A new employee starts on your team. An SOP is updated. A new training video needs to be rolled out company-wide. You’ll need to update your training matrix and training folders for every one of your employees. Every.Single.Time.
The training matrix is both a blessing and a curse for life science companies. It makes it easier to assign training based on job function or role and ensures that trainees are compliant but quickly becomes an administrative nightmare to maintain and scale. Most emerging companies are too small to incur the expense and administration of a full-fledged enterprise learning management system (LMS) but the list of SOPs is growing and they are outgrowing the capabilities of spreadsheets. So how do you manage your training in a validated, compliant environment?
Below are 6 solid reasons that regulated companies have moved their training matrix to a cloud-based, electronic quality management system (eQMS).
The reason that cloud software has become so popular over the past two decades is primarily based in its cost efficiencies- including the ability to scale up (or down) to meet the changing needs of businesses without incurring significant additional costs. By moving your training matrix to the cloud, you’ll be able to manage 100 or 100,000 SOPs and courses without requiring the purchase of new hardware nor more IT support.
Access from Anywhere
The global nature of business today likely means that your employees, contractors, and vendors are not in the same city or country, much less the same office as you. It is no longer realistic to expect that physical documents or live, in person training sessions where everyone signs a training sign-in sheet can be the basis for your training compliance program. By moving training to a web/cloud-based platform, businesses can ensure that everyone is able to access critical SOPs and instruction content wherever they are and can submit their signatures electronically from any connected browser.
Companies that use spreadsheet-based training matrixes spend a great deal of time “chasing” non-compliant employees/ managers, sending reminders, and scheduling appropriate intervals for re-training. By moving the entire matrix to an eQMS, all of the above tasks would be automated and configured per the business’ roles and requirements. Individual accountability in this instance is paired with simple managerial oversight/reporting to create a strong, proactive training culture.
Instead of employees waiting for management to alert them to new or revised training requirements or courses, they will be able to log in to the system and view their own status. In addition, they should be able to access the SOPs and training content directly through the eQMS via their web browser.
Streamline training designations
By moving the training matrix to the cloud, it should be relatively painless to deploy a new training sequence to specific individuals, teams, or business units. And when a new employee joins the team, it is simply a matter of designating their role(s) in the system and an appropriate training syllabus and courses will be assigned accordingly.
Proficiency tests/ Competency assessments
Training is critical to the business for a variety of reasons- including meeting regulatory requirements as well as ensuring the safety of employees and customers alike. Hence, an additional measure of compliance and risk-reduction is to validate that the recipient of the training has fully understood the procedures and/or content. Whereas, a matrix can only track pass/fail status of results manually, a cloud-based training compliance system can serve up a quiz or test to employees and track pass/fail rates.
To learn more, read How Do Your Employees Manage SOPs with Your Training Matrix?