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So You've Been Using Microsoft Access for Your Training Database?

Microsoft Access, a software that comes within the Microsoft Office Suite, is known as an even better alternative to Microsoft Excel when it comes to creating a training database to track the training of your individual employees, monitor certification renewals, and more. While the software is robust enough to create tools to track other need-to-knows like job proposals, performance reviews, receipts and more, and can be used as a storage system for information that falls within these categories, the software can get just as cluttered as Excel. The information can become difficult to sort, search through, and ultimately loses its purpose other than a glorified holding place for lots of information that is important not to lose.

Do you use Microsoft Access or Excel to track information that is pertinent to the success of your business or employees and find that it is lacking in features?

Is the software you are currently using adding to the workload of the training manager or human resources team in a way that is not congruent with the output that is earned from the work?

Have employees been missing deadlines on certifications or necessary trainings?

Have you recently been audited only to find that the information you need to be readily available is not?

Maybe you don’t find yourself in one of these categories, but can identify with knowing that you need to find a new way to organize, collect, manage, and update the information that is necessary for your business and employees.

That’s where software created to be a training database comes into play.

Software that is specifically created to be a training database for employees has robust features far and above that of Microsoft Access or Excel. From automatic notifications centered around expirations, to reminders about upcoming activities and due dates. Printable reports that synthesize data with the click of the mouse, and a trusted source to use the information with your next audit. Training databases are great for all this and more, created specifically for the purposes of logging and tracking information - they are good for things like driver’s licenses, to necessary medical exams/procedures; like flu shots within a hospital environment. From tracking certifications that expire, to SHRM credits and continuing education for nurses.

spreadsheet software used for training database

But there’s even more that software like this is good for, in every company there are mandatory steps that HR must take to onboard employees - like sexual harassment training or even emergency response to an active shooter, etc. All the trainings and checkboxes that are necessary to follow through on during onboarding can be housed within this software, too - with notifications to alert management of failed compliance, everyone is able to be held accountable.

Additionally, training database software can pair nicely with an LMS that you likely already maintain. As students complete mandatory and extra classes within their field of study, these grades, completion dates, certificates, and more can be placed within a robust training database to monitor every employees continuing, voluntary, or mandatory education. Not to mention, provide access to employees so they know what is coming down the track without violating any one else’s privacy regarding their own education, medical records, driving information or any other sensitive information that may be stored within this database.

With ample information and easy-to-use interfaces, sorting ability, and reporting functionality - a training database that is designed specifically for these purposes is recommended for a company of any size. The added cost of switching from Microsoft products to a training database is worth it in the long run from saved time to peace of mind regarding audits, and even the robustness of features that make it well worth the investment in the business and your employees.

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