracking.

Frequently Asked Questions

What metrics should I prioritize when tracking employee training?

In general, the most important metrics are completion rates, pass rates, knowledge retention, employee satisfaction, performance improvement, and return on investment (ROI). 

How can I monitor employee training attendance?

You can monitor attendance through an LMS, which automatically records employee participation in training sessions. Manually recording attendance through spreadsheets or registers is also possible.

How can training records be stored in the workplace?

Training records can be stored in learning management systems (LMS) or in carefully organized digital files. These records should be updated regularly for accuracy and convenience. 

How can staff training be audited?

Auditing can be done by reviewing attendance records, student progress, and employee assessment results. These statistics can easily be found in reports generated by an LMS, or through manual reviews of stored records. 

How can I collect employee feedback and use it effectively in training programs?

Employee feedback can be collected through surveys, questionnaires or interviews. Analyzing this feedback will allow you to identify areas for improvement in training programs, as well as adjust content and teaching methods to increase their effectiveness.

Elizabeth Aguiar Chacón
Elizabeth Aguiar Chacón
Content Marketing Specialist at isEazy

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