Vendor Selection & Technology

Training

by Taleo Research

Hiring management systems (HMSs) are complex pieces of software, covering the entire recruitment process, from requisition creation, to internal redeployment, and everything in between. The highest return on investment (ROI) is realized when the end-users are using all of the functionality of the system optimally. A successful implementation of recruitment technology requires formal end-user training and ongoing training strategy and management.

This article discusses issues related to training when implementing a HMS. Just as every implementation is different, so too training requirements differ from company to company. The important point is that your vendor should have a core training strategy, with someone dedicated to overseeing it, and a clear plan for applying that training strategy to the needs of your company.

Overview
The structure of the training will in part depend on how your company intends to roll out the use of the system: by division, or all at once across the entire enterprise. Make sure that the vendor’s training plan is flexible to meet your needs. Other issues include the location of the training, whether onsite or off, and the languages in which the training is offered. Training materials and documentation should be included. You and your vendor may consider an intranet site for distribution of the materials, particularly if your company is widely distributed.

Initial Training
The most important period for end-user training is naturally just prior to the “go-live” launch of the system. Initial training should be conducted at several levels, from general awareness for upper management, to proficiency on all aspects of the system’s functionality for the recruiters who will use the system in their day-to-day activities. There may be different training required among recruiters, as some may be focused on getting the most of the functionality of the software for college recruiting.

Ongoing Training
Recruiting staff turnover may call for additional training sessions down the road, or you may simply be interested in a refresher course. Ask your vendor what provisions there are for ongoing training, and the associated costs. The release of a new version of the software may require further training, particularly if there are significant additions to the functionality of the system.

Styles of Training
Classroom or instructor-led training can involve the vendor or the company in the delivery role. This can sometimes be a collaborative effort in which the company delivers more of the process training and the vendor delivers more of the product training. Web-based training can come in the form of online tutorials built into the software application, as synchronous training done through a live virtual training tool like Webex, Placeware or Centra, or asynchronous training in which learners access training modules on demand through the Web.

Train-the-Trainer
The “Train-the-Trainer” model involves identifying within the company those who can be trained intensively on the use of the system and then can pass that knowledge on to others. The Train-the-Trainer approach works best when there are a large number of end-users, distributed over a wide area. Those selected to be the internal trainers must be the kind who can engage a classroom of their peers. They should receive special training from the vendor and be considered “superusers” who can conduct effective training sessions.

Outsourcing
Some HMS vendors choose to outsource their training function, rather than keeping it in-house. Outsourcing may lower the cost for the company requiring the training, but the quality may be lower as well, since the outsourcer is not as “close” to the development of the software application, particularly as it grows in functionality.

Conclusion
Proper training is crucial to the long-term success of your company’s HMS project. It can make the difference between success or failure of your HMS investment. Early adoption and immersion into the product is critical to gain user buy-in and product optimization.

Make sure as a part of your due diligence that you examine potential vendors’ training track records, its training techniques, and its training proposal for your implementation period and afterwards. Training comes at a cost to the customer using the system, so the level of service and training will be worked out during contract discussions. However, the success of the implementation and the long-term happiness of the customer depend on the quality of training, and utilization of the system.