A core component of most employee training and upskilling programs, chances are high that your organization uses a Learning Management System (LMS) to schedule training.
However, most training managers find out rather quickly that they struggle to coordinate instructor-led training (ILT) sessions using LMS software.
Why does an LMS struggle to schedule ILT?
The learning management system was never designed to schedule in-person training events.
With ILT a key success factor for skills-based training programs, the secret to managing it well in an online learning world requires entirely different software altogether!
Convenience and Popularity of Learning Management Systems
For the past 30 years, organizations large and small have invested significantly in online learning solutions to solve their concerns of skills gaps, new skills development, and preparation for industry challenges.
Delivered through one of the 1,000-plus learning management systems (LMS) available for purchase, eLearning is here to stay because of its ability to deliver learning that’s convenient, fast, and fun.
LMS platforms, however, have their limitations, especially when it comes to managing in-person learning.
Despite an ongoing debate between in-person and online training, instructor-led training (ILT) remains the most effective learning delivery method.
According to the Brandon Hall Group, ILT and vILT represent 70% of all training delivered in today’s organizations.
But should L&D teams and training managers use an LMS for every aspect of training and skills development, including instructor-led training?
The ironic thing is that the LMS was never designed to manage live, in-person training functions.
At most, the LMS should only be used to cover training concepts that don’t require much application or guidance.
Why does LMS software struggle to manage instructor-led training as a whole, and how can L&D teams better manage it?
ILT is More Complex than eLearning
Instructor-led training (ILT) is significantly different from online training and eLearning methods of delivery.
ILT usually involves a significant amount of resources and administrative planning to deliver to learners compared to the asynchronous and convenient online learning methods.
As a result of the time and resources required to have an instructor-led training program in place, it’s unsurprisingly expensive for nearly any training budget.
Resources range from the trainers and instructors leading sessions to tangible resources like computers and tools to the on-site training venue.
Taking into account the skills development initiatives of large organizations and the scale at which ILT must be managed, it can seem practically impossible for training managers to manage hundreds of sessions with an LMS that’s meant to serve video.
ILT Programs Require More Resource Coordination
When delivering online training, most training strategists will use a combination of quizzes, assessments, and online training videos.
All of the learning resources are usually provided by the LMS provider or publishing company in an out-of-the-box manner.
When developing instructor-led training sessions, it requires these learning resources and more to make it a success!
Let’s go over what needs to be managed by training operations teams.
Scheduling of Training Events and Sessions
Training administrative teams usually cross-compare calendars with training session dates and times with other spreadsheets.
These spreadsheets have valuable data points like training availability, equipment for training count, and training venue information.
Now, let’s imagine trying to coordinate all the resources for one training session. That’s a lot of cross-comparing.
While logical, it’s best not to use spreadsheets to schedule and manage ILT sessions, given the high chance of human error and increased admin time.
Tracking of Expenses and Training Budget
As we said before, instructor-led training is expensive.
Training providers and training managers alike want to make sure that making every cent counts towards increasing their training ROI.
In addition, you’ll want to avoid making costly training budget mistakes that could waste hard-earned budgets.
Managing the Resources for Training
Instructors, facilitators, and trainers are the ultimate human resources of ILT sessions. But there’s more that goes into it.
Session time, travel costs, and classroom capacities are not properly managed.
While resource utilization rates generally hover around 50 to 60 percent for medium-sized organizations, enterprise companies should aim for 75 percent.
4 Disadvantages to Managing Instructor-led Training with an LMS
Scheduling in-person training sessions with an instructor should never be done using an LMS platform.
Despite how amazing every LMS platform may seem to be, nearly every learning management system available on the market today is limited when it comes to the administrative and operational side of instructor-led training programs.
What an LMS excels at for online training:
- Scheduling online course assignments
- Managing learner registrations
- Downloading supporting material
- Creating completion records
- Tracking test scores
These features, while helpful, are not optimal in addressing the core ILT goals for four main reasons.
1. Different Learning Objectives and Expectations
ILT and eLearning address different learning objectives and learner expectations.
While online training through an LMS can cover key information in an engaging manner, ILT is more advantageous in terms of learner efficacy, training comprehension, as well as developing new skills.
56 percent of organizations find ILT very effective compared to 21 percent for eLearning-based modules, according to a study by Brandon Hall Group.
The primary benefit of eLearning is its low cost and flexibility. However, its primary disadvantage is its inability to deliver training experiences that help learners apply skills learned, just one of many benefits that an in-person training strategy has for learners and businesses.
When learners are fully engaged in a learning experience, learners must listen, speak, hear, and apply skill sets.
The result? Reinforced comprehension due to repetition and increased application of skills.
2. Limited Training Operations Capability
The LMS initially is designed to optimize the delivery of online learning, which is why many of the features listed above, such as test score tracking and downloading documents, make sense as extensions of eLearning features.
So even if an LMS offers some tweaks to manage ILT, its expertise will remain on the delivery rather than the organizational side.
LMS platforms are not designed to coordinate the inputs required for a successful training operation that manages ILT programs.
Features such as resource management and cost tracking, which are the core of ILT management, will come as peripheral features if included at all.
Learn More: The Complete Guide to Training Operations for L&D Providers
3. End Users are Learners, NOT Training Managers
The unifying theme in LMS features is the focus on interaction with learners.
From a software development perspective, the employee or learner is the end user.
Through an LMS, learners register for online courses, download course material, and complete assessments.
When members of the training admin team — training managers, coordinators, and L&D specialists — don’t have the full suite of tools to manage training, they’re left trying to improvise with the LMS.
Some limitations that an LMS doesn’t provide sufficient for ILT include:
- Visualization of available instructors and resources
- Filtering of instructor skill sets, availability, and qualifications
- Tracking of costs per hour or use
- Total training budget allocation
- Reporting and analytics
When managing instructor-led training sessions en masse, you want to be thinking about how you can better administer training and coordinate resources more effectively.
4. Focused on Learners as Opposed to Training Admin
From a technical point of view, LMS software uses the learner as a building block, not the session. This is not optimal for ILT, for which the business logic is driven by the training session.
An example is cost distribution: An LMS consolidates cost per learner to define session costs.
However, most ILT costs are fixed regardless of the number of learners: room reservation, instructor fee, etc. This is why LMSs struggle to provide accurate cost tracking. It also means LMSs have a hard time planning future investments for which learners are not yet identified by name.
Optimizing Instructor-Led Training Starts with Efficient Management
If ILT is an irreplaceable part of your learning strategy, you’ll know that perfecting the administrative side of your training operation is the ultimate step.
Consider our quick checklist below for improving training operations and instructor-led training efficiency.
Maximize Resources for ILT
Have a clear repository of all your resources and keep track of occupancy rates to optimize session financial efficiency.
From instructor availability to the number of computers that will be used in one training session, be sure you can access it quickly!
Filter and Select Trainers & Instructors
More easily identify and communicate with your SMEs—know who has the skills to train on what subject.
Does your train have the right qualifications? Can they speak the preferred language? Are they even in the preferred location?
Perfect the Logistics of Learning
Plan steps that must happen before, during, and after each training session.
Communicate which team should be responsible for each step, and track task completion.
Stay Proactive on Expenses and Costs
Consolidating accurate data is crucial for budget optimization. This can only be done by tracking investments across different business units, countries, and currencies.
Track ILT Progress
Use precise forecasts of training volume and costs to plan long-term, and track the improvement of key performance indicators (KPIs) year after year.
Streamline Data-Sharing and Collaborate More
Get rid of spreadsheets and encourage collaborative tools to ensure logistics, scheduling, and financial processes integrate seamlessly.
Assess Your Training Software
Understand the advantages and disadvantages of each training software in your learning tech stack.
Be sure to provide a system tailored to the needs of your training admin teams when delivering instructor-led training or tools to manage blended learning.
It’s a lot of resources to coordinate, but with the right team and software, your admin team is unstoppable!
Bottom Line: The LMS is amazing, but can’t do Everything
As much as we’d like to believe it, the “one-size-fits-all” training software does not yet exist. ILT is not e-learning, and cannot be optimally managed with the same tools.
There are many ways to create an efficient training program on both the learner side and the training admin side.
All of them involve understanding the core differences between each training delivery method.
Still having difficulty understanding LMS limitations with ILT Management?
Take a look at our comprehensive guide on the differences between TMS and LMS platforms.
Consider Training Management Software to Complement Your LMS
When it comes to instructor-led training (ILT) management, we’ve learned from the resources and studies that the ever-popular LMS platforms are limited for training admin teams.
For ILT/vILT and blended learning strategies, consider implementing a Training Management System into your training operations and L&D processes.
Training Orchestra just happens to be the best training management platform for both enterprise-scale ILT and blended learning programs!
Designed and engineered to meet the needs of training providers and corporate training departments, Training Orchestra provides a full suite of administrative tools to schedule instructor-led training sessions, in-person and live online. We also have all the tools you need to perfect your ILT operations with integrated reporting, CRM tools, and resourcing platforms.
Ready to learn more?
