{"id":3066,"date":"2020-08-25T09:10:13","date_gmt":"2020-08-25T09:10:13","guid":{"rendered":"https:\/\/www.empowerelearning.com\/blog\/?p=3066"},"modified":"2024-01-17T11:56:45","modified_gmt":"2024-01-17T06:26:45","slug":"how-to-manage-your-compliance-training-easily-and-effectively","status":"publish","type":"post","link":"https:\/\/www.empowerelearning.com\/blog\/how-to-manage-your-compliance-training-easily-and-effectively\/","title":{"rendered":"How to manage your compliance training easily and effectively"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Compliance training is about training employees on laws that apply to their work. You must train them to follow the applicable laws, regulations and policies. Failure to conduct such training can attract severe penalties from regulatory bodies. Both federal and state laws are strict on compliance training.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Yet so many organizations fail to train their employees. Why does it happen? Why is managing <a href=\"https:\/\/www.empowerelearning.com\/blog\/the-complete-guide-to-learning-management-system-part-2\/\">compliance training<\/a> so difficult?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u00a0Most companies cite the following three reasons &#8211;<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Inadequate resources\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Small training staff and\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Huge distributed workforce<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">We want you to probe deeper. You can resolve all three problems cited above with eLearning and a good learning management system. But are the above three really the only reasons that affect your compliance training program?\u00a0<\/span><\/p>\n<h2><b>Can you meet the audit deadline?<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Let\u2019s consider the following scenario. You manage compliance training for a large healthcare organization with offices in New York, Virginia and Texas. Suddenly, you receive a memo alerting you that an internal compliance audit would happen in three months. As per the memo, you must ensure training compliance within these three months.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Unfortunately, a pandemic has forced most of the New York workforce to work from home. On the other hand, travel restrictions won\u2019t allow you to visit the Virginia offices.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">How would you meet the audit deadline? Read on to learn how a compliance LMS could help you in a variety of ways to handle this tough situation.\u00a0<\/span><\/p>\n<h2><b>How to manage your compliance training easily and effectively<\/b><\/h2>\n<h3><b>Training completion overview report<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">First, you\u2019d want to find out which compliance training programs are still pending. Next you\u2019d want to know which offices, work groups, and work shifts are yet to finish their training. It could work even better, if you could find out the percentage of the workforce that\u2019s yet to complete a training program. This information would help you with\u00a0\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Prioritizing training programs, and<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Identifying supervisors you need to connect with.<\/span><\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-3067\" src=\"https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Course-Details-report-1024x390.png\" alt=\"\" width=\"770\" height=\"293\" srcset=\"https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Course-Details-report-1024x390.png 1024w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Course-Details-report-300x114.png 300w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Course-Details-report-768x292.png 768w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Course-Details-report-370x141.png 370w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Course-Details-report-270x103.png 270w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Course-Details-report-740x282.png 740w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Course-Details-report.png 1366w\" sizes=\"(max-width: 770px) 100vw, 770px\" \/><\/p>\n<h3><b>Email non-compliant users<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">You can also connect with all employees directly, and ask them to finish the training program assigned to them. For this, you\u2019d need to prepare the list of employees who have pending assignments, along with the list of what\u2019s pending. Once you have the information, you can email everyone the list of training that they need to complete ASAP.\u00a0<\/span><\/p>\n<h3><b>Non-compliant users report<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">This may appear to be a tiresome activity that would take hours to finish; even so, the timeline really depends on the learning management system that you use. Such a task could also be finished in minutes if your LMS support \u2013<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Creating a report of non-compliant users<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Emailing selected employees\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Moreover, the emailing feature should allow you to use tags that add the list of pending training courses into an email. If your LMS has such a feature, then all you\u2019d need to do is to schedule the email, the LMS would ensure that your employees receive the intimation of the training programs that they need to complete.\u00a0<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-3068\" src=\"https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Email-with-course-not-completed-1024x425.png\" alt=\"\" width=\"770\" height=\"320\" srcset=\"https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Email-with-course-not-completed-1024x425.png 1024w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Email-with-course-not-completed-300x125.png 300w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Email-with-course-not-completed-768x319.png 768w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Email-with-course-not-completed-370x154.png 370w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Email-with-course-not-completed-270x112.png 270w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Email-with-course-not-completed-740x307.png 740w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Email-with-course-not-completed.png 1366w\" sizes=\"(max-width: 770px) 100vw, 770px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">But, what if employees come back to you complaining that they cannot complete their training assignments owing to their workload! Under such a scenario, you should contact their supervisors explaining the urgency of the situation with the list of employees who need to complete their training immediately.\u00a0<\/span><\/p>\n<h2><b>Proactive approach to compliance training\u00a0<\/b><\/h2>\n<h3><b>Use Nagging emails\u00a0<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Although effective, the methods shared above are a reactive approach to compliance training. Your aim as a compliance officer should be ensuring training compliance from the beginning of the year.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Compliance officers should run non-compliance reports regularly for identifying employees who haven\u2019t finished their training. Schedule regular nagging emails for such employees.\u00a0<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-3069\" src=\"https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Non-compliant-Users-Report-1024x404.png\" alt=\"\" width=\"770\" height=\"304\" srcset=\"https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Non-compliant-Users-Report-1024x404.png 1024w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Non-compliant-Users-Report-300x118.png 300w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Non-compliant-Users-Report-768x303.png 768w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Non-compliant-Users-Report-370x146.png 370w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Non-compliant-Users-Report-270x107.png 270w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Non-compliant-Users-Report-740x292.png 740w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Non-compliant-Users-Report.png 1366w\" sizes=\"(max-width: 770px) 100vw, 770px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">For instance, you have 20 office employees at your plant in Huston, Texas. These employees need to take OSHA compliance training for office employees.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Use your LMS, and schedule monthly nagging emails for your Huston-Office-OSHA group. Every month, the LMS would tally the list of Huston office employees against courses assigned to them. The LMS would then send a nagging email to employees who haven\u2019t yet finished their training. Your email would also list the courses that the employees need to complete.\u00a0<\/span><\/p>\n<h3><b>Email Supervisors regularly\u00a0<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">You can also use this proactive approach with supervisors too. Use your LMS to schedule a monthly report of non-compliant employees. All supervisors should receive these reports at the beginning of each month.\u00a0<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-3070\" src=\"https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Scheduled-Reports-1024x397.png\" alt=\"\" width=\"770\" height=\"299\" srcset=\"https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Scheduled-Reports-1024x397.png 1024w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Scheduled-Reports-300x116.png 300w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Scheduled-Reports-768x297.png 768w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Scheduled-Reports-370x143.png 370w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Scheduled-Reports-270x105.png 270w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Scheduled-Reports-740x287.png 740w, https:\/\/www.empowerelearning.com\/blog\/wp-content\/uploads\/2020\/08\/Scheduled-Reports.png 1366w\" sizes=\"(max-width: 770px) 100vw, 770px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">The information would allow floor supervisors to schedule training into their shift plan for the month. This practice could help cut non-productive training hours resulting from unscheduled training. By following this process, you could also help boost the overall productivity of your organization.\u00a0<\/span><\/p>\n<h3><b>Set due-date reminders<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Another trick for tackling the issue of unscheduled training is to set up due-date training reminders for employees. Setup these reminders for as early at 90 days. Let the employee know that they have only 90 days left for finishing their training program. Send such reminders to them every 30 days.\u00a0\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Teams that manage multiple solutions may have to be trained to follow various regulations. Similarly, employees working on the same project but situated in different states would have to be trained to follow the state laws too. You can deal with the first case by assigning employees to multiple training groups. However, for the second case, you\u2019d need to train the employees for state laws that he or she must follow.\u00a0<\/span><\/p>\n<h3><b>Maintain training records<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The two scenarios aren\u2019t just complex in terms of assigning training, but they are complex in terms of recordkeeping too. Every regulation has different recordkeeping rules. Auditors might ask for a variety of reports \u2013\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">List of employees trained<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Proof of training\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">List of training assignments for a work-site<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">List of training assignments to an employee\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Total hours of training\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Your learning management system should be capable of handling such complex training and reporting requirements.\u00a0<\/span><\/p>\n<h3><b>Conduct training early in the year<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">You should always be proactive when it comes to compliance training. Ensure that all employees complete their training early in the year. You can achieve such a feat only with a compliance LMS. With an LMS designed for compliance purposes, you can free yourself from repetitive tasks, such as \u2013\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Nagging employees every week.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Reminding supervisors about non-compliant workers<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Sending compliance reports to your supervisors<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Filing weekly compliance and non-compliance reports.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Moreover, if an emergency training need arises \u2013 such as retraining in view of a safety incident \u2013 a compliance LMS would let you conduct retraining with least effort.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Besides, using a compliance LMS would help you save the time spent on adding new employees and scheduling them for training.\u00a0 It would also help you to refresh old content and add fresh training material.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Do you face any trouble with compliance training? How do you manage the training of your employees? Have you started using an LMS? How\u2019s your experience of using an LMS for compliance training? Please share your experience with our readers.\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Compliance training is about training employees on laws that apply to their work. You must train them to follow the applicable laws, regulations and policies. Failure to conduct such training can attract severe penalties from regulatory bodies. Both federal and state laws are strict on compliance training.\u00a0\u00a0 Yet so many organizations fail to train their [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":3071,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[5,138,140,139],"tags":[79,46,66,51],"class_list":["post-3066","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-education","category-elearning","category-empower","category-lms","tag-elearning-lms","tag-empower","tag-learning-management-system-lms","tag-lms"],"_links":{"self":[{"href":"https:\/\/www.empowerelearning.com\/blog\/wp-json\/wp\/v2\/posts\/3066","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.empowerelearning.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.empowerelearning.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.empowerelearning.com\/blog\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.empowerelearning.com\/blog\/wp-json\/wp\/v2\/comments?post=3066"}],"version-history":[{"count":0,"href":"https:\/\/www.empowerelearning.com\/blog\/wp-json\/wp\/v2\/posts\/3066\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.empowerelearning.com\/blog\/wp-json\/wp\/v2\/media\/3071"}],"wp:attachment":[{"href":"https:\/\/www.empowerelearning.com\/blog\/wp-json\/wp\/v2\/media?parent=3066"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.empowerelearning.com\/blog\/wp-json\/wp\/v2\/categories?post=3066"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.empowerelearning.com\/blog\/wp-json\/wp\/v2\/tags?post=3066"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}