This is part two of the series about how to use a training tracker. Part one is located here: Why having an employee database is vital to your training.
Now that you’ve gotten your employee database setup and your employees entered, it’s time to start building an employee training history.
Decide how far back to go
Building a training history for every employee will take a bit of time, especially if you have a lot of employees or long term employees. The first step is to make a decision on how far back you want to enter their history:
- All the way back to when an employee was hired
- Back a few years
- Back to the beginning of the current year
- Only new training as of today
Each option has its pros and cons. More history will take more time and effort but you’ll have a much better picture of an employee. Shorter or no training history can be entered faster but you’ll be limited with what you can view and how good your metrics will be.
On thing to remember is that you can start with a shorter timespan and then add to their history when you find the time. E.g. start with one year of history, go live, and then add another year.
Collect your documentation
Once you’ve decided how far back to go, you need to collect all of the documentation on their training. If you’ve been keeping electronic records this will be easier but even paper records could work too.
Depending on how much documentation you have and how it’s formatted, you might need to break up the collection into stages. Perhaps you start collecting the current month’s training, enter it into the training tracker, then put the document into storage, and start over with the month before.
Enter the training
When entering all of the training, your goal is to find some process that works for you. You’ll want to systematically go through each piece of documentation and enter it once and only once. Depending on your organization scheme, this can happen in a few ways:
- You can go employee-by-employee, where each employee’s history is entered at all once. E.g. Alice’s entire training, then Bob’s.
- You can go training-by-training, where a training document is matched up to a specific employee and then discarded.
- You can prioritize specific departments and work on their employees first.
The hardest part of this will be to make sure that you’re keeping track of each training document and if it has been entered or not. If new training is happening while you’re entering past training, make sure you enter the new training right away or file it so it can be entered.
Once you’ve completed entering everything, you’ll have a training history for every employee. Next we’ll talk about how to manage the day-to-day training.