So it’s time to implement online compliance training in your organisation. The thought can seem a little overwhelming. The key is to implement in stages, not all at once.
There will be many lessons learnt when you implement online compliance training – lessons which allow for updates and improvements as each stage in the implementation process is completed. So let’s consider an easy seven-step process to rapidly implement online compliance training.
In addition, using the links below you can watch a series of 2-4 minute videos which demonstrate how to implement online compliance training in the Tribal Habits platform for an example organisation called One Tree Co. One Tree Co moves through these steps over a 45 minute period and in that time implements online compliance training pathways for 175 employees and managers in multiple locations.
Step One – 2 mins – Set up your new online compliance training platform
Your first step in the process is to set up your new online training platform. For modern online training platforms, this should be a relatively simple matter. The platform is hosted in the cloud, so no deployment or installation is required. No downloads should be required either.
Ideally, there are no set-up or implementation fees either, since setting up a new organisation in a cloud-based online training platform typically takes just a few minutes. Your major decisions will be on some brand logos and colours and your primary administrator details.
If your organisation utilises single-sign-on, you could also choose to integrate with your SSO provider at this step or do that later. For maximum compatibility, you could also elect to provide your IT department with any URLs or email addresses from your platform which they may need to whitelist (if your internal IT security is particularly fussy).
Step Two – 5 mins – Import ready-made compliance training
In this example, we are going to focus on some early wins. We want to get the platform initially in use without creating too many difficulties. It’s also important we see the platform well used and have useful data to report quickly, to reinforce the value of the online training platform and build support for additional stages of implementation in the future.
We would typically recommend you, therefore, start with online compliance training. This training can be imported from the compliance library in your online training platform (ensuring it is approved by Australian lawyers). It most online training platform, this process should take just a few minutes.
The imported online compliance training should appear in your organisation’s branding too which will boost engagement and reinforce the importance of the compliance training (check with your online training platform to confirm this rebranding process occurs).
Step Three – 10 mins – Prepare a custom online compliance training module
For the initial roll-out of your online compliance training platform, it can be useful to include one relatively simple customised online training module. This is a chance for you to test out the online training creation tools in your platform.
The simplest choice here would be a short topic on a compliance policy in your organisation. The topic can present your policy, capture the acceptance by your employee and then (optionally) ask 5-10 quiz questions to confirm their understanding.
This should be an easy process in a modern online training platform. In Tribal Habits, for example, you would simply copy the ‘Compliance policy acceptance’ module from the Template Library and then fill in the blanks. You could then request your free review by a Tribal Habits training expert.
Step Four – 3 mins – Create some online compliance training pathways
The next step is to organise your imported and custom online training into some training pathways. Pathways group together modules into a single experience. Pathways make enrolments much easier since you only need to manage enrolments into a single pathway rather than many modules.
Pathways are also easier for employees since it is clear that they must complete a series of modules to finish this training exercise. It becomes a ‘to-do checklist’ which is intuitive and engaging.
You might create separate pathways for employees and managers, as well as pathways for compliance and induction. In this case, two pathways of compliance modules and policies for both employees and managers might make sense.
Step Five – 5 mins – Set up automated administration functions
Now you are ready to make your administration easier. Your online learning platform should contain a number of features which can automate the ongoing management of your employees in their online training.
- Automated due dates – You should be able to set due dates for both your modules and your pathways based on either specific dates (e.g. the due date for all compliance training pathways is set as 30 June regardless of the date an employee joins the organisation) or dynamic dates (e.g. the due date for each module is set as seven days from the date the employee starts each module).
- Automated notifications – You should be able to have the online training platform automatically send email notifications to employees as they are enrolled in pathways. Ideally, their manager should also be notified so they can help manage the employee through the process.
- Automated reminders – Finally, you should be able to activate automated reminder emails for employees, both in advance of their due date and after their due date. Ideally, their manager should also be notified when they are well overdue.
Step Six – 10 mins – Set up custom user-profiles and prepare data
We are almost ready to upload and enrol your employees. Before we do that, go into your online training platform and set up the data you want to record for each employee. You should be able to add things like location, role, team or any other useful demographic information.
These fields can be later used to help segregate employees for improved reporting, data analysis and enrolment options. Once you have your data fields set, download a CSV template from your online training portal to populate with employee information.
Step Seven – 2 mins – Enrol employees to implement online compliance training
You can now upload your employee spreadsheet AND enrol employees into their compliance training pathways at the same time. That should trigger your automated notifications and due dates. At this stage, your initial implementation is complete.
You can allow some time for employees to undertake their training. As a next step, you can start to review training data, quiz answers, success rates and employee feedback while contemplating the next step in your implementation process!
If you enjoyed this article, be sure to check out our ‘Online Compliance Training – The Ultimate Guide’!