Introduction
Visit training teams in industrial environments represents a major challenge for production managers and human resources. With the rapid evolution of technologies and working methods, keeping skills up to date becomes a necessity to remain competitive.
However, many plants still manage their training using unsuitable methods. Files Excel scattered, paper documents difficult to find, information stored in managers' memories... These approaches have serious limitations: lack of global visibility, difficulties in updating, risk of errors and considerable time spent on administrative tasks.
In the face of these challenges digitizing training management has become an essential solution. Dedicated training management software centralizes information, automates processes and provides real-time visibility of the skills available within the company.
I. The challenges of training management in industry
Compliance and traceability for audits
In sectors such as aeronauticsthe pharmaceutical or the food industryThe audit requirements are particularly stringent. Training management software keeps a precise record of all training courses attended and skills validated.
For example, during a ISO auditThis makes it easy to prove that operators have the qualifications required for their jobs. No more stressful searching for paper documents or Excel files scattered across different computers.
Maintaining and developing know-how
Industries are faced with retirements that can lead to a loss of critical know-how. This makes skills transfer a strategic challenge.
A training management software enables us to identify "at-risk" skills - those held by a limited number of employees or by people close to retirement. This visibility makes it possible to anticipate and organize the transmission of knowledge before it's too late.
Team versatility and flexibility
Modern industry demands more and more flexibility. Production runs are often shorter and more varied, requiring frequent changes to production line configurations.
Against this backdrop, the operator versatility becomes crucial. Training management software helps to visualize the level of versatility of teams and to identify training needs to improve this versatility. The aim is to have teams capable of adapting quickly to changes in production.
Anticipating skills needs
Good skills management means anticipating future needs. Whether it's the introduction of new technologies, changes in production methods or changes in product ranges, managers need to be able to identify in advance the skills that will be needed.
Training management software provides data and analysis tools enabling this anticipation. This makes it possible to draw up medium and long-term training plans, in line with corporate strategy.
II. Features of effective training management software
Digitizing skills matrices
Visit skills matrix is the central element of any training management software. It enables you to see at a glance who does what in your company.
Efficient training management software offers a dynamic, interactive representation of this matrix, with different levels of mastery for each skill (beginner, intermediate, expert). Filters can be used to refine the search by team, position or skill type.
The digitization of this matrix offers a major advantage: it is constantly updatedUnlike an Excel file, which quickly becomes obsolete. Each newly validated training course is immediately reflected in the matrix.
Real-time tracking of training and authorizations
The right software enables you to track the entire training process, from identifying the need to validating the skills acquired.
For each employee, you can view :
- Current training courses
- Completed training courses
- Acquired skills
- Regulatory approvals (working at heights, electrical approvals, etc.)
- Certification expiry dates
This real-time visibility enables managers to make informed decisions on the allocation of operators to different production workstations.
Automated deadline and reminder management
Clearances and certifications often have an expiry date. Without an effective tracking system, it's easy to forget to renew a clearance, which can have major consequences in terms of safety and compliance.
Training management software integrates automatic alerts who notify managers several months before the expiry of a certification. This means that refresher courses can be organized in good time.
Intuitive, field-accessible interface
The effectiveness of training management software depends largely on its adoption by users. A intuitive interfaceaccessible from a wide range of devices (computers, tablets, smartphones), encourages this adoption.
Operators need to be able to easily consult their own skills and training. Managers need to be able to quickly launch a training course, assess an employee or consult their team's skills matrix.
Accessibility in the field is particularly important in an industrial environment where managers spend little time behind a desk. Being able to launch a training course or validate a skill directly from a tablet represents a considerable time-saver.
III. Concrete benefits of training management software
Time savings for managers and HR
One of the most immediate benefits of training management software is that you can time saved by teams. Without appropriate tools, managers can spend up to several hours a week managing Excel spreadsheets, searching for information on their teams' skills or organizing training courses.
With dedicated software, these tasks are considerably simplified. The time saved can be reinvested in higher value-added activities: supporting teams, solving technical problems, continuous process improvement.
For example, the Shiseido site in Gien recorded a gain of 4 hours a week for division managers after digitizing skills and training management. This precious time is now devoted to supporting our teams in the field.
Reducing errors and risks
Manual management of training and skills exposes the company to the risk of errors. An operator may find himself assigned to a job for which he does not have the required skills, with consequences for product quality, productivity, or worse, safety.
Training management software considerably reduces these risks by providing a comprehensive reliable, up-to-date information on each employee's skills. Assignments can then be made with full knowledge of the facts, ensuring that each operator has the necessary qualifications for the job.
In addition, automated expiration dates of regulatory approvals (electrical, work at height, etc.) helps avoid situations where an employee continues to carry out activities with an expired approval.
Better visibility of available skills
Training management software provides overview available skills within the company. This visibility makes it possible to quickly identify :
- Critical skills" mastered by too few employees
- The versatility of our teams
- Training needs to develop new skills
- Experts in each field, who can act as trainers
This global view facilitates decision-making at both operational level (daily assignment of operators) and strategic level (training plans, recruitment).
Simplifying audits and compliance
Industries subject to strict standards (ISO, GMP, IATF, etc.) must regularly prove that their teams have the required skills. Without the appropriate tools, preparing an audit can take several days, or even weeks.
Training management software greatly simplifies this process. With just a few clicks, you can extract training history of an employee, check which operators are authorized for a specific position, or prove that mandatory training is up to date.
Some companies, such as Collins Aerospace, have cut audit preparation time by a factor of three by centralizing training data in dedicated software.
IV. Integration with other production processes
Link with planning and job assignment
Skills management cannot be considered in isolation. It must be integrated with the company's other processes, in particular the production planning and allocation of operators to workstations of work.
A complete software package integrates these different dimensions. At the planning stage, it becomes possible to check automatically that assigned operators have the skills required for the positions they are assigned. The system can even suggest assignments based on the skills available.
This integration optimizes the use of human resources, while ensuring that each position is filled by a qualified person. It also facilitates absence management unplannedby quickly identifying replacements with the necessary skills.
Connection to existing HR systems
To be truly effective, training management software must be able to integrate with existing HR systems: HRIS, payroll tools, time and absence management systems.
This interconnection avoids double entries and ensures data consistency between different systems. For example, information on absences can be automatically imported from the time management system, facilitating training planning.
Similarly, acquired skills can be taken into account in appraisal and remuneration systems, creating a direct link between training and career development.
Data analysis for decision-making
In addition to day-to-day management, training software provides valuable data for decision-making strategic. Dashboards and reports allow you to analyze :
- Skills development over time
- Gaps between available skills and needs
- The effectiveness of training programs
- Training costs
These analyses make it easier to draw up targeted action plans to develop strategic skills, improve team versatility or prepare for the introduction of new technologies.
V. Testimonials and feedback
Concrete examples of companies that have digitized their training management
LVMH Fragrance Brands
Visit LVMH Fragrance Brands' Beauvais site has deployed skills management and assignment planning software for its packaging workshops. Prior to this digitalization, machinists' skills were tracked via an Excel matrix, and there was no matrix for non-machinists.
The implementation of a digital tool has made it possible to centralize the monitoring of in-house training and regulatory authorizations. The site can now quickly identify critical key skills and training needs, thus improving the maintenance of versatility.
SEW Usocome
On his Brumath site, SEW Usocome digitized skills mapping, planning and training. This site, which employs around 600 people, was facing major flexibility challenges, as assembly is carried out to order, with several million possible combinations.
Digitization has eliminated 450 paper training books and 20 computer files. The company has also gained greater peace of mind in tracking training and authorizations, with automatic alerts for skills that are about to expire.
Trigano
Trigano has deployed skills management software at its Tournon-sur-Rhône site, which employs around 1,000 people. Prior to this digitalization, the company used impractical Excel spreadsheets and skills matrices that existed mainly "in the heads of managers".
A precise calculation of the return on investment enabled us to estimate the annual gains at almost €350,000, with an ROI of less than 3 months. These savings mainly stem from the time saved by managers in identifying operators, organizing training sessions and updating Excel files.
Quantifiable results
Companies that have digitized their training management report concrete results:
- Shiseido has eliminated 13 Excel files, which represents a saving of 4 hours per week for the division managers.
- Colart has cut the time needed to manage field audits by a factor of 4
- LISI Aerospace has eliminated 23 Excel files for every 100 employees.
- SEW Usocome replaced 450 paper training books and 20 computer files
- The SEB Group has eliminated 35 Excel, Word and PowerPoint files, saving 30% in planning management time.
In addition to time savings, these companies also report qualitative improvements: better traceability of training courses, fewer assignment errors, anticipation of skills needs, and simplified audits.
Conclusion
At a time when industries are facing increasing challenges (flexibility, quality, safety, compliance), having a high-performance tool to manage skills and training is becoming a definite competitive advantage. It's an investment that quickly pays for itself, and contributes directly to the company's overall performance.
Don't wait any longer to optimize your team's skills management and make the most of your employees' potential.
