Managing training, and optimizing instructor-led (ILT), virtual instructor-led training (vILT), and Hybrid training, can be a daunting task. There’s a want for more—more sessions delivered, more registered participants, more sales, more certifications renewed. But of course, there’s the urgency to use less. Less resources, less budget, less time.

Training Resource Management System (TRMS or Training Management System) is specifically designed to address this burden. By integrating and optimizing all the back-office training processes, a Training Resource Management System is the best tool for optimizing Instructor-Led Training management—Face-to-Face or Virtual. Especially as ILT and vILT learning experiences continue to complexify, there’s a greater need for faster delivery, increased productivity, and better operational efficiency.

Let’s discuss 6 main benefits that training organizations can expect from using a Training Resource Management System.

1. Resource maximization

Instructor-Led Training (ILT) has traditionally held a bad reputation when it comes to cost-efficiency, compared to eLearning, despite the fact that some things are much better taught live than online. In fact, 64% of organizations use ILT because it’s more effective than other modalities in improving learners’ understanding of the material. A Training Management System can be a way to get the best of both worlds. That is, the stickiness and social aspect of ILT with the cost-efficiency that we all tend to associate only with eLearning.

Training Resource Management System scheduling and logistics tools can help you intuitively build and easily modify your perfect schedule to maximize the occupancy rate of your sessions. You can use it to optimize the use of all your vILT and ILT resources, whether it be trainers, venues, virtual rooms, virtual labs, or costly tools such as those new 3D printers you are teaching your staff how to operate. So, if you’re looking for a tool to help track and optimize your resources and reduce the costs of ILT, a Training Management System may be a good fit.

2. Budget optimization

Managing a training budget can be a nightmare when you constantly face pressure to cut your budget and do more with less. A Training Resource Management System can help with building a comprehensive training plan, to proactively monitor costs in real-time and gain visibility over the company-wide consolidated budget through precise forecasting. This is particularly helpful for training departments which manage several thousands of trainees, as simple spreadsheets would just not be sufficient.

Faster, more reliable processes, precise forecasting and real-time cost-tracking can make a huge difference in your training department’s ability to optimize the budget and drive bottom-line results for your Instructor-Led Training management activities.

3. Productivity and operational efficiency

A major challenge in managing ILT and vILT is the heavy administrative workload, especially when it is handled by different teams using different tools. Nobody really knows what everyone else is doing. A Training Resource Management System’s automated training administration can help you manage waitlists, send out registration confirmations to dozens of trainees at once, automatically share confirmed orders with the team, and keep track of collaborative to-do lists in real-time.

But, Training Resource Management Systems can also be used by your administrators to communicate. When you replace emails and meetings with shared dashboard indicators and live common agendas, it’s already much easier to work and collaborate efficiently.

4. Securing training operations

Instructor-Led-Training and virtual Instructor-Led Training requires many different processes performed by different people. This creates vulnerabilities such as forgetting to book a classroom or making a mistake in an invoice. A Training Resource Management System provides secure processes through automated administration, real-time indicators and reporting, to prevent failures and adhere to international quality standards like the ISO29990.

If you work in health and safety, construction, defense, or aviation industries, compliance and security are probably always on your mind. A Training Resource Management System’s certification tracking and integration of employee recycling in the training plan enable you to follow industry regulations and reduce risk.

Ensuring global compliance in all the countries your company operates in is paramount, because rigidity of country regulations vary. Canada has the 1% training act, South Africa B-BBEE or the Skills Development Act, France the CPF… Maintaining compliance requires access to precise data on your training investments, as well as automated processes to make sure you follow regulations.

5. Sales and profitability

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For training companies and extended enterprise, budget is not so much a concern as how to increase sales and profitability. As a unified tool, the Training Resource Management System can be used to streamline the sales cycle from order to invoice, as well as precisely measure profitability, because all your information is in one place and shared across all stakeholders.

A more seamless and responsive sales cycle means that your customers can book, attend, and pay for your classes faster and easier, helping you accelerate the invoicing process. And instant visibility over sales and expenses, as well as which courses are profit or loss drivers, puts you in a better position to focus on key areas for profitability growth.

6. Customer loyalty

Without loyal customers, it’s hard to develop a long-term business. Whether you are a commercial training company or a corporate department providing training to clients and partners, improving customer satisfaction and loyalty is probably always on your mind.

By automating administration and processing of orders, a Training Resource Management System can optimize the communication flow with your clients. Real-time and shared data across the organization ensure that you deliver accurate information and high quality service at all times. Lastly, access to complete customer training history allows you to really get to know your clients and develop offers tailored to their needs.

We can’t imagine an airline company which doesn’t monitor its aircraft filling rates. How else would it know how to optimize their use, which represents such a huge part of the company’s investments? (Read the article: Optimize Your Training: Lessons from the Airline Industry). Then why is it so rare to see training departments monitor session occupancy rate, resource use and real-time investments? LMSs are great for delivering online learning and assessment. However, without proper financial and logistics data and specific ILT processes in place, it’s difficult to deliver efficient Instructor-Led-Training. A Training Management System provides training organizations with the indicators and tools to manage and optimize your Instructor-Led-Training activities end-to-end.

Where does the LMS fit into all of this? The LMS and the TRMS compliment each other! Read the article to learn more: Training Resource Management System and Learning Management System Differences.

What goals are most important to you in optimizing your Instructor-Led Training activity? Don’t hesitate to get in touch with our experts to determine how we could help you tackle these goals. Or, if you’d like to get a closer look at how Training Orchestra’s Training Resource Management System could help optimize your training operations, request a demo here.


Training Orchestra is a global leader in Training Management Systems and provides an integrated full web solution dedicated to the entire training ecosystem: Training Departments, Corporate Universities, Extended Enterprises and Training Companies. Covering the whole training process: finance, logistics, administration, sales and portal, Training Orchestra has proven its efficiency with over 600 satisfied clients and 6 billion of training budgets managed.