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Day 6: Identify Training Requirements

One of the most important yet underestimated parts of every implementation is training. Most likely your training budget has been influenced in some way by the budget for software and implementation services. In fact, quite often the training budget consists only of the scraps of these two. If you are short of money, cut the training budget.

Do you recognize this?

Training is a major stakeholder in the implementation process of an Integrated Workplace Management System. Top-class training programs often lead to desired systems usage, maximizing the performance of the IWMS within the organization. But although most Facility and Real Estate Managers acknowledge the importance of training, they don’t invest in it as much as they should.

In the 31 Day Challenge to improve your IWMS implementation you should pay attention to your training program therefore, today’s task is about Identifying Training Requirements in your organization.

Today’s teaching

The term training refers to the acquisition of knowledge, skills, and competencies as a result of the teaching of vocational or practical skills and knowledge that relate to specific useful competencies. Wikipedia

Benefits of training

So why should Facilities Managers and Real Estate Managers, that have an Integrated Workplace Management System in place, invest in additional training programs?

Although numerous benefits exist, the most important ones include:

Reduced Errors

Employees have to learn how to use the IWMS in an optimal way. If they have been trained properly, they will significantly make fewer mistakes than other employees. Reduced errors will immediately impact your bottom line.

Increased Productivity

As the staff reduces errors they will also increase their productivity. Increased productivity is a major cost saver.

Increased innovation in strategies and products

If you have trained your key users properly it is most likely that these key users will ultimately be your sponsors of the IWMS. High Quality training programs will empower those who take their training seriously, and these employees will lead the way in new innovations, processes, etc.

Increased staff retention rate

Employees that have been trained properly can better cope with the hectic challenges of every day life in the IWMS arena. If your staff can better cope with hectic situations, they are less likely to switch jobs. This has a direct impact on the retention rate.

Increased motivation

Training has a direct impact on the motivation of employees. If an employee feels exploited by the organization his motivation will be lower than if he/she experiences genuine interest in the personal development. Motivated employees help you through the darkest times.

IWMS Training

Training in the domain of Integrated Workplace Management Systems can be divided in three major types:

1. Functional training

When people think about training, this is in most cases what they are thinking about. A specific training designed to train one or more particular aspects from within the functional domain of an IWMS.

E.g.

• How to plan a move request for Space Planners, MAC Coordinators
• Adding trouble tickets for Service Desk Employees
• Conference Room booking training for Management Assistants.
• Etc.

By default, the functional training is aimed at providing a differentiated group of stakeholders with functional and operational knowledge by hands-on training.

In most cases this will be done at the customers’ site however, some IWMS vendors offer training programs in their training centers. What’s more, most IWMS vendors provide online training courses that are accessible for customers only.

2. Technical Training

The second type of training is the technical training. As with most enterprise solutions IT plays a significant role in every IWMS implementation. The IT infrastructure is the backbone of the IWMS therefore, technical skilled staff has to be trained properly to be able to support your implementation.

Technical training can be roughly divided in:

a. Installation / Upgrades

These training programs are particularly aimed at providing knowledge about installation of the software solution. It is not limited to the initial installation as IT-staff to do upgrades as well. I have seen quite a few customers that outsource these types of activities to IT Service Providers, or to the IWMS vendor.

b. Customized Development

These training programs are aimed at providing knowledge about the customization options of the system. Mostly it is about adding business logic, workflows or specific calculations to the IWMS which is not off the shelf.

3. Application Management Training

This third type of training is aimed at enhancing the quality of the application managers of the IWMS. These employees can be the same individuals as the functional application managers however, in large organizations functional and application management are two separated disciplines.

Today’s Task

Employee Training is important when you want to improve your implementation of your Integrated Workplace Management System. Therefore, in today’s task you will focus on training. To be a little bit more specific, you will initially focus on the need for training.

You will collect the training need in a Microsoft Excel (or similar) spreadsheet per group based on the type of training. I would suggest something like this:

If you complete this for all staff involved in the project, you will have an excellent starting point for setting up your training program.