In today’s fast-paced world of work, where businesses must constantly evolve to stay competitive, effective training management is vital. Traditionally, training management has been the domain of dedicated professionals who meticulously plan, execute, and assess training programs. However, as technology continues to advance at an unprecedented rate, a groundbreaking question arises: what if training management could be revolutionized by the capabilities of artificial intelligence (AI)? 

The prospect of AI taking the reins in training management is truly revolutionary. It opens up a realm of possibilities that can redefine the way organizations develop their workforce, streamline operations, and enhance the overall learning experience.  

Tools like ChatGPT are already being used in training teams worldwide to create learning content at speed, whether that’s e-learning scripts, quick performance support resources, or even training session descriptions for instructor-led training (ILT) or virtual instructor-led training (vILT). But what if we’re missing a trick, and there’s even more we could be doing with AI? 

Imagine a world where AI algorithms can predict training needs, design tailored programs, track progress, and even adapt content in real-time to meet individual learning styles. It’s a tantalizing prospect that has the potential to disrupt the corporate training landscape as we know it.  

So how can businesses harness the huge potential of AI-powered training management for a more efficient future? 

In this article: 

What is AI and how can it be used for Training Management? 

Since the launch of ChatGPT in November 2022, it’s been hard to avoid the topic of AI in the training industry. Put simply, AI is the ability of computer systems and machines to perform tasks that would otherwise require an otherwise trained person to manage. Without getting into too sophisticated of a how-to, AI works by an intricate combination of machine learning algorithms and terabytes of data provided by the AI administrator to craft a system that can produce predictable responses.

Why has AI taken the world by storm recently? AI can almost do everything that the user requests.

From translating a document into another language to auto-generating captions or even writing an entire book. Or perhaps even write the training plan you need for your client. In recent years, AI has improved to the extent that it can now handle complex tasks requiring creativity, critical thinking, and complex problem solving, on top of smaller, efficiency-focused tasks. The potential for a now-budding technology is now limitless.

Some of the benefits of AI for training management include speeding up tedious tasks that would normally take a considerable amount of time. For back-office team members who manage routine administrative tasks, users could input a request to create a script that can automate tasks and in a matter of seconds, the AI system will generate it for the training specialist’s usage.

The increased efficiency when utilizing AI for training programs means saving time and money for training departments. The learning industry has taken note on this as team members can now focus even less on their administrative tasks of scheduling and selecting instructors and instead can focus on other aspects of the L&D operation that can’t be managed by AI just yet. 

What are some functions that AI can take over for L&D teams?

With all the buzz around AI making things easier, businesses are naturally excited about the potential for AI tools to streamline their training management processes on top of everything else. Training specialists can leverage the power of AI to save time on tasks such as: 

  • Automating administrative tasks: streamlining the mundane but essential tasks, such as scheduling sessions, sending reminders, and handling registration 
  • Developing personalized learning paths: analyzing individual employee’s strengths, weaknesses, and learning preferences to create tailored learning paths to create high-impact, personalized training experiences 
  • Certification tracks: tracking and managing certification requirements, including reminding employees when they are due for recertification, ensuring everyone stays compliant with industry standards and regulations to reduce compliance risks 
  • Adaptive learning implementation: using AI-powered adaptive learning systems to adjust the difficulty and content of training in real-time based on individual progress, keeping learners challenged and engaged over time 
  • Processing training data and monitoring performance tracking: understanding vast amounts of training data, including attendance records, assessment scores, and feedback, along with generating actionable insights for managers 

These are just some of how businesses can harness the power of AI for training management, but of course, as the technology develops over time, even more opportunities will be unlocked. 

Can using AI make managing instructor-led training easier? 

Of course, if you’re reading this post, you’re probably wondering how you can use AI to make it easier to manage your ILT operations.  

A key benefit of using AI is that it can automatically scan and examine available course instructors for live or virtual courses, and decide which instructors are suitable for any upcoming training sessions. When properly calibrated, AI can potentially take over much of the back-office training procedures that are normally managed by L&D specialists.

What can AI potentially do for your instructor-led training procedures?

  • Content Preparation: AI can assist instructors in curating and organizing training materials. It can suggest relevant resources, create presentations, and help structure content for optimal learning.
  • Personalized Learning: AI can help instructors tailor training content to individual learner needs. By analyzing learners’ profiles and performance data, AI can suggest modifications to the content delivery to match different learning styles and paces.
  • Real-time Insights: AI can provide real-time analytics during ILT sessions. Instructors can gauge participants’ engagement levels, identify areas where learners are struggling, and adjust the training approach accordingly.
  • Dynamic Content Delivery: With AI, instructors can adapt their presentations on the fly based on participants’ questions, interests, and feedback. This ensures that the training remains relevant and engaging.
  • Assessment and Feedback: AI-powered tools can automate assessments and provide instant feedback on quizzes, tests, and exercises conducted during ILT. This speeds up the evaluation process and helps learners grasp concepts more effectively.
  • Q&A Support: AI-powered chatbots can handle learners’ questions during ILT sessions, addressing queries in real-time and freeing up instructors to focus on more complex discussions.
  • Engagement Enhancement: AI can suggest interactive activities, discussions, and group exercises that promote engagement among participants, making ILT sessions more lively and productive.
  • Resource Recommendations: AI can suggest supplementary materials, such as articles, videos, or case studies, that align with the topics being discussed in the ILT session.
  • Time Management: AI can assist instructors in managing session time effectively. It can send reminders, track time spent on each topic, and help ensure that all planned content is covered within the allotted time.
  • Language Translation: AI-powered translation tools can facilitate ILT sessions involving participants who speak different languages, breaking down language barriers.
  • Attendance and Participation Tracking: AI can automate attendance tracking and assess learners’ participation levels, helping instructors keep a record of engagement.
  • Post-Training Analysis: After ILT sessions, AI can assist instructors in analyzing participants’ performance, identifying areas of improvement, and suggesting modifications for future sessions.
  • Virtual Reality (VR) and Augmented Reality (AR): AI-enhanced VR and AR can create immersive experiences during ILT sessions, enhancing understanding and retention of complex topics.

By incorporating AI into instructor-led training, educators can optimize the learning process, better cater to individual needs, and create a more interactive and engaging learning environment. However, it’s important to maintain a balance between technological tools and the personal touch that skilled instructors bring to the training process.

Artificial intelligence is still prone to making errors 

AI can assist and automate many tasks related to training management, but it is not typically used to fully replace a training management team. Here are several reasons why:

  1. Human Interaction and Support: Training often involves human-to-human interaction, such as mentoring, coaching, and providing emotional support. While AI can augment these interactions, it cannot fully replace the empathy and understanding that human trainers and managers provide.
  2. Complex Decision-Making: Training management often requires complex decision-making based on context, individual needs, and organizational goals. AI, while capable of data-driven decision support, may not handle the intricacies and nuances of all situations effectively.
  3. Adaptability: Training programs and strategies often need to adapt to changing circumstances, learner feedback, and emerging trends. Humans are more adaptable and can adjust strategies quickly, whereas AI may require updates and retraining to adapt effectively.
  4. Creativity and Innovation: Developing and improving training programs often requires creativity and innovation, which are inherently human traits. AI can assist in data analysis and suggest improvements, but it may not generate entirely new and innovative training approaches.
  5. Ethical Considerations: There are ethical considerations in training management, such as addressing bias, ensuring fairness, and making decisions that align with organizational values. Human oversight is essential to address these ethical concerns.
  6. Unforeseen Situations: Unforeseen situations, emergencies, or unique trainee needs may arise that require human intervention and judgment.

AI is a valuable tool for scheduling courses and workshops, but even in this use case, it can run into problems. For instance, if the formatting of the source data is inconsistent, it can confuse the AI. Also, AI can’t possibly enjoy the same nuance as a human. A training manager may know that Instructor A is better at hosting vILT workshops than Instructor B and select the best trainer accordingly, but how can AI know information like this? 

AI can easily misinterpret human language inputs, overlook important calendar bookings (leading to scheduling conflicts), or come to the wrong conclusions. While AI software often gets smarter over time based on what it learns from your typical inputs and behaviors, it can never have the same context as a human who understands the intricacies of a situation. AI can also be biased – for instance, an AI resume screening tool used by Amazon became more biased against female candidates over time, and its use had to be discontinued. Of course, no training manager wants its AI tool to be biased against female instructors! 

So why is this important for training instructors? Although pretty much every training manager in the world would like to find the unicorn tool that makes scheduling much easier than it should be, the fact is that this tool doesn’t exist… yet.  

How can AI be implemented into my Training Process and Learning Tech Stack? 

As important as it may be to the smooth running of your ILT or vILT program, back-office training administration work is rarely anyone’s favorite thing to do. This is where AI comes into its own: you can quickly and easily carry out tedious, lengthy tasks at the touch of a button to remove the frustrating parts of a training admin’s job in mere seconds. 

Of course, much of this depends on what processes and systems are already in place for your L&D team – for instance, your learning ecosystem may consist of: 

  • A Learning Management System (LMS) 
  • A Learning Experience Platform (LXP) 
  • Learning resources (such as videos, e-learning materials, and podcasts) 
  • Customer Relationship Management (CRM) tools 
  • Bootstrapped learning architecture, comprising a loose system of third-party tools to manage learning operations within your organization 

On top of your systems, AI also needs a rich source of high-quality data to provide the most meaningful outputs. This may require you to work with your IT team to facilitate the right access for your AI tools, or to carry out a data cleanup exercise to give your AI solution the best chance of success. After all, if an API-powered AI tool can’t access your list of instructors, course materials, or schedule, it can’t possibly carry out the tasks you need. 

The Future of Using AI in Instructor-Led Training and Learning Operations 

Much like other industries utilizing the power of AI to automate administrative work, AI will continue to play a role in training manager’s toolkits. The benefits it provides businesses and training teams are too good to ignore, and with the already sophisticated technology only in its infancy, it’s expected AI systems will improve in time with more improved training and modifications.

However, AI isn’t quite as fine-tuned as we’d like it to be just yet. It’s not a like-for-like replacement for humans, meaning we can’t just program AI to do all the back-office work and watch it go.  

While the back-office team can still use AI to their advantage, it’s still extremely important that the training management process is supervised by a team of experienced training professionals to iron out any issues.  

While AI can certainly make training management more efficient by automating routine tasks, providing data-driven insights, and enhancing certain aspects of the process, it is most effective when used as a tool to support a training management team rather than to replace it entirely. The synergy of human expertise and AI capabilities can lead to more effective and well-rounded training programs.

Why Training Orchestra is the Closest Thing to an Automated Training Management System 

Despite the proven errors that AI can make when it comes to scheduling and managing training sessions, there are still some very close alternatives when it comes to using technology to simplify the time-consuming administrative tasks associated with training management. 

A dedicated Training Management System (TMS) like Training Orchestra is geared towards streamlining back-office operations, making it significantly easier to carry out the most common tasks and processes. This includes everything from selecting the best time on each instructor’s calendar to identifying the best-sized room for a training session.  

But of course, technology like Training Orchestra can’t just be prompted by anyone. It needs the expertise of experienced training managers and facilitators to guide it, ensuring courses are planned and scheduled properly without issues.   

In reality, it’s when training experts join forces with great technology that the magic happens. We provide your team with the tools they need to do their best work while streamlining processes and making everything as efficient and hassle-free as possible. Whether it’s color-coded session scheduling, a user-friendly drag-and-drop interface, or one-click report generation, our job is to make your jobs easier. And it does work! 

Training Orchestra – Training Operations Management System

training orchestra training management system

For over 20 years, Training Orchestra has helped over 600 training companies, corporate L&D departments, and associations worldwide to address instructor-led training operations management challenges for their employee, customer, partner, or member training programs. We’ve crafted the perfect training management system to address the most critical needs of corporate L&D and training businesses.

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