12 Ways to Administer Instructor-Led Training with an LMS

12-ways-to-administer-instructor-led-trainingWhen many people think of learning management systems, they think of “online training” or e-learning courses.

But what many people don’t think about is instructor-led training, classroom-style training, face-to-face training, weekly safety meetings, and similar things that happen when people are working together to learn.

But you CAN use an LMS to administer instructor-led training, and doing so makes life easier for training administrators and for average employees as well.

In this article, we’ll look at some examples of how you can  use an LMS to administer instructor-led training and show how doing so makes work easier and more efficient.


How to Administer Instructor-Led Training with an LMS

How can you administer instructor-led training with an LMS, you ask?

Isn’t it impossible to use an LMS, a tool for online learning, for face-to-face, instructor-led, classroom-style training?

Nope, it’s not.

In fact, an LMS is a perfect tool for administering training as a blended learning solution. Not sure what blended learning is? We recommend you back up, click that link you just whizzed by, and read the article. Even better, download the free blended learning guide.

But, to condense the basic point into a few words, blended learning solutions provide training to people in many different training methods–e-learning, instructor-led, written materials, videos, webinars, task-based training in the field, job shadowing, following, and/or mentoring, online quizzes, and more.

And you can use an LMS to administer all that training (not just the e-learning). You can assign it all. Your employees can see a list of everything that’s been assigned. You can give people credit for completing it all. You can run reports on it all. You can store records of completed training for all the training.

So sure, you can’t use the LMS to deliver instructor-led training to your workers the way you can with e-learning. Your workers can’t complete instructor-led training online (unless you set it up as a webinar). But you still can take advantage of all the other administrative benefits that save so much time, effort, and money, and that make your training program so much more efficient and comprehensive.

So, let’s take a look at some ways you can do this.

Structuring Your Instructor-Led Training

An LMS will allow you to create instructor-led classes with different “structures.” What does that mean, you ask?

It means the class may include one or more session. And it means the class may have only one instance of each session, or it means the class may have multiple instances of each session.

Let’s make that even more clear by sketching out some examples.

Different Class Structures In Your LMS

  • One session, one instance–Have some employees come together one time for instruction. Send them on their way when it’s done. That’s it.
  • One session, more than one instance–Have different groups of employees come at different times/places to hear the same thing. This works well when you want to deliver a single training message but can’t deliver it to a large group of employees at the same time.
  • Multiple sessions, one instance of each session–Have the same group of employees come to several different sessions of instruction spread out over time (for example, one class a week for five weeks). Works well when you need to train a small group of employees a topic that takes more time than one session will allow.
  • Multiple sessions, with more than one instance of each session–Spread instruction out over several sessions (for example, a five-session class that meets once a week) and have each of those sessions include two or more instances (so a group of workers can attend session one on Monday and a different group of workers can attend session two on Tuesday.

Here’s what that might look like in an LMS:

Class Screen

Scheduling Your Instructor-Led Training

Use the LMS to specify the date and time that your class will be held (or, if it’s a multi-session and/or multi-instance class, as described above, specify the date and time of each session and instance).

This date and time information is sent on to employees who are later assigned to attend the class. It’s also visible to other LMS administrators who may be scheduling their own class.

Here’s how that might look in an LMS:

Class Date and Time

Specifying the Location of Your Instructor-Led Training

You can also schedule where the class is going to take place. Conference room A, the training room, an offsite hotel, a third-party training consultant, an OSHA or MSHA regional office, or anywhere else.

You create a list of places where classes can be held–it’s as easy as clicking “New,” entering some information, and clicking “Save.” Then you can select a location when you’re creating a class.

Here’s how that might look in your LMS:

Class Location

Allowing Workers to Self-Register for Different Sessions of Instructor-Led Training To Best Fit Their Schedule

If you want, you can assign workers to complete a class and, if the class has multiple sessions and/or instances, you can specify which sessions/instances each employee has to attend.

On the other hand, you can assign workers to complete a class but allow them to self-register for the different sessions and instances that they’d like to attend.

Creating this self-registration process helps to put the employee in charge of his or her training schedule. This provides more flexibility so that the employee can fit the training in around his or her work schedule. It also generally makes the employee feel more respected, self-empowered, and accountable.

If you do set up a class to allow self-registration, the employee that has been assigned to complete the class will be notified that he/she must self-register for the different sessions and instances. The LMS will “cap” registration for any session-instance at a maximum number of employees (selected by you).

The self-registration process might look something like this in your LMS:

Class Self Enrollment

Designating an Instructor for Your Instructor-Led Training

Not only can you create and assign a class in your LMS, you an also select an instructor.

If you’re creating a class with multiple sessions and/or instances, you can select the same instructor or different instructors for each session/instance.

Here’s what that might look like in your LMS:

Class Instructor

Assigning Instructor-Led Training To Workers

Once you’ve created a class in your LMS, it’s an easy process to assign various workers to complete that class.

What’s better, your LMS should make it easy for you to select one or more individual employee, or all employees in a given team, department, or site, or all employees in a custom group of your own creation, or to mix and match to create your assignment (such as 3 individual employees, one custom group, and two teams).

Here’s how that might look in an LMS:

Class Assign Class

Letting Workers See a List of Instructor-Led Training That’s Been Assigned to Them (Along With Other Training Activities)

Once you’ve assigned the class to the employees, they’ll be notified of the assignment and will be able to see the class on a list of their assigned training. Clicking on the class within the list of assigned training in the LMS will show them key details, such as date, time, place, instructor, and any other details you provided.

Here’s how that might look in an LMS:

Class See Assigned Classes

Giving Credit to Workers for Completing Instructor-Led Training

With an LMS, you can create a record of an employee completing a class with just a few keystrokes or mouse clicks.

What’s better, the LMS will give you the flexibility to create a completion record for one employee, for a selection or employees, for all the employees in a custom group or on a team/department/site, or however you want to slice and dice it.

Even better, those completion records are:

  • Saved indefinitely (you won’t have to worry about losing them)
  • All stored in the same central repository (say goodbye to a system of storing records in various spreadsheets, databases, and filing cabinets)
  • Easy to search for and verify

Here’s how that might look in an LMS:

Class Take Attendance

Storing a Scanned Sign-In Sheet After Instructor-Led Training Is Complete

Many work places pass out a paper-based sign-in sheet during a training session. Employees print their name, sign the sheet, and write down the date, and then employers store these sign-in sheets in a seemingly endless collection of manila envelopes in metal filing cabinets, often in different rooms at different ends of a large facility. All of which makes these records hard to manage and retrieve when necessary.

With an LMS, you can still hand out those paper-based sign-in sheets. And you can still collect those printed names, signatures, and dates. But what’s better is you can then scan that sheet and electronically “attach” the scanned sign-in sheet to the completion record you give to employees when they complete training.

The LMS will store that electronic version of the sign-in sheet indefinitely, and it’s no more than a few clicks of a mouse to retrieve one when you need it.

Here’s how that might look in an LMS:

Class Sign In Sheet

Running Reports to See Who Attended/Didn’t Attend Instructor-Led Training

One of the great things about having records stored in a computerized system is that it’s easy to run reports on them.

That’s no different when it comes to completion records stored for instructor-led training/classes within an LMS. And that makes it easy to see who’s done and not done with an assigned class.

Here’s how that might look in an LMS:

class attendance report

Running Reports to See If a Worker Has Completed Instructor-Led Training Along With Other Types of Training

Of course, you’ll probably use a blended learning solution for training at work. Meaning, you’ll assign workers to attend instructor-led classes but also to complete other forms of training, such as e-learning, written materials, task-based training completed in the field, and more.

So you’ll want to be able to run a report to see if someone has completed a series of training activities of multiple types.

And an LMS makes it easy for you to do that as well.

Here’s how that will look in an LMS:

LMS Qualification Report

Permanently Storing Records of Completed Instructor-Led Training

And finally, those records of completed training will be stored indefinitely in a secure, online location.

No need to worry about fire or floods. No need to worry about hauling records back and forth from a back closet storage area. And no need to worry about computer malfunction–the records are backed up repeatedly onto two different servers in two different cities throughout the US.

Wrap Up: That’s How You Administer Instructor-Led Training with an LMS

When many people think of learning management systems (or online learning), they think it’s all about e-learning courses.

As you’ve seen, though, an LMS lets you work with instructor-led training too. And even if the LMS can’t deliver the training for instructor-led classes directly online (unless you’re doing a webinar, which we’ll talk about in a different article), the LMS still provides you with tons of efficiency and power in terms of your training administration.

If this is nothing new to you, use our comments section below to share your experiences and insights.

And if this IS new to you, take a moment to consider expanding this new idea to other types of training, such as task-based training, written materials, and more. Because, yes, you can use an LMS to administer that type of training too. In fact, here’s another article that shows you more about what you can do with an LMS and “online training.”

If this article has made you curious to learn more, watch the 2-minute Enterprise LMS video overview and/or download the free LMS Buyer’s Guide Checklist below.

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Jeffrey Dalto

Jeffrey Dalto

Jeffrey Dalto is an Instructional Designer and the Senior Learning & Development Specialist at Convergence Training. Jeff has worked in education/training for more than twenty years and in safety training for more than ten. You can follow Jeff at LinkedIn as well.

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