Seven signs you need new training management software

Written by Stuart Banbery on 29 July 2015

When you were growing from a small to a medium sized organisations, your training management software probably consisted of manual processes, spreadsheets, Outlook calendars and hand-written emails – they were simple and cost efficient.

It makes sense that the systems and processes that got your business to 50 trainers, are not going to scale to 500 trainers.

It’s part of the natural growth cycle of a company that at some point the business owner, MD, Training Manager or IT Manager will begin to notice that things just are not running as well as they did before.

As you grow, workloads, time constraints and pressures increase. If you’re still using the same systems now as you were back then, you will know all about missed opportunities, lost key accounts, human error and a deteriorating learner experience.

Ultimately, the business will become swamped, suffocated by its increasing size and strangled by greater complexity - a victim of its own success.

Eventually, the Management Team will realise that change is required – that new processes, software and infrastructure are necessary to support both the current requirements and future growth plans.

The Management Teams that realise change is required sooner than those that don’t, go on to out-perform and overtake their rivals, developing efficient business functions, retaining key accounts and winning new business.

If not managed correctly, growth and change can be expensive, with various departments competing for funds. So we’ve put together a list 7 critical signs to help you identify when the time is right for new training management software.


  • Near misses – How many times has your business almost lost a big customer, almost sent the wrong information, almost sold at the wrong price, scheduled the wrong date and location or almost forgotten to invoice the client. Typically, the only reason you get away with it is by sheer luck, someone spots it by chance or a keen-eyed employee picks it up. But statistically, the more near misses you have, the higher the risk that eventually you are going to be caught out.


  • No business visibility – Working across multiple systems, spreadsheets and databases means you don’t have a truly joined-up view of your entire operation. You will not be able to produce accurate real-time reports on any key business metric. This means you may not know your fill rates, profit margins or staff utilisation. You will not be able to make key informed decisions well in advance.


  • Senior staff tied up – If your Senior Management Team are constantly tied up in the day-to-day running of the business – just to keep your head above water – then there’s a problem. Senior staff who’s role it is to step away from the business, take a strategic view and make key management decisions, should not be an integral cog in its functioning. Operating this way means that you will not see external risks and opportunities.


  • Growth & Change obstructed – Surviving on antiquated systems and processes will prevent you from growing and bringing about required business change. You may not be able to offer the course you want in the formats you want and delivered with the necessary quality of learner experience.


  • Duplicated data entry – The more times your staff have to enter the same data into different locations, the higher the risk of inaccuracy, lower productivity and decreased visibility – particularly when two departments are operating from two different sets of what should be the same set of data.


  • No customer history – Do you know who has spoken to who, what they said and when they said it? As a customer, speaking to different people about the same issue on multiple occasions, with nobody apparently knowing what is going on, is frustrating. Similarly, Sales people going to important meetings or making deal-deciding calls without the correct, up-to-date information in front of them is a definite way to mess things up at the last minute. There’s also the danger of a Sales person “walking away” from your business with all of the important information stored “in their head”.


  • You can’t keep up with admin – If your team are drowning under a sea of calls, back office bookings, invoices, emails, vouchers, certificates, feedback forms, rescheduling courses and resources – then automating and streamlining many of these tasks will free them up to focus on the activities that really make money and add value. Is several people working off the same spreadsheet and calling across the office to say when they’re finished with it really an effective way to work?

Recognising any of these signs is probably an indicator that you’ve outgrown your current way of doing things. It may also be a clue that you are going to need to implement some new training management software to remove all of these problems and give you the solid foundations on which to build you future growth and business change plans.

There is never a convenient time to implement such an important piece of software, one that fully integrates powerful CRM, training management and Marketing functionality. However, taking a proactive approach and addressing these issues now – before they become a crisis – will be less disruptive, cost less money and give your staff more time to learn better ways of working.


About the author

Stuart Banbery is part of the marketing team at Training Management Software. He can be contacted via


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Submitted on 20 May, 2019 - 03:22
That's a great article Stuart. Like yourselves, we're a training management software vendor ( and too often see training providers approach us once they're at the bottom of the cliff - for example, an error or data breach caused reputation damage and loss of contracts, key staff left and took all of the IP about a bespoke system with them, poor business decisions were made because management didn't have reliable data. All the things you're talking about. In summary: It's much better to go into such a TMS procurement process at the top of the cliff, knowing that a training management system will unlock the opportunity of scalable, efficient growth.