Outsourcing Training: What You Need to Know to Make the Right Decision
Written by
Dorence Ken G. Sazon
Dorence is a passionate content writer with over 3 years of experience in the industry. He loves penguins and he grinds in MOBA games in his free time.
Deciding on the right kind of training for your employees can have a huge impact on the success of your business. With the abundance of options available, how do you know which one works best for your organization? Hiring an external training service may seem like a desirable solution, but it is important to think through the pros and cons thoroughly before making that commitment.
According to Smallbiztrends, 70% of employees would consider leaving their job given the opportunity to work somewhere else which puts resources into the learning and development of employees. So it’s natural that investing in these areas can often keep people around and make them happy, as well as attract the best talent that can make or break your business.
With that in mind, let’s explore outsourcing training in-depth and provide you with the necessary info to decide whether or not it’s suitable for you.
Cost Considerations: Analyzing the Overall Costs
As a business owner, you want to make sure that the decision you make is financially sound and will help you reach your goals. You’ll need to analyze the overall costs associated with outsourcing training to determine whether or not it’s right for your business.
This includes taking into account the cost of materials and resources needed for training, as well as any additional fees associated with outsourcing services. Additionally, you’ll want to consider the costs associated with recruiting and onboarding new employees or contractors if they are hired through an outsourcing service. It’s important to remember that while outsourcing training can potentially save money in the short term, it may not be a cost-effective solution in the long run if the quality of training is not up to par.
Finally, when looking at costs, don’t forget about intangible factors such as lost productivity due to employee downtime during training or potential customer dissatisfaction due to a lack of knowledge and expertise when dealing with customers. These are all things that have an impact on overall costs and should be considered before making a final decision about whether or not to outsource your training program needs.
Quality Control: Ensuring Quality and Consistency
Ensuring quality and consistency in the results of training programs can be difficult to manage if there are multiple people or organizations involved. Workforce management software, such as time-tracking systems and workflow automation tools, can help streamline processes so that course creators and trainers know their work is meeting the highest standards.
Quality assurance protocols should also be established for any outsourced training program, allowing trainers to get feedback about how well their work is being received and make necessary improvements. This will also provide a way for trainers and course creators to measure their success in improving participant learning outcomes over time.
By investing in workforce management software and establishing clear quality assurance protocols, you can ensure that your outsourced training program meets the highest standards of quality and consistency.
Tools & Technology: Identifying Necessary Tools for Successful Training Delivery
Different types of training require different sets of tools. For example, if you are providing virtual or online training, then you will need video conferencing software and webinar platforms, as well as additional hardware such as projectors, cameras and microphones. On the other hand, if you are providing in-person or classroom-based training, then you will likely need different physical materials such as whiteboards and markers.
Your choice of technology also depends on your budget, since some technologies cost more than others. It is important to identify which tools will best serve your needs while staying within a reasonable budget. Additionally, you will need to consider the skill level of your trainees when choosing tools. Some technologies are more user-friendly and intuitive than others, so it is important to find a balance between functionality and ease of use.
Make sure to consider that today’s new normal also involves a hybrid-first strategy for employees. With more than 15% of workers being fully remote, you’ll want to ensure that you have the right equipment management solution in place to manage the delivery, tracking and recovery of the valuable company equipment you provide to employees.
Finally, it is also important to make sure that the technology you select is reliable and secure. Make sure that any platform or software system you choose has proper security protocols in place, as well as a good track record for reliability. After all, the success of your training program depends on having access to quality technology that works seamlessly with other components.
By carefully considering these factors before selecting specific tools and technologies for your training delivery needs, you can ensure that your outsourcing training project runs smoothly from start to finish.
Accessibility & Availability: Examining Flexible Options for Trainees and Trainers
When outsourcing training, accessibility, and availability should be taken into account. With external trainers, they may not always be able to be onsite like with in-house training. This means being flexible to make sure trainees can easily access the training materials and that the trainers have enough time to do their job.
Trainers who offer virtual options may find it simpler to work with long-distance trainees. That could be through virtual meetings, video conferencing, or other digital methods. Plus, trainers should think about providing flexible training times so trainees can squeeze it into their hectic schedules.
It may be beneficial to consider various other choices for instructional practices, such as virtual courses, applications, and electronic books. This could lead to a more attainable type of education for everybody involved, and provide trainers the opportunity to interact with a larger range of people contained within the organization.
Finally, when outsourcing training, companies should consider if any obstacles might impede accessibility and availability. A few things like cost, language issues, and tech access could be potential problems. Knowing about these potential issues sooner than later will help make sure everyone involved can properly use the training.
“Utilizing digital tools such as virtual meetings and video conferencing has been an unparalleled breakthrough in enhancing training accessibility for marketing managers like myself. By providing flexible training schedules, we can cater to the busy calendars of trainees and guarantee that they receive the necessary training.
Furthermore, we employ virtual courses, applications, and electronic books to ensure that education is within reach of everyone involved.” says Harry Johns White, marketing manager at NBABlast
Risk Management: Assessing Potential Risks
When assessing risk for an external training program, you need to look at how reputable the provider is–are their accreditations up-to-date, can they give you what you need, and how soon can they finish the training? You should also find out more about the trainer, their qualifications, and if they have any data on past performance.
It’d be wise to look into the financial risks associated with outsourcing training, like how much it costs, any refund rules, and how disruptions could affect the bottom line. In case external training providers use email to connect with participants, ensure they use the SPF record checker and take other steps to avoid email security threats.
When it comes to training, it’s important to be aware of any data security risks that could arise. This means assessing the chance of data breaches and data loss which could be caused by the external training provider’s weak points – basically, any chinks in the system that could be exploited. Employers should also be aware of physical security threats, such as employees having access to unauthorized spaces or access to the office after hours. This is why access control is important for any office, large or small, to protect physical office spaces and access to sensitive data.
Finally, you should try to anticipate any legal risks that could come with outsourcing training. These could include finding out if the provider is compliant with labor laws or whether they’re liable for any claims of negligence.
Cultural Competence: Addressing Language, Cultural, and Other Sensitivities to Ensure Effective Communication
Understanding how to interact effectively with a global audience is essential for any organization considering outsourcing training. Cultural competence — the ability to address language, culture, and other sensitivities — is key to ensuring effective communication within a multilingual and multicultural environment.
When you hire a remote team and provide them with outsourced training, it is important to recognize any language or cultural preconceptions that may affect how people understand, interpret, and apply the information they have been given. Different cultures can bring different expectations and assumptions, and influencing these expectations can be essential in making sure that the training information is received accurately.
The selection process requires that the organization communicates its expectations to the outsourced provider, including their expectations for cultural competency. Cultural competence should be addressed not only in the training curriculum, but also in the hiring of personnel who possess the skill set for effective communication, and who can adjust to the diverse range of cultures, languages, and other sensitivities.
When all involved parties are aware of the cultural differences at play and understand how to address them, misunderstandings are less likely to occur. By addressing language, culture, and other sensitivities, companies can ensure that the instruction and communication are accurate and reliable.
Privacy and Security: Ensuring Appropriate Protection of User Data
Organizations should think about where their training provider is keeping user data. If it’s an outside server, they should check who’s got access to it, what for, and for how long. It’s a good idea to examine the server to make sure the safety measures are up to scratch and to think about what might happen if the server gets targeted by attackers.
Organizations need to figure out how to securely and dependably transfer data, like whether it’s encrypted, stored, and defended from potential threats. Particularly when dealing with confidential data like financial records, medical docs, and other personal details that are being exchanged with someone outside the company, encryption is key.
Organizations should make sure the training provider is down to sign a data processing agreement that outlines the regulations for gathering, storing, and using user data. It should also clarify the details for securely deleting user data when the partnership with the organization ends.
When considering which training provider to go for, organizations should examine their privacy and security policies closely to make sure that user data will be well looked after. To be extra sure, verifying that the provider follows the rules set out by the GDPR and other relevant regulations, as well as making sure that the data processing agreement is in order, can provide confidence that user data is adequately safeguarded.
Supporting Documents: Examining Necessary Documentation
Organizations should make sure they have a comprehensive understanding of the internal rules, procedures, and control frameworks they currently have in place to make sure any sensitive information they handle while outsourcing is secure. It’s a must that they also establish a Statement of Work – an agreement that explains all of the functions, duties, and deadlines of the training program involved – to guarantee the success and security of the training.
If you want your outsourcing training to be successful, non-disclosure agreements, contracts, and service level agreements are pivotal. Non-disclosure agreements are especially important in any training that deals with outsourcing, as they’re used to safeguard key data, such as training content and information related to the organization’s team. The contract covers how services will be delivered and managed, while the SLA establishes the quality of the provided services.
If you don’t have the correct papers all sorted out, outsourcing training could be tough. It’s really important to take the time needed and make sure you get it all squared away with the paperwork – it will be well worth it in the end.
Regulatory Compliance: Ensuring Your Program Meets Relevant Laws & Standards
Organizations need to be aware of applicable laws and standards when developing their training programs. Depending on the country, specific regulatory requirements may apply that must be met in order for a program to remain compliant. For example, many countries have regulations governing health and safety instruction, as well as those related to workforce diversity and equal opportunity.
It is important to understand what type of training needs to be provided and how it must be conducted in order for the organization to remain compliant.
Conclusion
When approached the right way, outsourcing training can provide a ton of advantages for businesses. Before you start, carefully examine the company’s needs, the external provider’s credentials, and the topic you’re dealing with. Outsourcing training can save you heaps of time, cash, and initiatives, but it pays to do your research and comparisons before you move forward. Make sure you choose wisely.
More about Business Planning
