In this article, we’re going to walk you through six steps of evaluating different online safety training solutions–this includes online safety training courses, online safety management management systems (typically known as a learning management system or LMS), mobile apps and mobile safety training, and the online safety training providers.
You can use this as a roadmap for moving through the evaluation and purchasing process. Kind of like an online safety training buyer’s guide.
So if you know you want to make the investment in online safety training at work, and you just need some help figuring out which system to go with, here’s your one-stop-shopping guide.
If you’d rather not read all this, we have much of the same information for you in this recorded webinar on evaluating online safety training.
And, we’ve also got a free online safety training buyer’s guide checklist for you that covers some of the same ground as the article below.
We’re going to walk you through six different phases of the online safety training evaluation process.
Let’s take a look at each of those now.
Don’t go off and try to buy an online safety training solution on your own if you can avoid it. You’re less likely to get a solution that works well for everyone at your organization.
Instead, identify the different people at your workplace who might be stakeholders in any new online safety training that you evaluate and ultimately use at work. These include:
If you get a larger group together, and consider the needs, opinions, wants, and desires of everyone involved, you’ll wind up getting better buy in. You’ll also almost certainly wind up with a system that more closely meets all of your company’s needs. And you may even benefit from some cost-sharing and work-sharing.
Once you’ve got your internal team assembled, it’s time to figure out what exactly your company needs from your online safety training solution.
We’ll walk you through a few things to consider in the sections below.
What exactly do you need your online safety training solution to do?
Do you just need to have employees complete courses?
Or do you need more? How about things like this, for example:
Knowing what you want your online safety training solution to do before you begin shopping is essential if you want to get the right solution. Reading the rest of this article will help you determine more about what you need.
Is it an absolute necessity for your online safety training solution to be hosted on your company’s own computer servers? Or is it OK or even better if the online safety training provider hosts it on their own server or on the cloud?
Do you want your employees to complete their training on desktop computers? Or will they be using mobile devices, such as smartphones or tablets? Or both?
Do you have an Internet connection where the employees will complete the training? Or is there no Internet connection, meaning employees will have to complete training “offline” and the system will later have to sync the training records?
What other software applications might be necessary to utilize the online safety training solution? What web browser(s) does it work on? Do you need Adobe Acrobat or Microsoft Silverlight installed on computers? What kind of video player will work?
Do you need the system to be able to launch and “play” files you’ve already stored on something like Microsoft SharePoint? Will you need to access online training through something like SCORM Cloud?
Do you need your online safety training solution to integrate with other software systems at work, such as your HRIS, CRM, or ERP?
As with your company’s training needs, it’s important to know your company’s technical requirements in advance as well. And as was true earlier, the remainder of this article will help you create a list of your technical requirements for your online safety training system.
How much money do you have available for this project? Some systems are quite inexpensive and affordable, while others are significantly more expensive. It pays (pun intended!) to know how deep your pockets are in advance.
And when are you prepared to spend? Some solutions may require a big up-front expense with little or no follow-up costs. Others will call for smaller, regular payments that continue over time.
A quick note about this, though. Remember that adopting an online safety training system will help you cut a lot of the costs related to your current safety training program. This includes the cost of creating training, leading instructor-led training, creating and storing training records, travel expenses associated with training, and more.
We’ve mentioned that it’s important for you to know what you want your online safety training solution to be able to do now.
But it’s also important to think about the future, and what you’ll want or need it to do then, too.
For example, you may have a small workforce now and maybe everyone completes the exact same safety training. And so a solution that manages that very basic safety training may be all you need right now. But if you’re going to grow, and if people will begin working different job tasks, they’ll also have different safety training needs. And that same online safety training solution may no longer be so helpful.
Likewise, you may have workers at only one site today, but maybe in the future you’ll need a system that allows for multi-site, enterprise-level safety training.
Or maybe now you only plan on using online safety training that comes included in your solution, but in the future you’d like to be able to import, deliver, and track your own self-created safety training materials.
Or maybe now all online safety training will be completed on shared computers in the company office, but you can anticipate having workers complete their safety training on smartphones or tablets in the future.
You get the point. It’s important to consider future needs and get a solution that you can grow into over time. Don’t buy something that you’ll soon regret because it’s not powerful or flexible enough.
For more on this, check our article “43.5 Signs You’ll Outgrow Your LMS.”
We can break “online safety training solutions” down into two types. And in this section, we will, explaining each to you.
But before we do that, we really should explain the two basic things online safety training solutions can do.
The idea of “online safety training” is really an umbrella term that can include two different aspects:
The video below gives an example of what we mean by the online safety training courses.
This aspect of “online safety training” is a must-have. You can’t do training without training content. As you’ll see, the second aspect (below) can be very helpful too, but it’s not necessarily a requirement.
Having some form of training management system, typically called an LMS, allows you to do things like:
Not every online safety training solution will provide a management system like this. Or if they do, those systems may have different features.
Plus, in some cases, such as pay-per-view or subscription-based safety training that streams online (like a movie you’d watch on Netflix or Amazon Prime), the learner may be watching the safety training content embedded within a management system without you or the learner ever really knowing it (or being able to take much advantage of it).
In other cases, you won’t really have a management system at all. For example, you might buy your online safety training on a storage device such as a USB, so it’s pretty much just the courses and nothing else.
The video below gives an example of what we mean by a training management system/learning management system (LMS), and it gives you an idea of what you can do with one.
You may want to check our LMSs for Safety Training article to learn even more about this.
Now that you understand those two sides of the online safety training coin, let’s look at two common types of online safety training to see how they support each of those two aspects.
This option is similar to online movie or music services, such as Netflix or Pandora. All of these systems can differ, but the general idea is someone pays online, and after payment, one or more people can then go online to view and complete one or more online safety training course.
In many cases, these systems provide just the ability to view courses and perhaps to print out a completion certificate. It may offer more advanced training management capabilities beyond that, but that’s certainly not a given.
See our article on Types of Online Safety Training for more details about this.
Like the on-demand systems mentioned above, learning management systems offer viewing access to online health and safety training courses.
However, by default they also offer at least some measure of safety training administration and management.
This may making assignments, creating and importing safety training materials, creating completion records, printing completion certificates, generating reports, managing classroom-style and field-based training, and more.
And just as the different on-demand solutions may include a range of different options (including the ability to administer training, more commonly associated with the training management system type), these safety training management systems may offer a range of powers too. Some are quite simple and stripped down, perhaps best described by the phase “safety tracker.” Others are more full-featured and robust, earning the name learning management system (LMS).
This is a changing, evolving market, and the categories above aren’t hard-and-fast rules, and the terms above are not even used universally. But they do help you get the idea of some options you may face once you start evaluating online safety training options.
Once you have given some thought to your company’s training needs, and understand the different types of online safety training, you can use the tables below to help narrow in on the kind of online safety training that’s best for you.
Remember that nothing written below is a hard-and-fast rule, and specific products within each type of online safety training may have fewer or more features than the average product of that type.
Here’s a quick breakdown of some of the benefits of each of the two types.
And here’s a quick analysis of some of the disadvantages or weaknesses of each of the two types.
Now that you’ve got a general idea of what you’re looking for in terms of online safety training courses and online safety training management systems, you’ll want to start evaluating different online safety training solutions, options, and providers.
This includes three aspects–the online safety training provider, the online safety training courses, and the online safety training learning management system (if you choose that option). In reality, you may evaluate all three of these at the same time, but we’ll begin by talking about evaluating the online safety training provider.
When you choose to adopt an online safety training solution, you’re entering into a relationship with the safety training provider. Like many relationships, this can be satisfying or unsatisfying; beneficial or not beneficial; productive or unproductive. As a result, you’ll want to evaluate the online safety training provider on the issues listed below. Begin evaluating the provider with the very first form you fill out, email you write, or telephone call you place.
How long did it take the online safety training provider to get back to your initial inquiry? This gives you an idea of how your future communications will go as well.
In addition, ask them how quickly they respond to things like customer support requests.
What are their office hours? What days do they work on? What time zone are they located in? What happens on weekends and evenings?
None of these things may be mission-critical, but it’s good to give some thought to them in advance.
How did working with them go? When they said they’d get back to you, did they? When they said they’d send something to you, did they? When they scheduled a demo for you, did they follow through at the agreed-upon date and time?
You don’t have to ADORE them and want to hang out socially, but it’s helpful if you like them and a bad sign if they just plain rub you wrong.
It takes a lot of people with highly specialized knowledge to create effective safety training materials.
What kind of staff does the online safety training provider have? Do they have safety experts? Instructional designers? Technical writers? Graphic designers? Software programmers? Web gurus? Customer support specialists? A QA team? Accounting experts (for invoicing and such)? A dedicated client support specialist to work with you and your company?
We’ve got two tips for you here.
First, don’t partner with a company that won’t let you demo their online safety training solution.
And second, remember that a “demo” may mean different things. Some demos are nothing more than short video overview. Others are guided tours by a salesperson. In still other cases, you can get access to the system yourself and see how things work. The closer you get to a hands-on, kick-the-tires demo, the better off you’ll be.
Also, remember to go into that demo with a list of things you want to see/do/ask about.
Some online safety training solutions are very simple. Type in your name, give some payment information, click play, and view. Others are more complex.
In general, systems that do less will be easier to use. And systems that do more, and grant you greater freedom and power, will be more complex (but be careful that they’re not too complex–we’ll talk about this later).
As you’re considering different online safety training options, be sure to measure how complex it may be. If it IS on the more complex side, see what kind of training and support the provider offers to get you up to speed as quickly and painlessly as possible. You should be looking for some form of initial training, a manual, an online help site, integrated help files or videos, and customer support.
In addition to understanding how the system works, the online safety training provider may have tips for the best ways to implement and use it at your workplace. Ask in advance about this.
It is also helpful if the online safety training provider offers an online knowledge base or similar customer portal that you can use to quickly find answers to questions you have. Check to see if they have one.
Once you’ve chosen a provider and are using your online safety training system, there may be times when you need to contact the company for customer support. Ask in advance if they offer the service, and what it entails? Will you have a dedicated project manager? Will you speak to a person? Will it be via phone or email? How long does it take to get a response? Is there a cost associated with customer support? If so, how much?
Ask the provider if you can get referrals from their previous and existing customers.
Even better, see if you can get in touch with and communicate with one directly.
Also, give more emphasis to feedback from customers in your industry, and/or at a business that’s the same size as your own.
How long has the company been around? How large is their customer base? How deep are their pockets?
You don’t want to partner with an online safety training provider only to have them go under shortly after you begin.
How much does it cost and what are the different pricing options? How does payment work and how often does it occur?
Does the online safety training provider offer access to a user community where you can share tips and experiences with other companies using their products? This can be helpful.
Does the provider offer a blog with helpful tips on safety, safety training, training, learning and development, and other related topics?
Next, let’s turn our attention to evaluating the online safety training courses themselves–the training materials on health and safety topics such as Hazard Communication, Lockout-Tagout, Forklift Safety, and similar training needs.
Below we’ve got a list of things to consider when evaluating online safety training courses.
Does the provider offer online safety training courses for all of your company’s health and safety training needs?
Do they have additional courses in case your needs change in the future?
Is the safety information in the courses accurate, safe, and helpful? Is it credible?
Are the courses put together following best practices of instructional design, including adult learning principles, to create engaging, compelling, effective safety and health training?
Does everyone in your workforce speak English as a first language? If not, you may want to consider what multi-language training options the online safety training provider offers.
Can you get each safety training course in a variety of different languages? How exactly does that work?
How often does the company make new courses available? How do they alert customers of new course availabilities and how can customers access them? How many new courses will the company create this year? How many do they create in a typical year? What are the new courses scheduled for release in the next few months?
How often does the online safety training provider update its existing courses? How many does it update each year? What are some reasons that they update courses? What is their process for updating courses? How are customers notified about updated courses? What were some of the courses that were updated in this past year?
If so, what’s the process for that and how much does it cost?
Does the online training provider offer titles on topics other than health and safety?
For example, do they offer general manufacturing training courses? These can be useful if you’ll be using this system in combination with Operations or Production.
Or what if you have special health and safety training needs, such as mining safety training for MSHA compliance?
Or what if you’re in a unique industry, such as paper manufacturing?
How about HR compliance & soft skills?
Proven results with companies like yours:
Ask if other companies that are like yours (industry, size, similar workforce, etc.) have used the safety training provider’s training courses and what their experience was. Ideally, see if you can contact some of these other companies and get their opinions directly.
During your evaluation, you may choose to go with an “on-demand” online safety training system—the pay-per-view or subscription options we described earlier in this article. If that’s’ the case, you won’t need to evaluate the safety training management system, also commonly called a learning management system (LMS).
On the other hand, if you wanted to use an LMS to take advantage of all the features of training management and administration that one provides, you definitely will want to include that in your evaluation process.
We’ve given you ten different general areas to consider during your evaluation. They include:
Each item listed above is addressed in a section below.
Studies show that companies quit using their LMS, or switch from one LMS to another, because of difficult user experience more than for any other reason.
As a result, it’s important to evaluate the LMS to ensure it’s easy to learn how to use it. Also consider if it is easy to perform the kind of tasks people will use it for frequently. These include:
Be sure to consider this from two perspectives. First, from the perspective of employees who will use the LMS to complete their safety training. And second, from the perspective of administrators who will perform the administrative tasks involved in managing the program.
It’s important to learn about the tools the LMS provides that allow you to organize your company’s workers into an organizational hierarchy and custom groups.
This will allow you to make training assignments that are specific to the safety training needs of workers at different sites, or in different work areas, or with different jobs.
It’s also important because it allows administrators to run reports on workers in different units, such as sites, departments, jobs, and custom groups.
And finally, it can be used in combination with security roles to provide administrators access to training information about workers in one department but not other departments.
Next, evaluate the type of safety training materials the LMS allows you to:
Check to see what the LMS allows you to do and doesn’t. But also remember to check how easy these tasks are.
When we talk about importing training materials into the LMS, we mean materials you made, materials you can link to on the Internet, or materials you had made for you. These can include the following types (plus more, no doubt):
Also, some learning management systems allow you to create training materials directly inside the LMS. These can include:
Finally, when training has to be updated, you may find it helpful to simply update existing content within the LMS instead of deleting old content and importing new content in its place. That’s because you can still run a report on one activity (that’s been updated) instead of having to run a report on two, three, or more activities. Here are some things to check: