This post starts to describe how to setup and use training tracker software. I won’t cover the reasons why you should track your training or the business cases for it, those can be found in other posts. Instead, this post and series will describe the how process of tracking your employees training. I’ll be using ChirkHR as the example but the concepts should work with any other training tracker.
Who are your employees
(I’ll be using the term employees throughout this series because it is an easily understood term. If your organization uses a different term, such as members or associates, feel free to think of that whenever you see employees).
The first step to track your employee training is to define who your employees are exactly. They are the most important part of a tracker system, without them you couldn’t track anything else.
Since employees are such a vital part of the system, the first thing you’ll need to do is to enter their information. Each training tracker is different in what information it needs and how much is required. With ChirkHR, only the employees name is required, the rest can be added later on.
Adding each and every employee can be time consuming, but luckily it will only happen once at this scale. After the tracker is up and running, you should only have to add a new employee when they are hired and archive old employees when they leave.
Some training trackers provide a way to import your employee list. This can be an amazing time saver if you have more than 20 employees, but make sure the import process isn’t too time consuming either. You will have to type up the employee’s data somewhere, either directly into the training tracker or into Excel to import it. ChirkHR allows you to import from a CSV file, which is a format based on Excel. So instead of having to enter each employee in the website, you can enter them into Excel, export the CSV file, and import it into ChirkHR.
Another option which is possible with the import is to have the vendor create your import file for you. You’ll have to find a current employee list from someplace but this could save you a bunch of time if the vendor offers it.
Updating employee data
Once you’ve added all of your employees, the next step is to regularly go through the list and make adjustments as their information changes. The most common example is if an employee gets a promotion and their title changes. These updates should be quick and easy to make as you’ll be doing them regularly.
One thing that will work good is to schedule a time regularly to make all updates in one batch. Weekly is usually a good frequency but you’ll have to see how often your organization changes.
This post describes how to manage your employee database in a training tracker. Next I’ll write about how to categorize and organize your training for each employee.