Compliance training – next step: Taking control!
When it comes to compliance training the focus is often on user engagement. However, if you're the one responsible for this type of training you know that there are two sides to making it a success in your organization. In last month's blog post we provided some tips on how to eliminate the glazed-over eyes and barely suppressed groans from employees when compliance training is brought up.
Time for the next step: measuring the impact of training on the administrators' side and proving its effectiveness to upper management and key stakeholders. This is not only crucial internal knowledge, but a requirement from outside entities, as companies are often audited by external organizations to ensure that they meet industry standards and are compliant with the associated regulations.
For example, the US Department of Health and Human Services (HHS) is stringent about enforcing HIPPA Privacy and Security Rules. Failure to comply can result in civil and criminal penalties, including up to $50,000 in fines or more. Similarly in Europe, General Data Protection Regulation (GDPR), which becomes enforceable on May 2018, can lead to significant fines if non-compliant. Here is what you can do to prevent unwanted fines and make administrating compliance training effective and streamlined:
Track your progress & increase completion rates
Tracking employee progress is essential. Metrics used to monitor training results help demonstrate improvements once it has been completed. With the right Learning Management System (LMS) you can lessen the administrative burden through notifications about non-compliant users, as well as automatically notifying all employees about refresher training and more. This frees up more time for trainers, allowing them to focus on coordinating with managers on more strategic learning.
Share your success
As an administrator the next vital step after tracking learners is the ability to easily create reports showing current training and completion rates. This will allow you to show proof of compliance by summarizing progress or completion to management, and organizations like the HHS. In addition, being able to archive tests, test results and compliance acknowledgements is crucial to support audits.
Stick to a familiar environment
Is your organization already using Office 365 or SharePoint? Why not integrate a system that fits right into that familiar environment? Select technology that will scale to support future solutions without having to introduce new systems or make additional investments.
Find your way around
This might seem like a no brainer, but not all systems are as easy to use as explained on vendor websites. Make sure to get a demonstration with a free test run of the system to ensure it fits your needs and truly eases your process. LMS ease-of-use can really take your safety and compliance training to the next level. It enables the true experts in your company - the front-line managers and SMEs - to help build and deliver training as creating a learning module, the building blocks of a course, is so easy to do.
Tie in competencies and job development
Your learners will be more motivated to get training done if they feel like they are directly benefiting from the time they are investing. Besides required training, throw in some optional courses that will allow them to develop the skills needed to be successful in their line of work.
We mentioned this in the previous blog post, yet the importance of communication cannot be stressed enough. Applying a LMS system with the above-mentioned features will ease your administrative process and leave you with more time to get the message out to your employees to make your program stick and, over time, ensure a culture of compliance and ethics within your organization.
The need to comply with regulations related to health and safety, among others, will not become less relevant and will remain crucial to every organization. However, by following our suggestions you can take control and move your organization towards a compliance process that is current, relevant and easily-accessible, as well as cut down on costs along the way!
More information about compliance training