Once you have decided on an HRIS or HRMS software application to purchase, you may be presented with a few options on how you wish to be trained. In this section, I am not referring to the HRIS software implementation. That's an entirely different subject for which we have other articles written. The four typical methods of HRIS software training are self training, online classes, classroom training, and onsite training. In this article, I will cover the advantages and disadvantages of each.
Self Training on a new HRIS software application
Most, if not all, HRIS vendors or HRMS vendors don't offer detailed enough documentation to make this option completely possible. Manuals are usually, at best, a starters guide as opposed to an in depth manual covering all the capabilities of the HRIS system you will be using. If the company you are working with offers detailed manuals or offers a training guide and you have worked with other HRIS software or HRMS software applications, I would think there is no reason you can't self train. You might, in this case, only need training on specific more difficult tasks such as report writing or benefit setup. It's a good idea to try this approach first because, before trying one of the other training options that might be available, at least you will have a basic knowledge before doing so.
Online Training for your new HRIS software application
Many HRIS software companies now offer online training, as well. I found online training in my own business to be extremely effective. It works best in shorter time frame classes, with training someone on specific capability, and when the application used for the class allows the end user to have keyboard and mouse control during the training. I don't think this form of class works well for someone who has little or no experience with HRIS software applications. It is simply too difficult to concentrate for long periods of time glaring at a computer screen's glare. If you want, however, to be trained on specific HRIS system features, I think this option is extremely effective. It's also, other than self training, the most cost effective of the three options.
Attend classroom training on your new HRIS software application
Most HRIS or HRMS vendors offer some type of class room training. They may offer this at only their corporate location, at regional training centers, or if you have a large number of employees who will be accessing the system, on-site classroom training. When performing classroom HRIS system training, as a trainer I found the biggest challenge is to keep the class in depth enough for the advanced users but basic enough for the beginners to grasp the concepts. I spoke with an older brother who used to teach high school math about this challenge and he suggested training to the middle. It works but the class goes at a slower pace than the advanced users would like and many of the beginners may not grasp the concepts. This is why it is extremely important for you to review the system as much as possible before attending one of these classes. If you are an advanced user, you might want to try one of the other training options instead. The largest disadvantage of this training method is that you won't be training on your data.
Onsite HRIS system or HRMS system training
This is likely going to be the most expensive option since you will have to pay the trainer's travel cost and their daily consulting expense but I also feel this is the best training offered. You train on your data and usually in small groups or one to one. If you trained yourself on the application, as I just referred to in the first paragraph, you will be able to focus the training on only those areas where you need additional training. The important thing with this type of training is to limit the interruptions. I sat in more than one extremely busy HR department where every fifteen minutes the people I was training had to leave the room, pick up a call, or respond to an email. Check into referring your duties to someone else during the training, shutting down the department to employees for the day or doing the training on the weekend.
About the Author
Clay Scroggin has worked in the human resource software industry for 15 years. Clay's newest venture is CompareHRIS.com . A web site dedicated to assisting HR professionals with their search, evaluation selection, implementation and use of HR software. We offer a helpful and free HRIS Selection Tool to help you arrive at your short list of products meeting your needs. For your research, we offer a free HRIS buyers guide, a HR software Article library and a HR Software Technology Forum.
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