[Resource for Training Professionals] 3 Reasons Your Back-office May Be Costing You Money

“A few months ago, I decided it was time to find a technological platform that would understand AND meet all of my back-office needs. Over the past 6 years alone, I’ve worked with approximately 52 training providers; multiply that number by all of their staff I must coordinate with, the number of courses I have to deliver with each provider, pre and post-tests, participant commentary, email exchanges, invoice and payment tracking, scheduling, content creation…and well I know YOU totally get it! I was overwhelmed, fatigued, annoyed, and simply frustrated over trying to track it all. I was searching for a system that could hopefully intuitively grasp the daily dealings of a Corporate Trainer, as well as training staff, training departments and training providers.” -Laurie A. Santos, Extreme Dream Training

it takes both sides to build a bridge quote

Over the past 3 weeks, we’ve spent a lot of time discussing the key elements to guaranteeing terrific trainings—even when the economic climate has dramatically shifted. We’re now at the 3rd post of a 4-part series where we’ve  been discussing four (4) main categories to focus upon to run a successful training department or training company—to rise above a crisis, to preserve profit, to lead participants to course completion and to help them have higher engagement and retention rates.  If you didn’t get the chance to check out last week’s post yet, you can check it out here: How to Create Money-Making Course Content.

Today we will be going over three (3) reasons you may be losing loads of money due to having the “Back-office Blues.”  You may also be losing more than just money if your back-office isn’t organized—you may be losing morale among your training staff (not such a good idea since we’re in the business of raising morale!); losing inspired ideas which could lead to long-term client relationships; and/or losing the fun and joy that working as a training professional is supposed to bring. If you are experiencing just one of these issues, it could be the very thing that keeps your training company surviving and thriving. So, let’s not have this be you. 

The purpose of today’s post is to identify where you’re falling short when it comes to back-office organization and administration. And, to introduce you to an incredibly powerful resource that solves the 3 profit-preventing pitfalls we will discuss in this post. 

Don’t worry, this isn’t about making you feel bad or even more frustrated; rather, this post is a guiding tool to get you back on track, learn how to clean up your back-office, become successfully streamlined and organized so you can have more freedom, fun, and flexibility in the office all while saving time by up to 50%.

Most importantly, having  a smooth-running back-office will help you stay calm and centered if and when crises hit that could dramatically change the day-to-day operations in your office.

This 4-part blog post series was inspired by a crisis that occurred between Saudi Arabia and Kuwait but actually dramatically impacted training providers throughout the Gulf, as well as, in the States and Europe. The training providers that survived and thrived had a solid back-office system in place, that not only  worked and was faithfully used by all training staff, but one that was intuitive and addressed all training departments’ day-to-day needs. 

Most training providers I work with frequently share their “Back-office Blues” with me as a visiting coach, consultant or trainer. Truth be told, even if they didn’t share their internal frustrations, I see and feel it deeply myself when I work with them. Sadly, I giggle a little over how many training staff aren’t putting the many benefits of working in a training company to use, such as, Stress Management techniques or Time Management tools. And, admittedly, I’ve experienced the same stressors my training providers have while trying to run my own small business and back-office. It’s overwhelming to run a training company or training department without a full-fledged system that supports the daily demands  our training clients have. While trying to stay on track, staff often create their own systems; these systems may be flawed or not shared with other staff; and sadly, targets may be missed, follow-up suffers; and we may lose existing or potential clients due to appearing disorganized, stressed and frenzied.

 Administrate chalk board

A few months ago, I decided it was time to find a technological platform that would understand AND meet all of my back-office needs. Over the past 6 years alone, I’ve worked with approximately 52 training providers; multiply that number by all of their staff, the number of courses I have to deliver with each provider, pre and post-tests, participant commentary, email exchanges, invoice and payment tracking, scheduling, content creation…and well YOU know the drill as you’re there too! I was overwhelmed, fatigued, annoyed, and simply frustrated over trying to track it all. I was searching for a system that could hopefully intuitively grasp the daily dealings of a Corporate Trainer, as well as training staff, training departments and training providers.

During the course of my research, I began meeting with some other training providers to discuss their back-office issues. Gratefully, they were very candid and open in sharing their daily woes on the admin side of things. Together, we identified 3 primary back-office issues that cost you loads of money each month:

  1. No Centralized System
  2. Too Many Systems that Don’t Interface with Each Other
  3. Disorganized/Resistant Team due to Work Overload and/or No Centralized System

 

 

Let’s dive deeper into these 3 issues so you can save time, cut costs, and generate more money.

 

 

No centralized system. The problems with not having a centralized system is that nobody knows where to turn. There is no main guiding tool. Paperwork gets lost. Nobody is accountable. Disorganization sets in. And, we waste precious time going to this program and that program. We may fail to follow-up with important clients and leads because we simply don’t know where we put them. We miss deadlines or don’t know where to log and keep things. The list goes on and on.

Too many systems that many not interface with each other. This issue keeps us clicking, clicking, and clicking all day long. Additionally, if our systems don’t interface with each other or even if they do, there is duplication of effort and overlap. Things get very messy when we have too many systems. Additionally, staff become demotivated and demoralized when they have systems-overload and as such, training staff lose optimism, positivity, and joy for the job. When all of this happens, our work and clients suffer. Then we lose credibility and our reputation suffers—all from just having a poor back-office!

Disorganized/resistant team due to work overload. Not having a centralized system leaves staff tending to the smaller tasks—in essence, the small tasks end up feeling like big tasks because they end up taking up so much time (when they actually shouldn’t). With so much time wasted, staff feel overwhelmed and undervalued. Our job as training professionals is to make our staffs’ job as easy and effortless as possible. Additionally, we as training providers teach our clients how to be effective and efficient yet we don’t model efficiency behind-the-scenes. Having a clean, clear, centralized system gives training staff the opportunity to put their focus on the big issues—thus, feeling rejuvenated, appreciated, and energized—which always leads to more dollars and longer-term business with ideal clients.

Administrate with awesome words

After my talks with other training providers, I  searched online to fix my own Back-office Blues with hopes of also being able to share the results with training providers around the world.  I  found Administrate, an online Training Management System, designed and built by a global training provider for training providers.  I was shocked how intuitive the platform is—it literally meets every need/demand of training professionals all with the click of a button. While I don’t work for Administrate, I’ve attended two (2) demos now and I am thrilled with the features and benefits that they support training professionals with. I have to admit, I wish I were smart enough to create such a platform myself! From receiving a training request, to booking a training event, to creating course templates, tracking trainers and their schedules, to invoicing and tracking payment, emails and alerts, Administrate is the only Training Management System that any training department or training company needs to handle all of their daily-demands.

about-administrate-a-presentation-at-the-dubai-knowledge-village-4-638

I’m a firm believer in sharing and providing resources that we all can benefit from. It’s not very often, however, that I find a resource or tool that I truly believe in. But, Administrate is the first resource I’ve found in ages that I really felt I needed to share with others because it’s so comprehensive and I also really feel that the Administrate staff do actually “GET” what we training professionals deal with on a daily basis. As Administrate says, they are “The Solution for Training Providers.”

Administrate is Built Just for Training Providers by Training Providers.

Our Software helps training companies and training departments manage their entire business. Our integrated online system focuses on making your training administration easier, help you deliver outstanding eLearning, and assist you in keeping your website up to date (and taking those online course bookings!). -Administrate

Administrate circle with features

 

As we start winding down this 4-part series, I’m hopeful that you have found some “golden nuggets” in the content and that you can immediately begin implementing some ideas in an effort to help your training company or department achieve its goals for the remainder of 2017. It’s been a lot of fun talking with some of you and sharing in our successes while also discussing our concerns. This post on the three (3) reasons most training departments/companies lose money was personally one of my favorites, especially the solution of Administrate. It’s just so nice to actually have one solution for many problems we encounter daily. While I don’t work for Administrate, I’d be more than happy to connect you to their staff to coordinate your free demo. Just shoot me an email at Laurie@ExtremeDreamTraining.com and let me do the work for you.

In the meantime, catch you next week for the final post of this series. We will be discussing how “Going Extreme” is the very answer to getting your training business to the next level while beating out competition, maintaining long-term client relationships, and staying in the game during global economic changes and shifts.

Feel free to share these posts with your friends and colleagues and don’t be shy to leave a comment below. I love learning with you and look forward to hearing from you soon.

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About Laurie Santos

Owner and Founder of Extreme Dream Training. Certified Life Coach, Master Reiki Healer, Certified Law of Attraction Expert, Certified EFQM Assessor. Surfer, expat, lover of animals, poetry and silence.

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  1. […] Five weeks ago, I started this 4-part series on how to stay afloat during a crisis, especially one you and your company may have not foreseen. We’ve discussed ways to keep your training department and training company alive and at the top of its game when unexpected circumstances can potentially rock your success. If you haven’t had the chance to read the 3rd post in this series, you can so so here: http://www.extremedreamtraining.com/resource-for-training-professionals-3-reasons-your-back-office-m… […]