Many organizations provide training to their employees that is essential for making sure their tasks can be executed safely, efficiently, and correctly. A lot of organizations have many things they need to worry about throughout the course of a day, and manually sending out training and certification expiry reminders shouldn’t be one of them.
A lot of these certifications have expiry dates and organizations need a way to manage them, as they could be different for each employee. Many organizations have a manual process where they need to individually contact each employee to let them know when their certification is expiring and when they need to re-certify. Having a manual process for this is simply inefficient, which is why an automated solution should be implemented. Check out this blog if you’d like to learn more about how you can implement an automated training and certification expiry reminder solution.
In this blog, we will go over three of the biggest benefits of switching over to an automated solution.
Centralized Information
Many companies use a spreadsheet to manage training information. This can be an effective management strategy if you have a small number of employees, but this spreadsheet will soon become extremely hard to manage once you expand.
The solution to this issue is to have all your information in one spot where you can easily scroll the data and find specific information. When you set up an automated training and certification expiry reminder solution, the first step is to build your employee database. To build the database, you have two options. The first option is to directly import all your existing staff information into the new database.
The other option is to get each employee to fill out a digital form. The form is connected to the database, which makes the process much easier since all information will automatically get placed in the database.
Reminder Timelines
The next benefit of automating the training and certification expiry reminder process is that you are given the chance to create your own timeline. A reminder timeline consists of a set of automated reminder messages that certain staff will receive. You can customize the timing of these reminders, so you can send them whenever you would like. For example, an employee could receive a reminder one month before their certification expiry, one a week before the expiry, and a final reminder a day before.
Having this timeline built into the reminder process eliminates the need to track when each employee’s training expires. As the staff completes training, they can simply confirm this by responding to the reminder message. They will be able to click on a link in the message, fill out a form and update their training re-take/completion date.
That date will be updated in the database so the solution can send automated training re-take reminders on appropriate days in the coming years.
Fewer Manual Tasks
The final benefit of an automated reminder process is that it simply decreases the number of manual tasks that employees must complete. Managers are usually the ones that deal with training confirmations, and they already have a big workload. If managers no longer need to handle training management, this will free up more time for them to work on the other tasks they need to complete.
Interested in an automated training and certification expiry reminder solution?
If you are interested in automating your training and certification expiry reminder process, look no further than SimplyCast. Here at SimplyCast, we have created a solution using our suite of tools that can be used by any organization that wants to improve the efficiency of their training reminder process.
SimplyCast is an ISO 27001:2013-certified company with data centers in the USA and Canada. This means we can assure you that your confidential data is safe on our secure server and the messages you transmit are completely encrypted.
Click the button below to request a free demo and see how you can use our training and certification expiry reminder solution.
