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on-the-job training management

The role of HR software in on-the-job training management

from  February 7, 2022 | 5 min read

On-the-job training (OJT) programs aren’t only designed for college students so they can build essential job skills and gain real-world experience. Most companies also implement these to help new employees adapt to their workplace practices and procedures.

Depending on what the job requires, OJT may take around a few days or weeks to complete. Newly hired staff often start by overshadowing other team members—watching their everyday routine and learning to finish tasks with supervision.

With the many things a fresh graduate or new employee should learn, it may be hard to keep tabs on everything—but not if you have HR software in place. Several human resource solutions come with training management systems that let you monitor your new hires’ progress.

Before we take a look at how HR technology can help with on-the-job training management, let’s first discuss the value OJT brings to your business.

What is on-the-job training?

On-the-job training is an essential part of every company’s employee’s onboarding and development. It’s used to impart the necessary skills, knowledge, documents, tools, and equipment needed for workers to perform their duties effectively. 

While OJT usually happens at the workplace, some hybrid teams conduct training virtually. The latter doesn’t have that much difference, except that the training takes place online and not face-to-face.

Here are a few advantages of on-the-job training:

  • It gives employees first-hand experience of the job
  • It offers employees individualized attention and mentoring
  • It teaches employees to adapt to change and embrace flexibility
  • It enables companies to save money and resources over time
  • It helps organizations create an empowered workforce
  • It allows businesses to recognize staff incompatibility early

How HR software streamlines on-the-job training management

1. Paperless recordkeeping

Human resources management systems (HRMS) function as a comprehensive employee database. The software keeps all essential data from employees’ identification to job responsibilities, certification requirements, training, and more.

Since all training-related data is stored electronically or in the cloud, training managers wouldn’t worry about losing paper records. It’s easier for them to keep an eye on progress whilst saving time on manual processes and reducing paper costs or usage.

2. Ease of monitoring

On-the-job training programs are designed to acquaint new employees with the job, close skill gaps, and strengthen hard skills, among other things. OJT involves a lot of processes—and capturing every detail is paramount for businesses small to large.

Unlike paper-based management systems, HR software solutions allow you to oversee the whole training and development conveniently. There’s no need to scan through paper piles and disparate sheets as the HR tech shows your employee competencies in just a click.

Most HRM applications also come with built-in reminders. Managers can send automated alerts and reminders to keep employees informed all the time and to ensure the completion of their learning activities.

3. Data-driven decision making

Collating paper records across multiple departments is both time-consuming and exhausting. The bad thing about this is that you may end up spending more time gathering data than interpreting them.

With HRMS, you can easily view consolidated employee training data without the complications of the manual routines. It gives you a quick snapshot of training across your organization, allowing you to identify and fill development gaps an employee may have.

Examples of insights the HR systems provide are related training employee activities, 360-degree feedback, completed eLearning courses and certifications, individual goals, assessment scores and more.

Improve your bottom line

Employee empowerment is one of the many ways to increase your bottom line. Exposing your employees to relevant training and development programs equips them with essential skills and teaches them business acumen.

However, like many other initiatives, on-the-job training doesn’t always guarantee success. You must take note of three processes to ensure your employee training isn’t doomed to fail—implementation, management, and monitoring.

The good news is that human resource management software like Unit4 Prosoft can guide you in each step. Our HR technology helps businesses transform their eLearning, manage company-wide learning paths, and monitor their training efforts.

Are you looking to get started with employee training management? We got you covered! Contact a Unit4 representative today, and we will provide the best HR solution for you. 

Unit4 Prosoft

Unit4 Prosoft have been serving customers in Asia for 30 years and is trusted by over 1,000 businesses across the APAC region in the manufacturing, healthcare, retail, construction, and professional services industries. Unit4 Prosoft HRMS has modules that support every aspect of your HRMS programs and allows you to manage people’s entire hire-to-retire cycle with a central control center and database. Your people get the flexibility and freedom to have what they need—how, when and where they need it.